Access Control determines which administrators and content creators can find, open, edit, and collaborate on content in Learningbank. It applies to Modules, Learning Paths, and Journeys and helps ensure that only users with the appropriate administrative permissions can access and manage content.
Access Control is not learner assignment
Access Control manages administrative and content creator access. It does not determine which learners are assigned learning content or can access learning through their learning experience.
The “Make this available to all users with administrative permission” toggle applies only to users who have administrative permission for the relevant feature. It does not make the content available to all learners or automatically assign it to members of a Circle.
Learner access is managed separately through content assignment, Circle membership, and Journey availability.
How to Manage Access
If your permission type uses Creator manages access, follow these steps to manage collaboration on a Module, Learning Path, or Journey:
Go to the module, learning path or journey where changes should be made
Click the three dots
Click Manage Access
Once clicked, you will see an overview where you can make corrections based on your needs.
If you need all users with access to the feature to have access to the content, you can do so by making sure that the swipe button is toggled on.
If you need to decide on a specific access group, then you should disable the swipe button and manually add the users who should have access.
Good to know💭 All owners (admins with the default owner permission type and top department) will always have access to the content regardless of the access settings. The content they create is automatically set with the “Make this available to all users with administrative permission” option enabled.
How does it look for content creators?
For content creators who have been granted access, the content will appear as usual in their module, learning path, or journey overview. For those without access, the content will not appear in their overview.
Access Control Options in Permission Settings
Access Control works together with permission types to determine who can access content and manage collaboration.
There are three options to choose from:
| Who can access content? | Is Manage Access available? |
Creator manages access | Access can be managed for individual content items. Users can add or remove collaborators from their department and sub-departments. | Yes. Users can manage access to content they have access to, but only the content owner can change the “Make this available to all users with administrative permission” toggle. |
All admins have access | Content created under this mode is automatically available to users with administrative permission for the feature. | No. Users cannot open or manage the access settings. |
Creator & Platform Owner only | Only the content creator and top platform owners can access the content. | No. Manage Access is not available. |
Good to know💭 When creating a new permission, the second option is selected by default.
Why is Manage Access missing?
If you cannot see Manage Access, first check the Access Control mode configured for your active permission type.
The option is not available when the permission type uses All admins have access or Creator & Platform Owner only. This is expected behavior and does not necessarily indicate a permission error.
Please note: Do not change department scope, remove roles, or grant broad Additional Access Roles simply to make Manage Access appear. Check the active permission type's Access Control mode first.
When creating a new permission type, All admins have access is selected by default.
We suggest that you also skim through our article about Permission types. This gives you more knowledge on the topic.
Troubleshooting learner access errors (401/403)
If a learner receives a 401 or 403 error when trying to access learning content, check the following before changing Access Control settings:
Content assignment: Verify that the learner has been assigned the relevant content.
Circle membership: If the content is assigned through a Circle, confirm that the learner belongs to the correct Circle.
Journey availability: If the content is part of a Journey, check whether it is available to the learner at their current stage.
Feature entitlement: Confirm that the relevant feature is enabled and available for the organization.
Administrator collaboration access: If the issue involves an administrator or content creator opening or editing content, check their permission type and Manage Access settings.
Please note: Access Control is not the same as learner assignment. Do not broaden administrative permissions as a first step when troubleshooting learner access errors.
FAQ about Access Control
We know that Access Control can be more difficult to become familiar with; therefore, we have set up the most frequently asked questions below to give you a quick and easy overview.
Q: What is the default permission after release?
A: All Super admins have the permission: Creator manages access, and all users have the permission: All admins have access.
Q: What about Super admins?
A: Regardless of the permission, the Super admin will always have access to all content, even if it is set to private.
Q: What about owners?
A: Regardless of the permission, the owner will always have access to their own created content.
Q: What happens when a permission gets changed?
A: Access settings on already existing content will not be affected. Only access on newly created content will adapt based on the new permission.
Q: Who does the feature apply to?
A: Access Control is only applicable to admins and users with permission to create, edit, or delete content and will not affect users who get learning content assigned directly or access it via public learning.
Q: What about Journeys and Learning paths?
A: If you manage access for a Journey, those included can see but cannot access the Modules and Learning paths inside that Journey. Same with Learning paths. If you grant access to a learning path, these collaborators can see but cannot access the modules inside that learning path.
When private content is already part of another content, it will be visible inside that content to everyone and removable by anyone. However, they will not have access to the content of that element.
Q: I have a colleague who cannot access the same module, learning path, or journey as me. Why?
A: It could be your access settings, so it is advised that you ensure that they have been granted access in Manage Access.
Q: How do I find out who created a module, learning path or journey?
A: Open Manage Access and look for the person with the "owner" label. If no one is listed as owner, then the person who made it are no longer on the platform.
Good to know💭 All users with access to analytics will be able to view learning progress for the content, even if access is restricted to a smaller group.