In BizLMS, the content that users can access depends on the library permissions assigned to the team(s) they belong to. If an admin or learner is part of multiple teams with different library access restrictions, it can lead to confusion about why certain content is or isn’t visible to them. This article explains how library restrictions work, why content visibility might differ, and how to reference a team’s library access settings to resolve any confusion.

It is important to note that the most restricted level of access will control what a user sees.

Library access in BizLMS is governed by two key factors:

1. Team-Level Permissions: Each team is assigned specific libraries or topics they can access. This ensures that users in a given team see only the content relevant to their roles, departments, or organizational needs.
2. Combined Access for Multi-Team Members: When a user belongs to multiple teams, their content visibility is determined by the combined library permissions of all their teams. However, restrictions from one team can sometimes override broader access granted by another team. This means the most restrictive library permissions will apply when there’s a conflict.

Common Scenarios

1. Admin in Multiple Teams: An admin may belong to a team with full library access and another team with limited access. In this case, the admin’s visibility may be restricted due to the limitations of one of the teams.
2. Learners with Limited Access: Learners often experience similar restrictions if they’re part of multiple teams with varying library access. This ensures learners only see content that aligns with their specific training needs.

Example:

• Team A: Full access to all topics.
• Team B: Access restricted to Compliance and Leadership topics.
• Admin’s Access: Limited to Compliance and Leadership topics because of the restrictions in Team B.

How to reference library access:

To understand and manage library access effectively, follow these steps:

1. Check Team Settings: Navigate to the Admin Dashboard and select the relevant team. Review the library permissions assigned to that team within the Libraries tab. If a library is not listed, access may be set at a higher level in the team structure. Look for:
   • Specific topics or categories assigned.
   • Any restricted content areas.
2. Review Combined Team Access: If a user belongs to multiple teams, cross-check all their team assignments to identify any restrictive permissions.
3. Use the Library Access Report: BizLMS provides a report that highlights which teams have access to specific libraries or topics. Use this report to gain a clear understanding of content visibility for each team. This can be found with Learning > Libraries > Select an applicable library > Access

Best Practices for Managing Library Access

• Minimize Overlapping Team Membership: Avoid assigning users to multiple teams with conflicting permissions unless absolutely necessary. If overlapping membership is unavoidable, prioritize transparency about how restrictions will apply.
• Standardize Access for Similar Roles: Align library access for teams with similar roles to reduce confusion and ensure consistency.
• Train Admins on Library Restrictions: Provide training or resources (like this article) to help admins understand how library access works and how to troubleshoot issues.