Visibility, Mandatory & Licenses
Matrix of Learn visibility, mandatory targets, Academy modes, and content licenses.
What This Is For
A decision matrix for the four controls people mix up most: visibility, mandatory, Academy availability, and content licenses. Lookup only—steps live in the linked how-tos.
Who This Is For
Administrators and support answering “they bought it / were invited but can’t open it.”
The Four Questions
| Control | Question it answers | Where you set it |
|---|---|---|
| Visibility (group / individual / Everyone) | Can this person see the item in Learn (standalone library row)? | Create → Visibility and targets |
| Mandatory vs optional | Is this target required (invite + track) or only visible? | Same Visibility and targets row |
| Academy Visibility (product availability) | How do people browse, buy, or request this product in Academy? | Create / Manage Academy → Content |
| Content licenses | For paid licensed products: can they start and use it after they already have visibility? | Academy commerce + Manage licenses / profile Add license |
You normally need visibility + a valid license for license-gated paid products. Licenses do not replace visibility.
Mandatory vs Optional
| Setting | Learner effect | Analyze / Home | |
|---|---|---|---|
| Content is mandatory | Shows as Mandatory; completion tracked | Invited / Not started until they start | New Content Notification (batched ~15 min) |
| Content is optional | Visible when they have visibility; not required | Enrollment shows Optional | No mandatory assignment mail from this flag |
Mandatory stays mandatory after completion—it does not flip to optional. Meetups cannot currently be marked mandatory.
Details: Enrollment and Notifications · Automated Course Notifications.
When Learn Shows (or Hides) Content
| Situation | Standalone row in Your library? | Can they still open it? |
|---|---|---|
| Group or individual visibility (active window) | Yes | Yes (license rules still apply) |
| No visibility | No | Direct link blocked (unless an exception below) |
| Inside a program they can open | Inner items may be absent as standalone rows | Yes, from the program |
| Recertification path from an issued certificate | Renewal item may lack standalone visibility | Yes, from Certificates / renewal flows |
| Admin-issued content license | Yes (license also grants individual visibility) | Yes, while the license is valid |
Blocked-access dialogs (View in the Academy, License required, Not available): Visibility in Learn.
Academy Product Availability
| Availability | Who can access | Typical use |
|---|---|---|
| Public | Anyone with the product link (anonymous); signed-in users enroll into Learn | Open / promotional modules |
| Available / Users | Signed-in free enrollment | Internal catalog |
| Purchase | Paid (Stripe or Manual flow) | Commercial training |
| Approval | Request + manager approve | Controlled free access |
| Unavailable | Not in Academy | Learn-only / drafts |
Catalog who-can-open (Manage Academy → Visibility) is separate from per-product availability: Academy Catalog Visibility vs Product Availability.
Licenses (Paid Products)
| Fact | Detail |
|---|---|
| When issued | On completed paid Academy order (when licensing is on), or Add license on a profile / Manage licenses |
| What they grant | Time-bounded use + individual Learn visibility |
| Program products | One program-level license; inner items do not each need their own for that path |
| Attempt limits | Still enforced under a license |
Full rules: Content Licenses.
Quick “Why Can’t They Open It?”
- Do they have the Learn app? → Roles & App Access
- Do they have visibility (or a program / recert exception)?
- If the product uses licenses, do they have a valid license?
- Is the visibility window active (Time-Restricted Access)?
- Are attempt limits exhausted (Attempt Limits)?
