Overview

Scheduling Content allows you to control when Items become visible to learners and when they should be automatically hidden. Using go-live and expiry dates, you can prepare content in advance, coordinate launches with training programmes, and ensure outdated materials are removed on schedule.

This feature is essential for managing time-sensitive content, seasonal training, and coordinated learning campaigns across your organisation.

Functionality Breakdown

Go-Live Dates

A go-live date determines when an Item becomes visible to learners:

• Before the go-live date: Item is hidden from learners (visible only to content admins)

• On the go-live date: Item automatically becomes visible

• Notification option: Receive an email when the Item goes live

Use cases:

• Preparing content for a future training launch

• Coordinating content releases with company announcements

• Scheduling seasonal or event-based training

• Building content libraries ahead of time

Expiry Dates

An expiry date determines when an Item is automatically hidden:

• Before the expiry date: Item remains visible and accessible

• On the expiry date: Item is automatically hidden from learners

• Notification option: Receive an email 7 days before expiry

Use cases:

• Time-limited offers or campaigns

• Content with a known shelf life (policies, regulations)

• Seasonal training that shouldn't be available year-round

• Trial or temporary content

How Scheduling Affects Visibility

⚠️ Warning: Scheduling works alongside visibility settings. An Item set to "Hidden" will remain hidden regardless of scheduling dates.

Pre-requisites

Role Requirements

To set go-live or expiry dates on an Item:

• Owner

• Admin

• Learning Designer

• Curator

Quick Start Guide

Setting a Go-Live Date

1. Navigate to the Item you want to schedule

2. Click the three-dot menu and select Edit

3. Go to the Visibility & Permissions step

4. Tick Add a go-live date?

5. Select the date when the Item should become visible

6. Optionally tick Notify me when this goes live to receive an email confirmation

7. Save your changes

The Item will remain hidden until the specified date, then automatically become visible.

Setting an Expiry Date

1. Navigate to the Item you want to schedule

2. Click the three-dot menu and select Edit

3. Go to the Visibility & Permissions step

4. Tick Add an expiry date?

5. Select the date when the Item should be hidden

6. Optionally tick Notify me before this expires to receive an email reminder 7 days before

7. Save your changes

The Item will automatically be hidden on the expiry date.

Scheduling Both Dates

You can combine go-live and expiry dates to create a defined availability window:

1. Set the go-live date for when content should appear

2. Set the expiry date for when content should be hidden

3. The Item will only be visible between these two dates

💡 Tip: This is perfect for training campaigns, seasonal content, or time-limited compliance requirements.

Checking Scheduled Content

To see which Items have scheduling configured:

1. Navigate to Content in the sidebar

2. Select Items

3. Use filters to find Items by status:

   • Not Yet Live: Items with future go-live dates

   • Expired: Items past their expiry date

Notifications

Go-Live Notifications

When enabled, you receive an email on the morning the Item goes live, confirming it's now visible to learners.

Expiry Notifications

When enabled, you receive an email 7 days before the expiry date, giving you time to:

• Extend the expiry date if needed

• Update the content before it expires

• Archive the Item if it's no longer needed

• Prepare replacement content

FAQs

Q: Can I change the dates after setting them?
Yes, you can edit go-live and expiry dates at any time. Changes take effect immediately.

Q: What happens to learner progress when an Item expires?
Completion records are preserved. Learners who completed the Item before expiry retain their progress and certificates.

Q: Can learners still access an expired Item if they've started it?
No, once an Item expires it becomes hidden from all learners, even those who started but didn't complete it.

Q: Does scheduling affect Items in Learnlists or Channels?
Yes, if an Item is not yet live or has expired, it won't appear in any Learnlist or Channel, even if the Learnlist/Channel is visible.

Q: Can I set a go-live date in the past?
Yes, but the Item will become visible immediately since the date has already passed.

Q: What time do Items go live or expire?
Items go live and expire at midnight (00:00) on the specified date, based on your platform's timezone setting.

Q: Can I schedule multiple Items at once?
Currently, scheduling must be set on each Item individually. For bulk operations, consider using the API.

Troubleshooting