8. Academy settings, branding, subscription and analytics

This chapter covers the one-time setup of your academy: the Admin settings screen, branding, turning modules on and off, your Cohorta subscription plan and plan limits, the numbers on the Dashboard and in product stats, and the AI features. Payments from buyers (Stripe Connect), Fakturownia and invoices are covered in chapter 3.

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8.1. Admin settings

What it is for: one place for academy settings you change once or rarely: payments, invoices, branding, the store and modules. It is kept apart from day-to-day content work.

Who can see it: the academy Owner and Admin, on every plan. Other roles do not see this item in the menu. If they type the address by hand, they are taken to the Dashboard.

Where to find it: side menu → Administration → Admin settings (the last item in the section). When you hover over it you see the hint "Payments, invoices, branding, features, integrations".

How to open the settings and go to a card

1. In the side menu, expand the Administration section if it is collapsed.
2. Click Admin settings.
3. You see the Admin settings screen with the caption "One-time academy setup: payments, invoices, branding and features. Separate from day-to-day content management."
4. The cards are grouped into sections. Click a card to open its screen.
5. On every sub-page there is a trail at the top: Dashboard › Administration › Settings › page name. Click Settings to go back to the list of cards.

Cards on the settings screen

Statuses are colour-coded: green means everything is set up, orange means something needs your attention, grey is for information.

Something not working?

• I cannot see "Admin settings" in the menu → you do not have the Owner or Admin role in this academy. Ask the owner to change your role (chapter 7).
• When I open a settings link I end up on the Dashboard → same cause: your role has no access to settings.
• The "Calendar (Google, Apple)" card does nothing when clicked → the card is inactive.

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8.2. General settings and academy details

What it is for: a view of the basic academy details and your account in this academy. The screen has no fields for editing academy details.

Who can see it: everyone in the academy. Only the Owner and Admin see the Admin zone section.

Where to find it: side menu → Account → Settings. The General tab opens.

What you see in general settings

1. The Profile section: Display name, Email, Job title, Your role and the Edit profile button (the profile is covered in chapter 1).
2. The Preferences section: the Notifications button, which opens your notification settings (chapter 1).
3. The Academy section: Name, Academy address (the part of the address after "/app/") and Industry. These are read-only.
4. The Admin zone section (Owner and Admin only): the text "Advanced settings, branding, members, roles, integrations and payment channels live in the admin sections." and the Academy branding button, which opens the screen from section 8.3.

How to change the academy name or address

1. You set the academy name and address in the setup wizard, right after creating the academy (chapter 1).
2. Once you finish or skip the wizard, there is no field in the app for changing the name or address.
3. If you want to change them later, write to support@cohorta.pl. Give your current academy address and the new details.

How to close your academy

1. There is no button in the app for deleting an academy.
2. If you want to close your academy, first cancel your paid plan (section 8.5).
3. Then write to support@cohorta.pl from the academy owner's email address.

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8.3. Branding

What it is for: you set the logo, the browser tab icon and the colours your members see in your academy. People who know CSS can add their own styles.

Who can see it: the Owner and Admin, on every plan.

Where to find it: side menu → Administration → Admin settings → the Branding card. Shortcut: side menu → Account → Settings → the Academy branding button.

How to add a logo and site icon

1. Open Branding. The first section is Logo and icon.
2. In the Academy logo field, choose how to add it: the Upload file or Paste URL tab.
3. With Upload file, drag an image onto the field or click Drag an image or click and pick a file from your computer.
4. With Paste URL, paste a public image address starting with https:// and click Use URL. The system checks that the image loads (you see Checking…).
5. The logo saves on its own, there is no separate button. You see the message Logo saved.
6. Add the Site icon (favicon) the same way. After saving you see Icon saved.
7. To replace an image, click Change file or Edit URL under the preview.
8. To remove an image, click Delete under the preview. You see Logo removed. or Icon removed.

How to set brand colours

1. Go to the Brand colors section.
2. For each of Primary color, Secondary color and Accent, click the colour square and pick a shade, or type a colour code in the box next to it, e.g. #1C1917.
3. On the right, in the Preview box, you immediately see the Primary button (primary colour), the Label (secondary colour) and the Accent frame (accent).
4. Click Save changes at the bottom of the page. You can also press Enter in a colour code box.
5. After saving you see a confirmation, and the academy switches to the new colours straight away.

How to add custom CSS

1. Under the colours, expand the Advanced section ("Custom CSS for people who know HTML and CSS. Colours and a logo are enough for most academies."). If you have already saved some CSS, the section is open from the start.
2. Read the warning "Advanced: may affect how the interface works. Use carefully."
3. Type your styles in the Custom CSS field. Under the field you see a character counter, e.g. 120 / 20000 characters.
4. Click Save changes. The same button saves the colours and the CSS.

Form fields: Branding

What happens automatically

• Colours and custom CSS apply on every academy screen, for all members.
• The logo appears in the academy side menu.
• The site icon appears in the browser tab.
• A photo larger than 2 MB or in another format (e.g. HEIC from a phone) is shrunk and saved as JPG before upload. When that happens, a transparent background turns white. If transparency matters, upload a PNG smaller than 2 MB.
• You can upload an image whose size is far from the recommended one. The system then shows a warning, e.g. "Image 1200x400px. Recommended: 512x512px. You can upload it, but quality may drop."
• The system removes unsafe parts from your custom CSS, such as @import rules and scripts. The rest of your styles stay as they are.

Something not working?

• The "Save changes" button is grey → one of the colour codes has the wrong format. Under that field you see "#RRGGBB format required". Correct the code, e.g. to #1C1917.
• Message "Check the color format. #RRGGBB is required." → as above.
• Message "The image at this URL won't load. Check the address." → the address does not lead to an image, or the image is not public. Open the address in a new browser tab and check that you see just the image.
• Message "The URL must start with http:// or https://" → add https:// at the start of the address.
• Message "Unsupported format: ... Allowed: ..." → the file you picked is not an image. Pick a PNG, JPG or WebP file.
• Message "We couldn't process this image. Save it as JPG or PNG and upload again." → your browser could not read the photo. Save it as JPG or PNG in an image editor.
• After adding custom CSS something disappeared or looks broken → open Advanced, remove the styles you added last and click Save changes.

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8.4. Features (turning modules on and off)

What it is for: you decide which modules run in your academy. A module you turn off disappears from the menu for everyone, and its data is kept.

Who can see it: the Owner and Admin, on every plan.

Where to find it: side menu → Administration → Admin settings → the Features card.

Modules you can turn on and off

How to turn a module on or off

1. Open the Features screen. Under the title you read: "Changes apply to everyone in the academy. When turned off, the module disappears from the menu, and its data (posts, badges, certificates) is kept and comes back when turned on."
2. Find the module card in its group.
3. Click the switch on the right of the card.
4. The change saves immediately, there is no separate button. While it saves, the switch is inactive.

How to turn off a module another one depends on

1. Click the Community switch while Gamification is on.
2. You see the Disable in cascade? window, which lists the features that will be turned off too.
3. Click Disable both to turn both modules off, or Cancel to change nothing.
4. After turning it off you see a message, e.g. "Also disabled: Gamification, because they depended on Community."

What happens automatically

• When you turn on a module that needs another one, the system turns on the required module too. Example: turning on Gamification while Community is off turns on both and shows "Also enabled: Community, because Gamification depends on them."
• A module that is off disappears from the side menu for everyone in the academy.
• If someone opens the screen of a module that is off, e.g. from a bookmark, they see "Community is turned off". The Owner and Admin see the Turn it on in feature settings button, everyone else sees "This module is not turned on in this academy." and the Back to dashboard button.
• Module data (posts, badges, certificates, automation rules) is not deleted. It comes back when you turn the module on again.
• Gamification also has its own switch on the Gamification screen (chapter 7).

Something not working?

• Message "Network error" → check your internet connection and click the switch again.
• Message "Error 400" or another number → refresh the page and try again. If the error keeps coming back, write to support@cohorta.pl.
• I turned a module on but cannot see it in the menu → refresh the page. Modules in the Administration section are visible to the Owner and Admin only.

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8.5. Cohorta subscription plan

What it is for: here you see your Cohorta plan, choose a paid plan, cancel it or resume it. The plan is what you pay for using Cohorta. Do not confuse it with sales of your own products, which go through Stripe Connect (chapter 3).

Who can see it: the Owner and Admin, on every plan.

Where to find it: side menu → Administration → Admin settings → the Cohorta subscription plan card. The Manage plan, Try 7 days free → and Increase limit links across the app open the same screen.

What you see on the Cohorta subscription plan screen

1. The Current plan box with the plan name (Free, Starter, Growth, Scale or Enterprise).
2. On a paid plan, under the name you see Stripe status: with the payment state, the cycle (monthly or yearly) and the currency.
3. On a paid plan you also see a date: Next payment, or Expires if the plan has been cancelled.
4. The Monthly / Yearly switch (yearly has a -15% badge) and the PLN / EUR switch.
5. Plan cards for Starter, Growth and Scale with the price, /mo or /yr, and the commission, e.g. "5% sales commission". Growth has the Most popular badge. Current prices are always shown on these cards and on cohorta.pl/cennik.
6. The What each plan includes table comparing Free, Starter, Growth and Scale. Many rows have a question mark. Click it to read a short explanation. On a phone, instead of the table, you see a separate card for each plan.
7. The Invoice provider section (described below).

How to choose a paid plan

1. Choose the billing cycle: Monthly or Yearly.
2. Choose the currency: PLN or EUR.
3. On the card of the plan you want, click Choose Starter, Choose Growth or Choose Scale. The button shows Redirecting…
4. A secure Stripe payment page opens. Enter your card details. The plan accepts cards only. If you have a promotion code from Cohorta, enter it on that page.
5. Confirm the payment.
6. You come back to the Cohorta subscription plan screen with the message Payment received. and the note "We activate the plan within a minute of Stripe confirmation. Refresh the page in a moment."
7. After a moment, refresh the page. The Current plan box shows the new plan, and the plan card says Your plan.

How to cancel your plan

1. Open Cohorta subscription plan.
2. In the Current plan box, click Cancel plan. The system does not ask for confirmation, the cancellation is saved straight away.
3. The page refreshes. Instead of Next payment you see Expires with the end date of the paid period.
4. Until that date nothing changes. After it, the academy moves to the Free plan.

How to resume a cancelled plan

1. Open Cohorta subscription plan.
2. Click Resume plan. The button is visible while the cancelled plan is still running.
3. The page refreshes and you see Next payment again.

How to switch to another paid plan

1. If you already have a paid plan and want to move to another one, write to support@cohorta.pl. Give your academy address and the new plan.
2. Do not click another plan's button on this screen while your plan is active. That would start a second, separate subscription, and the current one would keep running.
3. The Enterprise plan has no card on this screen. You agree the terms with Cohorta through the Let’s talk button on cohorta.pl/cennik.

How to choose the invoice provider for buyers

1. At the bottom of the screen is the Invoice provider section: "Who issues invoices to buyers after payment. Pick one and configure it in the matching tab."
2. Click the None card (invoices are not issued automatically) or Fakturownia. On the Free plan the Fakturownia card is inactive and has the From the Starter plan badge. The third card, inFakt, is inactive.
3. Click Save choice. You see Invoice provider saved.
4. After choosing Fakturownia, click Configure Fakturownia. Setup is covered in chapter 3.

What happens automatically

• Every new paid plan starts with a 7-day trial. The first payment is taken from your card only after those 7 days.
• During the trial the Owner and Admin see a bar at the top of every screen, e.g. "Trial on the Starter plan: 5 days left." with the Manage plan link. If you cancel during the trial, the bar adds "(plan cancelled, it will not renew)".
• On the Free plan the Owner and Admin see the bar "Your plan: Free." with the Try 7 days free → link.
• The plan renews itself at the end of each period, from the same card.
• If a renewal payment fails, the academy goes back to the Free plan.
• When a cancelled plan ends, the academy goes back to the Free plan. What that means for limits is explained in section 8.6.
• Invoices for your plan are on the Platform invoices card (chapter 3).

Something not working?

• I paid, but I still see the Free plan → confirmation from Stripe arrives within about a minute. Refresh the page. If the plan has not changed after a few minutes, write to support@cohorta.pl.
• Message "Checkout error" → the payment page could not be opened. Try again in a moment or write to support@cohorta.pl.
• Message "Network error" → check your internet connection and click the button again.
• Message "Operation error" → cancelling or resuming did not work. Refresh the page and try again.
• I gave up on the payment page and landed on the pricing page → that is normal. No plan was created. Go back to your academy and choose the plan again.
• I cannot see the "Cancel plan" button → the button appears only for a paid plan bought on this screen. A plan set up individually by Cohorta is changed through support@cohorta.pl.
• Message "Fakturownia is available from the Starter plan. Change your plan to issue invoices automatically." → choose a paid plan or leave the provider set to None.

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8.6. Plans and limits

What it is for: this section explains what depends on your academy's plan, where you can see how much of a limit you have used, and what happens when you reach it.

Who can see it: limits apply to the whole academy. Usage counters are visible to the Owner and Admin.

Where to find it: plan comparison: side menu → Administration → Admin settings → Cohorta subscription plan. Counters: the Members and Email marketing screens in the Administration section.

Limits Cohorta enforces automatically

Cohorta's sales commission also depends on the plan. The current rate is shown on the plan card on the Cohorta subscription plan screen.

What counts towards a limit

1. Learners: people with the Member role in the academy, plus learner invitations that have not expired and have not been accepted yet. Owner, Admin, Manager, Trainer and Moderator do not count.
2. Products: all academy products that have not been deleted, drafts included.
3. Campaign emails: every email sent from the Email marketing module in the current calendar month. The counter resets on the first day of the month.
4. AI generations: every use of the outline generator and of the Write with AI button (section 8.10).

Where you can see limit usage

1. The Members screen: on the Free and Starter plans you see a Learners bar with the plan, e.g. "· Free plan", and the places used, e.g. 42 / 50. The brackets show how many of them are invitations.
2. From 80% usage the bar turns orange and you see a note, e.g. "8 spots left. Consider a higher plan." and the Increase limit link.
3. When the limit is reached the bar turns red and the note reads "You have reached the learner limit. To add more people, upgrade to a higher plan."
4. The Email marketing screen: the Emails this month bar with, e.g., "· Free plan" and a counter, e.g. 320 / 500. From 80% you see "You are close to your email limit.", and once used up "You have used up this month’s email allowance." Next to it is the Raise the limit link.

What happens when you reach a limit

1. What you already have stays. The system does not remove learners, products or campaigns.
2. The system blocks only new additions above the limit: inviting another learner, creating another product, sending a campaign.
3. A campaign that would go over the email limit is not sent at all. Send it to a smaller group or move to a higher plan.
4. Purchases are never blocked. Anyone who buys your product always gets access, even above the learner limit.
5. After moving to a lower plan (e.g. when a plan ends), the lower plan's limits apply. New additions are blocked until you are under the limit or choose a higher plan.

Something not working?

• Message "Limit kursantów planu Free (50) został osiągnięty. Przejdź na wyższy plan, aby dodać więcej osób." (the Free plan learner limit (50) has been reached, upgrade to add more people; this message is shown in Polish) → choose a higher plan (section 8.5) or delete old invitations that take up places.
• Message "Limit produktów planu Free (1) został osiągnięty. Przejdź na wyższy plan, aby dodać kolejny produkt." (the Free plan product limit (1) has been reached, upgrade to add another product; shown in Polish) → the Free plan allows one product. Delete an unneeded draft or choose Starter or higher.
• Message starting with "Limit maili planu" (plan email limit; shown in Polish) → this campaign would go over the monthly limit. The message says how many emails have already been sent and how many recipients the campaign has. Send it to a smaller segment, wait for the new month or change your plan.
• A learner reports the message "This academy has reached its learner limit. Contact the trainer." → the invited person cannot join because the academy is at its limit. Free up a place or change your plan, then ask them to click the link again.
• Message "Memberships (paid newsletters and recurring access) require the Growth plan or higher. Pick another product type or upgrade." → the membership product type is available from the Growth plan (chapter 2).

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8.7. Numbers on the Dashboard

What it is for: a quick overview of the academy right after you log in: sales, members, completions, certificates and what is waiting for you.

Who can see it: the Owner, Admin, Manager and Trainer, on every plan. Only the Owner and Admin see the Sales tile. Managers and Trainers see the To grade tile in its place.

Where to find it: side menu → Dashboard, at the top of the screen under the greeting "Hi, Name".

Number tiles

The Needs attention list

1. Under the tiles you see the Needs attention box.
2. It lists only items with a number above zero: Work to grade, Community reports (if you can moderate) and Unread notifications.
3. Click an item to go to the right screen.
4. When nothing is waiting you see "Nothing is waiting for you right now."

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8.8. Product stats and Google Analytics

What it is for: you check how a single product has sold over the last 30 days and connect your own Google analytics tools to its sales page.

Who can see it: the Owner and Admin, on every plan. The Administration section of the menu is visible to them only.

Where to find it: side menu → Administration → Products → click a product → the Stats tab. Google settings: the same product page → the Details tab → the Analytics (GA4 / GTM) section.

How to open product stats

1. Open Products and click the product name.
2. Click the Stats tab.
3. You see the heading Product stats and the note Last 30 days.

What the stats show

If there were no sales in the period, instead of the chart you see "No sales in this period. Publish the sales page, add the product to a newsletter, or run a campaign."

How to connect Google Analytics 4 or Google Tag Manager

1. On the product page, open the Details tab and scroll to the Analytics (GA4 / GTM) section.
2. In the Google Analytics 4 (Measurement ID) field, enter the data stream ID from Google Analytics.
3. If you use Tag Manager, enter the container ID in the Google Tag Manager (Container ID) field.
4. Click Save analytics. You see Analytics settings saved.
5. To disconnect a tool, clear the field and click Save analytics.

Form fields: Analytics (GA4 / GTM)

What happens automatically

• Google tags load on the product's public sales page only once the visitor accepts cookies.
• The figures in the Stats tab are calculated automatically. You do not need to turn anything on.

Something not working?

• Message "Format: G-XXXXXXXX" → a GA4 ID must start with G-. Copy it from Google Analytics again.
• Message "Format: GTM-XXXXXXX" → a container ID must start with GTM-.
• Conversion shows "no sales page" → the product does not have a sales page yet. Create one (chapter 2).
• Someone who bought is missing from "Top buyers" → the list shows only purchases from the last 30 days and people with an available email address.

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8.9. Exporting data

What it is for: you download academy data to a file, e.g. for a spreadsheet.

Who can see it: the Owner and Admin, on every plan.

Where to find it: side menu → Administration → Members → the Export CSV button.

What you can export

1. The list of academy members as a CSV file, with your current filters applied. Chapter 7 walks you through it.
2. Dashboard figures and product stats cannot be downloaded to a file. You can copy them or use Google Analytics (section 8.8).
3. Invoices are downloaded from the VAT invoices and Platform invoices screens (chapter 3).

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8.10. AI features

What it is for: AI prepares a draft for you: a course outline with modules and lessons, or a first version of a lesson's content. Nothing goes into the course until you click.

Who can see it: the Owner, Admin, Manager and Trainer, that is people who can create a program and edit lessons. Generation works from the Starter plan. On the Free plan the buttons are visible, but generating ends with a message about the plan.

Where to find it: side menu → Administration → Products → click a course → the Programs tab. Lesson content: in the same tab, open a Text lesson for editing (chapter 4).

Where AI is and how to recognise it

Every AI feature has "AI" in its name and a sparkle icon. Cohorta has no other AI features.

How to generate a course outline

1. Open the product and the Programs tab.
2. Click Generate with AI. The Course outline generator box opens.
3. Enter the Course topic. Without a topic the generate button is inactive.
4. Optionally fill in Target audience (optional) and Course goal (optional).
5. Choose the Number of modules (3 to 8, 5 by default).
6. Click Generate outline. The button shows Generating… Wait a few seconds.
7. You see the Proposed outline with the list of modules and lessons. Each lesson shows its type.
8. If you are happy with it, click Create course. You see the message Course created with AI.
9. If not, click Regenerate, adjust the form and generate again.
10. To close the generator without changes, click the cross in the top right corner of the box.

Form fields: Course outline generator

How to write lesson content with AI

1. Open a Text lesson for editing. AI writes based on the lesson title, so give the lesson a specific title first.
2. Above the Lesson content field, click Write with AI. The button shows Writing…
3. After a moment the content appears in the editor and you see the message Content generated, review and save.
4. Note: the generated content replaces whatever was in the editor. If the lesson already had content, copy it first.
5. Read and edit the text.
6. Save the lesson with the usual save button (chapter 4). Learners do not see the changes until you save.

AI limits

In addition, the whole academy can generate at most 20 times per hour.

What happens automatically

• Create course creates a new program named after the course topic, with the modules and lessons from the outline. Lessons have a title and a type (text, video, quiz or assignment), but they are empty. You add the content yourself or with Write with AI.
• The AI is instructed to prepare the number of modules you chose, with 2-5 lessons each, and to end larger modules with a quiz or assignment. The number of lessons can therefore vary between modules.
• The generator writes in Polish, even if your interface is in English.
• Every generation, including an outline you do not use, takes one place from the monthly limit. If a generation fails for technical reasons, the place goes back to the pool.
• The monthly limit resets on the first day of the next month.
• Content generated by AI carries no mark in the lesson. Learners see it as ordinary lesson content.

Something not working?

• Message "AI generation is available from the Starter plan. Upgrade your plan to use it." → the academy is on the Free plan. Choose a paid plan (section 8.5).
• Message "The monthly AI generation limit (30) has been reached. It resets on the first day of next month." → you have used your plan's limit. Wait for the new month or move to a higher plan.
• Message "Limit generacji AI osiągnięty. Spróbuj ponownie za chwilę." (AI generation limit reached, try again shortly; shown in Polish) → the academy has already generated 20 times this hour. Try again later.
• Message "Generowanie AI jest chwilowo niedostępne. Spróbuj później albo napisz do nas." (AI generation is temporarily unavailable, try later or write to us; shown in Polish) → a problem on Cohorta's side. Try later or write to support@cohorta.pl.
• Message "The AI returned an invalid outline. Please try again." → click Generate outline again. This attempt counts towards the limit.
• Message "The AI returned no content. Please try again." → click Write with AI again.
• Message "Could not generate the content. Please try again." → a temporary error. Try again in a moment.
• Message "Invalid data" → the course topic is too short (under 3 characters) or one of the fields is too long. Shorten the text.
• I cannot see the "Write with AI" button → the button appears only in Text lessons.