Frequently Asked Questions

1. Boards

Yes, there is no limit to how many boards can be created.
Yes, whiteboards are a part of the default Cogency video interface where all meeting participants can collaborate in real-time with each other.
Yes, absolutely.
Yes, columns can be set public or private, as desired.
No, all whiteboards are fully collaborative in real-time.
Yes, templates are available in the toolbar of every whiteboard.
Each whiteboard has an audio toggle that can be enbled to start a voice-only call where all the team members can join in.
There is no limit to how many cards can be added to a board.

2. General

The Health Insurance Portability and Accountability Act, or HIPAA, which encompasses the Privacy Rule, Security Rule, Breach Notification Rule, and the Health Information Technology for Economic and Clinical Health Act, necessitates that Covered Entities and Business Associates implement specific safeguards to protect identifiable health information. Additionally, it bestows certain rights upon individuals.


Cogency does not classify as a HIPAA-compliant scheduling solution. While healthcare organizations can indeed utilize this tool, it must not be employed in conjunction with any electronic protected health information (ePHI). Cogency does not, for its own operational objectives, gather, utilize, store, or maintain health information that falls under the jurisdiction of HIPAA. Nonetheless, to assist its customers in adhering to HIPAA's guidelines, Cogency offers certain features, which are elaborated upon below, that are tailored to support the use of its platform in a HIPAA-compliant manner.  


HIPAA requires Covered Entities to sign a Business Associate Agreement (BAA) with its Business Associates. You can request our BAA template by sending an email to legal@cogency.io.


Security and Data Storage

Data sent to and stored by the scheduling tool is protected by 256-bit encryption and Cogency is hosted on Cogent Communications Services, which is a HIPAA-compliant hosting solution.

  1. You can use a custom domain. In other words, instead of going to a subdomain.cogency.io you will be able to use your own domain like johndoe.com. ( you can read more on this here how-to-setup-a-custom-domain )
  2. All the emails that are going out such as meeting invites, notifications, etc... can be use a custom reply-to address like support@johndoe.com
  3. The copyright text will include your company name instead of Cogency
  4. The login page to your portal can also be fully customized, including a custom background that you can upload.

Also, check out the default features that should have a few more screenshots available.

3. Meetings & Scheduling

Never Expires meetings can be joined by all participants at any time without any time restrictions.

To clarify the difference, meetings that are set for a specific date/time cannot be joined by external users before the start of the meeting.

Additionally, once the meeting duration has passed, external users cannot join back in either.

No, external users are NOT a part of your team and thus do not have access to these features.

In fact, you can setup an external user to have video only, meaning that while on a video call they will not see the chat, nor the notes/ sketches/ boards that other meeting participants have access to.

Yes, as long as they are set as a host of the meeting.

Any meeting can have *unlimited external participants. However, users who can create/ update meetings are limited to the number of users on your plan

Yes, meetings and scheduling pages are unlimited.

Yes, currently you can seemlessly integrate with Zoom, Google Meet, or Teams.

Please follow our detailed step-by-step guide to creating scheduling pages.

/blog/how-to-setup-a-scheduling-page

Whether the external users need to enter a password depends on the locked setting, and that is up to the meeting creator's discretion.

No, you can setup and fully customize as many scheduling pages as you desire.
An external participant is a person who is not a part of your internal team. For instance, anyone who schedules a meeting with you through your scheduling page would be considered an external participant.
There is no difference in terms of permissions. However,
  • A client designation is generally used for someone who is not a part of your team but needs to use your portal for some time. For instance, a client company of yours asks you to allow their designer to use the sketch for a week, then you can set them up an that.
  • A contractor is someone who is actually working for you, but is not permanently employed by you.

4. Pages

Yes, absolutely. That is what the questionnaire was designed to be added to. Follow this detailed guide to get you started.

Note: You must be on a paid plan in order to link a questionnaire to a page

Yes, absolutely. Initially the pages are set as private, but can be easily made public by changing the privacy setting.
You must be on a paid plan to have access to the premium templates.
No, you can create as many pages as you desire.

5. Plans & Payment

The Per Module is like the word says "per module". For instance, if you were interested in just the meeting scheduler, you could get just the scheduler module ( meetings + scheduling ) for $3.99/month. You would not have access to boards, sketches, questionnaires, and pages.

The Pro Plan includes ALL the modules, but costs $10.99/month.

This plan allows you to subscribe to only those modules that are needed instead of all the modules. This way, in certain situations, this might be much more effordable.

6. Questionnaires

Yes, complex logic based on user responses can be added to the questionnaire to control inner-page routing, individual questions, etc...

At this time, a questionnaire can only be added to Pages, and the page then can be made public. Here is the step-by-step guide on how to do just that. /blog/how-to-add-a-questionnaire-to-pages

Note: In the coming weeks we will be adding the questionnaire to the scheduling pages as well!

In the sidebar in your portal you will see a link labeled Results that will take you to the submissions page.
Data integrity is achieved through versioning. Every questionnaire consist of revisions, where only one revision can be active at any given time. Once a revision is published, it is locked to changes, forever. If you need to add/ modify the questionnaire you can clone the revision, make the desired changes, and then publish the new revision. At that point the new revision will become active, and all future user submissions will be based upon that revision.

7. Users

No, contract and client user roles are considered internal users, as part of your team.
Yes, users can be added back in with the same email at any time.

Yes, all roles, except for contract and client, can see/update all boards, sketches, pages, and questionnaires. Those were designed as collaborative tools for the entire team collaboration in mind, not per user.

In contrast, Meetings are the only module that is per user.

External users are essentially external meeting participants who are not a part of your team. In a video meeting, the external users would join the meeting through the external meeting link whereas internal users can use the portalto join.
Internal users can create and host meetings, update scheduling pages, add integrations, or perform any CRUD operation. They are basically your employees, students, team members, etc...