Overview
A user cohort is a group used to classify users by a shared labour type or business purpose. Cohorts make it easier to find and manage users and can support filtering across people, scheduling, time and attendance, payroll, reporting, and integrations.
Cohort names and definitions depend on your organisation’s configuration. Each user is assigned to one cohort on their profile, and the assignment can be used to separate planned or actual hours for supported processes.
Creating a cohort
Note: User cohorts are only available if the feature flag 'UserCohorts' is assigned to your organisation. To activate this, please contact your Rotageek implementation manager or customer success manager.
Before you can create a cohort, you must have the permission 'ManageCohorts' assigned to your account.
To create a cohort:
Open the Admin Console and navigate to the Cohorts section.
Press the 'Add Cohort' button
Enter a unique, clear name for the cohort.
Choose a colour, this will be useful for easy identification.
Save the cohort.
After at least one cohort has been created for a group, the cohort field and cohort filter become available on the relevant people page, subject to your permissions and product configuration.
Creating a cohort does not assign users to it. Users must be assigned separately from their profiles.
Assigning a cohort
To assign a cohort
Open the People page.
Open the user’s profile.
Select the required cohort.
Enter the effective date.
Save the assignment.
The effective date must be today or a future date. Cohort assignments cannot be backdated.
Current and historical assignments may be shown on the user’s profile so that changes can be reviewed. The available cohort values are limited to those configured for the relevant group.
Filter users by cohort
Open the People page.
Open the cohort filter.
Select a cohort to view active users assigned to it.
Select Unassigned to find active users who do not have a cohort.
Clear the filter to return to the full user list.
The cohort filter is available only when cohorts have been configured for the relevant group. Deactivated users may be excluded from filtered views according to your organisation’s configuration.
Review unassigned users
Users without a cohort are unclassified. They may be excluded from cohort-filtered data and cohort-based calculations, so they should be assigned before the relevant process or go-live date.
Open the People page.
Select Unassigned in the cohort filter.
Review the users shown.
Assign each user to the correct cohort.
Apply the filter again to confirm that no required users remain unassigned.
Your organisation should confirm the required classification coverage. Some implementations require every active user to be assigned before go-live.
Troubleshooting
A user is missing from a cohort
Check that:
The user is active.
The user has been assigned a cohort on their profile.
The effective date is today or earlier.
The user belongs to the correct group or site.
No other filter is limiting the results.
A cohort is not available
Check that:
The cohort was created and saved in the Admin Console.
At least one cohort has been configured for the relevant group.
You have the required permission.
You are viewing the correct group or site.
Your session has been refreshed after the cohort was created.
A user appears as unassigned
Open the user’s profile and confirm that:
A cohort has been selected.
An effective date has been entered.
The assignment has been saved.
The selected cohort is configured for the user’s group.
Frequently asked questions
Can a user belong to more than one cohort?
A user can have only one cohort assigned at a time.
Do cohort changes alter historical records?
A cohort change applies from its effective date. Historical records remain associated with the cohort that applied when those records were created.
What happens if a user has no cohort?
The user is treated as unclassified and may be excluded from cohort-filtered schedule, timesheet, or integration data. Use the Unassigned filter on the People page to find and resolve the user.
Who manages cohort changes?
Any person that has the right access permissions to view and edit the people page, this might includes an authorised administrator, site managers, or a member of your rotageek project team. Your organisation should confirm the approval and support process for new starters and changes.