This article explains how Access Groups (administrator-defined sets of users that control which content learners can see in the Learn App) work in Evotix Learn (the Evotix training and learning platform). Access Groups are a content visibility tool — they determine which learners can see specific content items such as Resources, Pathways, and Missions. Access Groups are not the recommended method for assigning required training. For required training, compliance training, and any training with due dates or recurrence, the preferred and correct method is to assign training through the Assure People module via Training Needs Analysis. This workflow is scoped entirely within Evotix Learn.
In this video, we shall cover Access Groups and how it permissions access to content for end users.
Prerequisites
- Administrator or Content Administrator access to the Learn Admin Area
- An understanding of which content should be visible to which groups of learners
What Are Access Groups?
Access Groups allow administrators to organise users into logical sets that control which content learners can see in the Learn App. By assigning content to specific Access Groups, administrators can tailor the learner experience to particular teams, roles, locations, or any other grouping relevant to the organisation.
Access Groups are a visibility control tool, not a training assignment tool. They are well suited for:
- Making Resources (non-scored reference materials such as toolbox talks, policies, or wellbeing content) visible to specific teams or regions
- Controlling which Pathways or Missions appear to specific audiences for self-directed learning
- Separating content by department, location, or role without affecting user permissions
Important: How Training Should Be Assigned
Access Groups are not the recommended method for assigning required training.
If training is mandatory, has a due date, or needs to recur (for example, annual compliance training), the correct and preferred method is to assign training through the Assure People module using Training Needs Analysis (TNA). This ensures that:
- Due dates and recurrence patterns are enforced
- Completion is tracked and reported in Assure
- Training compliance is managed centrally
For full guidance on assigning required training through Assure, refer to the Training Management: Managing and assigning courses from the Evotix Learn platform in Assure article.
A Note on Pathways
Learners and administrators may notice Pathways within the Learn platform. Pathways are a structured curriculum feature that pre-dates the current Assure integration workflow. Evotix does not actively train on Pathways as a training delivery method. If you are setting up or managing training delivery, use the Assure People module to assign Missions rather than building Pathways in Learn.
When to Use Access Groups
Access Groups are most useful in the following scenarios:
| Use Case | Recommended Tool |
|---|---|
| Required training with due dates or recurrence | Assure People module (TNA) |
| Mandatory compliance training | Assure People module (TNA) |
| Controlling which Resources a team can see | Access Groups |
| Restricting optional self-directed Pathways to specific audiences | Access Groups |
| Showing different content to different regions or departments | Access Groups |
Steps
Step 1: Create an Access Group
- In the Learn Admin Area, navigate to Access Groups.
- Select Add New.
- Enter a clear, descriptive name for the group — for example, "Retail Team", "Supervisors", or "UK Region".
- Click Save.
After saving, the group becomes available for assigning users and content.
Step 2: Add Users to an Access Group
Users can belong to one or multiple Access Groups. A user's Access Group membership directly determines which content items they can see in the Learn App.
- Navigate to Users in the Learn Admin Area.
- Select the user to edit.
- Locate the Access Groups section on the user's profile page.
- Tick the checkbox next to each group the user should belong to.
- Click Save.
Note: A learner who belongs to more than one group will see all content assigned to any of those groups.
Step 3: Assign Content to an Access Group
Access Groups can be used to control visibility of the following content types:
- Pathways
- Levels
- Missions
- Stages
- Resources
To assign content to an Access Group:
- Open the content item in the Learn Admin Area.
- Locate the Access Groups section within the item's settings.
- Select the group or groups that should be able to see the content.
- Click Publish or Update to apply the changes.
Note: If no Access Groups are selected for a content item, the content may be visible to all users across the platform, depending on your configuration.
How Visibility Works for Learners
A learner will only see a content item in the Learn App if one of the following is true:
- Their user account belongs to an Access Group assigned to that content item, or
- The content item has no Access Group restrictions and is available to all users
If a learner belongs to multiple Access Groups, the learner sees all content assigned to any of their groups. A learner not in any relevant group will not see restricted content.
Best Practices
- Use Access Groups for visibility control, not training assignment. Required training should always be managed through the Assure People module.
- Use clear naming conventions — for example: "Team - Warehouse", "Region - Scotland", "Role - Supervisor". Consistent naming makes groups easier to manage as the platform grows.
- Keep groups simple. Avoid creating duplicate groups that serve the same purpose.
- Review group membership regularly to ensure assignments remain accurate as teams and roles change.
- Apply Access Groups to Resources to ensure learners only see reference materials relevant to their role or location.
Notes and Warnings
- Note: Access Groups control content visibility only. They do not assign training, enforce due dates, or track compliance. For all of these, use the Assure People module.
- Note: Removing a user from an Access Group takes effect immediately. The user will no longer see content assigned exclusively to that group upon their next login.
- Note: Access Groups do not affect user roles or permissions within the Learn Admin Area. Role management is handled separately via User Management.
AI Metadata
- Product Area: Evotix Learn, Content Management, Access Control
- User Role: Learn Administrator, Content Administrator
- Tags: Learn, Access Groups, content visibility, user groups, Resources visibility, targeted content, Learn Admin Area, content assignment, learner experience, training assignment, Assure TNA
- Version/Region: All supported versions of Evotix Learn; applicable across all regions
- Important Synonyms: Access Groups = user groups = content visibility groups; Learn Admin Area = admin back-end; Learner interface = front end = Learn App; Content visibility = content access control; TNA = Training Needs Analysis
- Suggested Embedding Keywords: Access Groups Learn, control content visibility Learn, assign content to group Learn, user groups Learn, Resources visibility Learn, restrict content Learn, Access Group use cases, training assignment Assure not Access Groups, when to use Access Groups Learn, create Access Group Learn
- Relevant Modules: Evotix Learn (Content Management, User Management); Assure People module (for required training assignment)
- Cross-Module Implications: Access Groups are a Learn-only visibility control feature. Required training assignment, compliance tracking, and due date management must be handled through the Assure People module via Training Needs Analysis. Administrators should not use Access Groups as a substitute for Assure-managed training workflows.