Understanding Visibility Settings

Overview

Visibility settings determine who can see and access your content in Learn Amp. Each content type—Channels, Learnlists, and Items—uses visibility to control access, though Channels have some unique behaviours.

This guide explains the different visibility options and how to configure them for your content.

Functionality Breakdown

Visibility Options

Hidden

Content set to Hidden is only visible to Admins and Curators. Learners cannot see it in search results, and if they try to access it directly, they'll see an "Access denied" message.

Use Hidden when:

• Content is still being developed or reviewed

• You want to preview before publishing

• Content is no longer relevant but hasn't been archived

Only Visible When Assigned (Items and Learnlists only)

Content with this setting remains hidden until it's assigned to a user via a Task or included in an assigned Channel. Users won't find it through search unless it's been assigned to them.

Use this when:

• Content is sensitive or role-specific

• You want tight control over who accesses certain training

• Compliance or certification content that requires tracking

Selected (Channels only)

Makes the Channel visible to specific individuals, Teams, or Groups that you select. The Channel appears on their homepage in the "Visible Channels" widget.

💡 Tip: When using "Selected" visibility on Channels, you can enable the Visible to sub-teams option. This automatically includes members of any child teams beneath your selected teams.

Use this when:

• Content is relevant only to certain departments or roles

• You're piloting content with a subset of users

• Different teams need different learning paths

Everyone

Makes content visible and searchable for all users in your organisation. For Channels, it appears on everyone's homepage.

Use this when:

• Content is relevant to the whole organisation

• You want to promote optional learning opportunities

• Company-wide resources or announcements

Pre-requisites

Before changing visibility settings, ensure you have:

• Access to the content you want to modify

• An understanding of your organisation's content strategy

• Knowledge of which Teams or Groups should access specific content

Role Requirements

Quick Start Guide

Setting Visibility for Channels

1. From the sidebar, select Manage → Channels

2. Find your Channel and click to edit, or create a new one

3. Look for the Dashboard visibility section

4. Select your preferred option:

   • Hidden – Only you can view it

   • Selected – Choose specific individuals, Teams, or Groups

   • Everyone – Visible to all users

5. If you chose "Selected":

   • Search and add the people, Teams, or Groups

   • Optionally enable Visible to sub-teams to include child team members

6. Save your changes

Setting Visibility for Learnlists

1. From the sidebar, select Manage → Learnlists

2. Find your Learnlist and click to edit, or create a new one

3. Look for the Visibility section

4. Select your preferred option:

   • Hidden – Only Admins and Curators can see it

   • Only visible when assigned – Users see it only when assigned via Task

   • Everyone – Visible and searchable by all users

5. Save your changes

Setting Visibility for Items

1. From the sidebar, select Manage → Items

2. Find your Item and click to edit, or create a new one

3. Look for the Visibility section

4. Select your preferred option:

   • Hidden – Only Admins and Curators can see it

   • Only visible when assigned – Users see it only when assigned via Task

   • Everyone – Visible and searchable by all users

5. Save your changes

FAQs

Q: What's the difference between Channel visibility and Item/Learnlist visibility?
Channels use "Dashboard visibility" which controls homepage display. They don't have an "Only visible when assigned" option—instead, you use "Selected" to target specific users. Items and Learnlists use standard visibility settings.

Q: If I set a Channel to "Selected", can those users see all the content inside?
Users can see the Channel on their homepage, but individual Items within the Channel still respect their own visibility settings. If an Item is set to Hidden, it won't appear even in a visible Channel.

Q: Can I change visibility after content has been assigned?
Yes, but be mindful of the impact. Changing to Hidden will prevent assigned users from accessing the content, even if they have incomplete Tasks.

Q: Does visibility affect reporting?
Yes. For Channels, visible content is treated as "assigned" in reports. For Items and Learnlists, only explicitly assigned content appears in assignment reports.

Q: What does "Visible to sub-teams" do?
When enabled on a Channel with "Selected" visibility, this option automatically includes members of any child teams beneath your selected teams. For example, if you select the "Engineering" team and enable this option, members of "Frontend Engineering" and "Backend Engineering" sub-teams will also see the Channel.

Troubleshooting

Last Reviewed: 27/11/2025