Overview

Access Groups allow administrators to organise users into logical sets that control which content learners can see. By assigning content to specific Access Groups, you can tailor learning to particular teams, roles, locations, or any grouping relevant to your organisation.

This article explains what Access Groups are, how they work, and how to assign users and content to them.

1. What Access Groups Do

Access Groups act as filters that determine which learners can view specific pieces of content.

They are most commonly used to:

• Make certain pathways or missions visible only to selected users

• Deliver different training sets to different roles or teams

• Separate regional or departmental content

• Control visibility without affecting user roles or permissions

A user’s training experience is personalised based on the Access Groups they belong to.

2. Creating Access Groups

To create an Access Group:

1. Go to Access Groups in the admin area

2. Select Add New

3. Give the group a clear name (e.g. “Retail Team”, “Supervisors”, “UK Region”)

4. Save the group

After saving, you can assign users and content to the group.

3. Adding Users to Access Groups

Users can be added to one or multiple Access Groups.

To assign a user:

1. Go to Users

2. Select the user you want to edit

3. Locate the Access Groups section

4. Tick the groups the user should belong to

5. Save

A user’s Access Group membership directly affects which content they can see.

4. Assigning Content to Access Groups

Access Groups control visibility for the following content types:

• Pathways

• Levels

• Missions

• Stages

• Resources

To assign content:

1. Open the item in the admin area

2. Locate the Access Groups section

3. Select the groups that can view this content

4. Publish or update the item

If no Access Groups are selected, content may be visible platform-wide (depending on your configuration).

5. How Access Group Visibility Works for Learners

A learner will only see content if:

• Their user account belongs to an Access Group linked to that content or

• The content is available to all users

If multiple Access Groups apply, visibility rules combine, meaning:

• A learner in Group A and Group B will see all content assigned to either group

• A learner not in any relevant group will not see restricted content

This provides flexible, targeted delivery without complex permission management.

6. Best Practices for Access Groups

• Use naming conventions (e.g. “Team – Sales”, “Role – Manager”)

• Keep groups simple and avoid creating unnecessary duplicates

• Group users based on training needs, not job titles alone

• Periodically review group membership to keep assignments accurate

• Ensure content creators understand which groups should receive which content

7. Summary

Access Groups are a powerful way to tailor Learn content to specific audiences. They:

• Control who sees what

• Enable targeted training delivery

• Keep content relevant for different teams or roles

• Provide flexibility without needing complex permissions

By combining Access Groups with well-organised content, you can deliver a personalised and efficient learning experience.