Overview

Item Visibility Settings control who can see and access your content. By configuring visibility correctly, you can make Items available to everyone, restrict them to specific assignments, or keep them hidden while you're still developing content.

Understanding visibility is essential for managing your content library effectively—ensuring the right people see the right content at the right time.

Functionality Breakdown

Visibility Options

Learn Amp offers three visibility settings for Items:

Entire Company

The Item is visible to all users in your organisation:

• Appears in the content library for all learners

• Searchable by anyone

• Can be browsed and accessed freely

• Ideal for general resources, policies, and open learning content

Selected (Assignment Only)

The Item is visible only to users who have been specifically assigned:

• Does not appear in the general content library

• Only visible when assigned via a Task, Learnlist, or Channel

• Perfect for targeted training, role-specific content, or staged rollouts

• Learners cannot stumble upon it accidentally

Hidden

The Item is not visible to any learners:

• Content admins can still view and edit

• Use while developing or reviewing content

• Useful for archiving without deleting

• Can be made visible when ready

Visibility Summary

Pre-requisites

Role Requirements

To change an Item's visibility:

• Owner

• Admin

• Learning Designer

• Curator

Quick Start Guide

Setting Visibility on a New Item

1. During Item creation, proceed to the Visibility & Permissions step

2. Under Visibility, select your preferred option:

   • Entire Company – Everyone can see it

   • Selected – Only assigned learners can see it

   • Hidden – No learners can see it

3. Complete the remaining steps and save

Changing Visibility on an Existing Item

1. Navigate to the Item you want to modify

2. Click the three-dot menu and select Edit

3. Go to the Visibility & Permissions step

4. Change the visibility setting

5. Save your changes

⚠️ Warning: Changing from "Entire Company" to "Selected" or "Hidden" will immediately remove the Item from learners' libraries. Any in-progress activities remain saved, but learners won't be able to find the Item through browsing.

Using Hidden for Draft Content

1. Create your Item as normal

2. Set visibility to Hidden

3. Complete all content and configuration

4. Review with colleagues (they can access via direct link with admin permissions)

5. When ready, change visibility to Entire Company or Selected

💡 Tip: Combine Hidden visibility with go-live dates—set the Item to Entire Company with a future go-live date to prepare content in advance.

Visibility and Assignments

Understanding how visibility interacts with assignments is important:

Tasks

When you create a Task assigning an Item:

• Entire Company Items: Learner sees the Item in their library AND receives the Task

• Selected Items: Learner sees the Item ONLY because of the Task assignment

• Hidden Items: Task cannot be created—Item must be visible first

Learnlists and Channels

When an Item is added to a Learnlist or Channel:

• Entire Company Items: Visible both in the Learnlist/Channel AND independently in the library

• Selected Items: Only visible within the Learnlist/Channel context

• Hidden Items: Cannot be added—Item must be visible first

Best Practices

When to Use Each Setting

Entire Company:

• Company-wide policies and procedures

• General professional development resources

• Open learning library content

• Content you want learners to discover independently

Selected:

• Role-specific training (e.g., manager training only)

• Staged rollouts (make available to pilot group first)

• Compliance training for specific teams

• Premium or licensed content with restricted access

Hidden:

• Work-in-progress content

• Seasonal content outside its active period

• Content under review before publication

• Retired content you may want to restore later

FAQs

Q: Can learners with a direct link access Hidden Items?
No, Hidden Items are completely inaccessible to learners, even with a direct link.

Q: What happens to completion data when I hide an Item?
All completion data is preserved. Hiding an Item doesn't affect historical records.

Q: Can I bulk-change visibility for multiple Items?
Yes, use the bulk actions feature on the Manage Items page to change visibility for multiple Items at once.

Q: Does visibility affect reporting?
No, all Items appear in reports regardless of visibility. You can filter reports by visibility status if needed.

Q: If I set an Item to Selected, do existing Tasks still work?
Yes, learners who were already assigned the Item via Tasks, Learnlists, or Channels can still access it.

Q: Can different user groups have different visibility for the same Item?
Not directly. Use "Selected" visibility and control access through Task assignments, Learnlists, or Channels targeted at specific groups.

Troubleshooting