Enrollment and Notifications
Visibility and targets, Academy listing, licenses, and mandatory assignments.
What This Is For
On each content’s configuration page in Create, Visibility and targets controls who can see the item in Learn, whether it is Mandatory or optional, and (optionally) when access starts and ends.
This page is about learner access and invitations. It is not about who can edit the content—that is Collaborator Access.
Who This Is For
Administrators and collaborators who assign courses, SCORM, programs, or meetups to groups or users.
Visibility vs Licenses vs Academy
| Setting | Question it answers |
|---|---|
| Visibility and targets | Who can see this in Learn? |
| Content licenses (paid Academy products) | After they can see it, can they open and use it? |
| Academy Visibility | Is this listed in Academy (Public, Available, Purchase, Approval)? |
Visibility applies to all content—free or paid. Licenses sit on top for paid products where licensing is enabled. Details: Content Licenses and Visibility in Learn.
If someone does not have visibility, the content does not appear in their library, they cannot browse to it there, and a direct link does not grant access unless they have the required visibility (or an exception below).
Exceptions (Reachable Without Standalone Learn Visibility)
- Inside a program — users who can open the program can open included items from there.
- Recertification — holders of the relevant issued certificate can open configured renewal content from Certificates without standalone visibility to that item.
Academy when access is denied: The product distinguishes visibility problems from license problems. If visibility is the blocker and the item (or program) is an Academy product, learners may see Buy License (opens that product in Academy). If they already have visibility but need a license, Buy License is offered so they can purchase or complete approval. Details: Visibility in Learn.
Before You Start
- Content should usually be published before you rely on learner access (drafts stay in Create).
- Groups and users should already exist in Users & Groups.
- Decide Mandatory vs optional for each target.
Steps — Add Visibility Targets
- Open the content in Create → configuration page.
- Find Visibility and targets.
- Choose Add targets and select Groups and/or Users.
- For each target, set:
- Content is mandatory or Content is optional
- Optional Activation / Expiration dates (Time-Restricted Access)
- Save.
Mandatory effects (as shown in Create help):
- Shows as Mandatory in Learn / Home
- Marks people as Invited / Not started in Analyze until they start
- Sends an automatic email about new mandatory content (batched; usually within about 15 minutes—see Automated Course Notifications)
Mandatory stays mandatory after someone completes the content—it does not flip to optional for that user.
Meetups cannot currently be marked as mandatory.
Academy Visibility (Optional)
On published content, enable Academy Visibility to list the item and choose Public, Available, Purchase, or Approval. Public products can be shared by product link even when the workspace Academy is not open to anonymous browsing—see Workspace Academy Visibility vs Product Availability and Public Content.
For paid products, you can turn on Use licensing for this content and set License validity. Sales licenses are issued when the order completes in Academy; manually issued licenses also grant individual visibility in Learn. Programs need a program license to start inner content.
Result
Targeted learners see the content in Learn (when active), receive mandatory emails when applicable, and appear correctly in Analyze.
