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Setting up group-based visibility within a programme

Written by Marie Xhauflair

This article walks you through making journeys, sections, and activities visible to specific groups only.

For an explanation of how visibility works and what learners see, check out 👉 Understanding automations in programmes

For time-based visibility, check out 👉 Setting up time-based visibility within a programme.

Before you start

Work through these questions before opening the settings. Your answers will shape how you set up the programme.

Which groups should have access to this programme? These are the groups you will add at the programme level. All other visibility settings flow from this.

Are there groups that should see mostly the same programme, but not a specific journey, section, or activity?

  • Yes → you will set a group visibility option on that journey, section, or activity. Learners outside the group will not see it at all and it will not count towards their progress.

  • No → no group visibility needed at that level.

Do any of those group-specific items also need to unlock gradually?

  • Yes → you will combine the group visibility with a time-based option. See Setting up time-based visibility for details.

  • No → the group visibility option alone is enough.

✏️ Tip

This is also what keeps your programme library manageable. Instead of maintaining 15 slightly different programmes, you build one and use group visibility to show the right content to the right people.

Less time managing programmes, more time getting content live and in front of learners.

Step 1: Add groups at the programme level

Before setting visibility on individual journeys or sections, make sure the relevant groups are added at the programme level.

  1. Open a programme, then go to the Settings tab

  2. Add all the groups that should have access to this programme under "programme availability"

  3. Save.

Step 2: Lock/unlock a journey

  1. Go to the "Studio" tab

  2. Find the journey you want to restrict.

  3. Click the lock icon on the journey.

  4. The unlock panel opens

Step 3: Select the group(s)

  1. Select For specific group(s).

  2. Find and select one or more groups

  3. Check the summary at the bottom of the panel. It confirms who the content will be available for.

  4. Click Save.

💡 What does this mean?

By selecting a group, you are unlocking this content for that group specifically. For all other groups on the programme, this content becomes unavailable. It will not appear in their programme and will not be counted in their progress.

Step 4: Combine with a time-based condition

You can also combine the group visibility with a time-based option. I

n that case, the content will still be invisible to all other groups, but for the selected group (the group specified in step 3) it will appear in a locked state and unlock gradually, according to the time-based condition.

👉 See the article Setting up time-based visibility for more!

Step 5: Repeat at other levels if needed

If you want to restrict visibility at multiple levels, repeat the steps for each journey, section, or activity. For example, a journey restricted to one country group, with a section inside restricted to a specific role group.

🚧 Be careful

Make sure your setup is consistent across levels. If a journey is only visible to the Netherlands group, a section inside it set for the France group will never appear to anyone.

French learners cannot access the journey, so nothing inside it will ever be visible to them.

Step 6: Publish and test

  1. Publish your programme.

  2. Impersonate a learner account that is in one of the groups you set.

  3. Confirm that the restricted content is visible to that learner.

  4. Switch to a learner account that is not in any of the selected groups.

  5. Confirm that the restricted content is completely hidden and does not appear in their programme.

Use cases

Example 1: Programme with role-based onboarding

You run one onboarding programme for all new employees, but managers need additional content that is not relevant for other employees.

By default, all content is visible to everyone in the group added at the programme level. You only need to specify a group when you want to restrict something to a specific group.

Set up for the Programme: Onboarding

Groups: All employees

Journeys

Group: Managers

Group: Employees

Company introduction

✅

Default visibility ✅

Your first 30 days

✅

Default visibility ✅

Manager essentials

✅

💡 What does this mean?

  1. Employees see the first two journeys.

  2. Employees who are also in the group: "Managers", see the Journey: "Manager essentials". For the users that are not in the group: "Managers", this journey does not appear for them and it does not affect their progress.

Example 2: Programme with location-based compliance training

You run one compliance programme across multiple countries. Most content is the same, but certain sections only apply to specific locations.

By default, all content is visible to everyone added at the programme level. In this case: "Countries". You only need to specify a group on the sections that should be restricted to a specific country.

Set up for the Programme: Compliance training

Groups: Countries

Journeys

Sections within journeys

Group: Netherlands

Group: Belgium

Group: Germany

Group: Countries

Company policies

✅

✅

✅

Default visibility ✅

Health and safety

✅

✅

✅

Default visibility ✅

Regulations

Netherlands

✅

—

—

Belgium

—

✅

—

Germany

—

—

✅

💡 What does this mean?

  1. The journeys "Company policies" and "Health and safety" are visible to all employees in the main group: "Countries", added at the programme level.

  2. Each country-specific section is unlocked for one group only. When the section is unlocked for a specific group, it becomes invisible for the other groups and it does not count towards user's progress.

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