Visibility & Access

ikigize's visibility and access system provides sophisticated control over where entities appear in catalogues, how users can join them, and how content can be used as templates. This multi-layered approach works in concert with ownership and roles to create a complete access control ecosystem.

Understanding the Complete Access Control System

Visibility and access control is Layer 2 in ikigize's comprehensive four-layer access control architecture:

Ownership

WHO controls it?

Determines who owns and has ultimate authority over the entity

Examples:

User ownership

Organization ownership

Public ownership

Visibility & Access

WHERE is it found? HOW to join?

Controls discoverability and enrollment/copying processes

Examples:

Public catalogue

Free to join

Ask to copy template

Roles & Permissions

WHAT can they do?

Defines specific capabilities and actions users can perform

Examples:

Student role

Instructor permissions

Multiple roles

Licensing

HOW is it monetized?

Enables monetization and revenue sharing (future feature)

Examples:

Free

One-time fee

Subscription

Revenue sharing

This guide focuses on Layer 2: Visibility controls WHERE content is discovered. Access conditions control HOW users join. These work with Ownership (Layer 1) and Roles (Layer 3) to create complete access control.

Visibility Gets You In, Roles Define What You Do

Visibility and access conditions control WHO can discover and join entities. Once a user joins, roles and permissions determine WHAT they can do. These systems work together but serve different purposes:

Visibility: Where can I find this? (Public catalogue, organization, campus, private)
Access Conditions: How do I join? (Free, request approval, invitation only)
Roles: What can I do now that I'm in? (View content, create materials, manage users, etc.)
Templates: Can I copy this structure for my own use?

What is Visibility & Access?

The visibility and access system consists of complementary mechanisms that vary by entity type. Understanding entity contexts is essential for proper configuration:

Dual-Context Entities

Separate join and template contexts with independent configuration

Courses

Join Context

Learners join to study

Default: Student

Template Context

Educators copy structure

Condition: Free to Copy

Sessions

Join Context

Participants register to attend

Default: Participant

Template Context

Facilitators copy format

Condition: Free to Copy

Single-Context (Template)

Only template/usage context; no direct join for students

Modules

Join Context

Access through courses or direct role assignment

Template Context

Instructors copy for courses

Condition: Free to Use

Single-Context (Join Only)

Only community membership; no template copying

Campuses

Join Context

Members join community

Default: Member

Template Context

Campuses not typically copied

Understanding context is crucial: Dual-context entities require separate configuration for join and template access. Single-context entities only have one access dimension to configure.

Key Insight

Dual-context entities (courses, sessions) require separate configuration for join and template access, enabling sophisticated strategies like "open for learners, controlled for templates." Single-context entities (modules, campuses) have simpler, focused access control models.

Visibility Settings: Where Entities Are Discovered

Visibility settings control where entities appear in platform catalogues, determining discoverability for both joining (learning/participating) and template usage (copying/replicating).

Visibility Applies to Both Contexts

For dual-context entities (courses, sessions), visibility can be set independently for:

Join Context: Where learners/participants discover the entity
Template Context: Where educators/creators discover it as a template

This means a course can be visible to Campus members for joining, but Public for template discovery.

Public

Maximum exposure across the platform

Who Can Discover:

Anyone (including non-logged-in visitors)

Key Features

Appears in platform-wide public catalogues

Searchable by all users

Search engine indexing enabled

Maximum reach and discoverability

Examples

Public online courses

Open university lectures

Community workshops

Free training programs

Important Considerations

Cannot be combined with "Invite Only" join condition

Content visible to search engines

Suitable for marketing and broad reach

Organizations

Visible to specific organization(s) members

Who Can Discover:

Members of designated organization(s)

Key Features

Appears in organization catalogues

Can be visible in multiple organizations

Organizational boundaries enforced

Branded organizational context

Examples

Internal employee training

Partner organization programs

Multi-org collaborative courses

Business unit specific content

Important Considerations

Users must be organization members

Can select multiple organizations

Good for controlled organizational reach

Campuses

Visible to specific campus(es) community

Who Can Discover:

Members of designated campus(es)

Key Features

Appears in campus catalogues

Can be visible in multiple campuses

Campus-level scoping and control

Institution-specific programs

Examples

Department-specific courses

Cross-campus collaborations

Institution-wide programs

Campus community events

Important Considerations

Users must be campus members

Can select multiple campuses

Ideal for academic institutions

Private

Hidden from all catalogues

Who Can Discover:

Only those with direct link

Key Features

Does NOT appear in any catalogues

Accessible only via direct URL

Maximum privacy control

Hidden from search results

Examples

Executive education

Private coaching programs

Draft courses in development

Confidential training

Important Considerations

Requires sharing direct link

Can be combined with any join condition

Best for exclusive or sensitive content

Multiple Catalogue Visibility:

Entities can be visible in multiple catalogues simultaneously. For example, a course can be Public + Multiple Organizations, or Multiple Campuses. For dual-context entities, join visibility and template visibility can be set independently.

Join Conditions: How Users Gain Access

Join conditions determine how users can actually access entities once they discover them. This controls the enrollment or registration process, working in conjunction with visibility settings and roles.

Access Process Flow

Discovery (via visibility settings): User finds the entity in a catalogue
Join Request (via join conditions): User attempts to join/enroll
Role Assignment: Upon successful join, user receives role(s) that define their permissions
Capability Access: User can now perform actions based on their assigned roles

Join conditions only handle steps 1-2. What users can DO after joining is determined by Roles & Permissions.

Free to Join

Users can join immediately without any approval process

User Experience

Click "Join" → Instant access with default role assigned

User discovers entity in catalogue

Clicks "Join" button

Immediately enrolled with default role

Can access content/participate right away

Welcome message displayed (if configured)

Admin Experience

New members appear automatically. No approval needed. Optional enrollment tracking and welcome automation.

Default Role Assignment

Role

Courses: Student

Role

Campuses: Member

Role

Sessions: Participant

Configuration Options

Default role for new joiners

Optional enrollment capacity limit

Optional prerequisite requirements

Custom welcome messages

Onboarding flow configuration

Auto-enrollment tracking

Ideal For

Public MOOCs and open courses

Community learning programs

Internal organizational training

Open educational resources

Self-paced learning

Open campus communities

Not Ideal For

Programs requiring application review

Courses with strict capacity limits

Premium or paid content requiring payment

Exclusive or selective programs

Programs with complex prerequisites

⚠️ Public Entity Restriction:

Public entities cannot be "Invite Only". If an entity is publicly visible, it must allow either "Free to Join" or "Ask to Join" to prevent confusing UX where users can discover content but never access it.

Advanced Join Conditions

Beyond the basic three join types, additional conditions can be layered on top to create sophisticated enrollment requirements:

Prerequisites & Requirements

Ensure learners meet necessary requirements before enrollment

Course Prerequisites

Completed prerequisite courses or modules

Minimum skill level or certification

Prior learning achievements verified

Required knowledge assessment

Skill Assessments

Pre-enrollment skill tests

Placement assessments

Diagnostic evaluations

Proficiency requirements

Application Forms

Collect information and screen applicants effectively

Form Fields

Custom application questions

Professional background details

Learning goals and motivation statements

Relevant experience documentation

Screening Questions

Qualification verification

Time commitment availability check

Technical requirements confirmation

Program expectations alignment

Payment & Licensing

Manage paid enrollments and licensing requirements

Payment Options (Future)

One-time course enrollment payment

Subscription-based access model

Tiered pricing structures

Payment plan options

License Verification (Future)

Active license requirement check

Organizational license pools

Seat availability checking

License transfer handling

Time & Capacity Controls

Manage enrollment windows and participant limits

Time-Based Enrollment

Enrollment window start/end dates

Seasonal or periodic cohort offerings

Cohort-specific schedules

Early bird enrollment periods

Capacity Management

Maximum participant limits

Automatic waitlist creation when full

First-come-first-served handling

Priority enrollment systems

Template Conditions: Controlling Content Replication

Template conditions determine how entities can be copied and reused as templates. This is separate from join conditions and applies to entities marked as templates.

Template System Benefits

The template system enables content creators to share their learning structures while:

Maintaining attribution and credit
Controlling how content is used
Tracking adoption and effectiveness
Potentially monetizing valuable frameworks (future)
Building reputation through widely-used designs

Learn more in the Template System documentation.

Free to Copy/Use

Anyone who can discover the template can copy and create their own version

User Experience

Click "Use as Template" → Template copied → Customize and publish

User discovers entity in template catalogue

Clicks "Use as Template" button

System creates a linked copy owned by the user

User customizes content, settings, and branding

User configures own visibility and access

Publishes their version independently

Template Owner Experience

Template copied freely. Automatic linkage maintained. Track usage metrics, adoption, and all derivative instances. No approval needed.

Template Linkage System

Link

Bidirectional link to original

Link

All copies tracked automatically

Link

Adoption analytics

Link

Usage across instances

Link

Derivative version history

Configuration Options

Allow/disallow modifications

Attribution requirements

Derivative tracking enabled

Version control settings

Usage analytics dashboard

Update propagation options

Ideal For

Open educational resources

Community-contributed templates

Standardized training frameworks

Best-practice course structures

Collaborative content development

Building reputation through adoption

Not Ideal For

Proprietary content requiring licensing

Premium templates for sale

Content requiring usage approval

Confidential course structures

IP-sensitive frameworks

🔗 Template Linkage System:

All template copies maintain a bidirectional link to the original, enabling usage tracking, update propagation, adoption analytics, and licensing compliance. Learn more in the Template System documentation.

Visibility + Access Conditions Matrix

Understanding how visibility and access conditions work together across contexts:

Visibility + Join Conditions Matrix

How visibility settings and join conditions work together

Visibility	Free to Join	Ask to Join	Invite Only
Public	MOOCs, open courses	Selective public programs	Not allowed
Organizations	Internal training	Selective internal programs	Executive programs
Campuses	Open campus courses	Selective campus programs	Exclusive campus offerings
Private	Unlisted but open	Unlisted, approval required	Fully private

Key Principle:

Public entities cannot be invite-only. If content is publicly visible, it must allow either free joining or requests to join. This prevents confusing UX where users can see content but never access it.

Entity-Specific Guidance

While this guide covers visibility and access concepts that apply across ikigize, each entity type has unique considerations and terminology:

For Courses

Dual-context: Configure join and template independently
Join Default Role: Student (view content, submit work)
See: Course Visibility & Access

For Modules

Single-context: Usage/template only, no direct join
Access: Through courses or direct role assignment
See: Module Visibility & Access

For Sessions

Dual-context: Configure participant and template independently
Join Default Role: Participant (attend, engage)
See: Session Visibility & Access

For Campuses

Join-only context: Community membership, no template
Join Default Role: Member (participate, access resources)
See: Campus Governance & Access

For Tasks

Single-context: Template and assignment, no direct join
Access: Assigned through courses, modules, or campuses
See: Task System Documentation

Dual-Context Independence

For courses and sessions, you can set completely different visibility and access conditions for the join context (learners) vs. template context (educators). This enables sophisticated sharing strategies:

Open course for learners, restricted template for educators
Private course for learners, public template for educators
Campus course for learners, organization template for partner institutions

Common Access Control Patterns

These patterns show how visibility, access conditions, roles, and templates work together for different use cases:

Open Educational Resources

Maximum access and impact for learning and replication

Join Context

Visibility:

Public

Condition:

Free to Join

Default Role:

Student

Template Context

Visibility:

Public

Condition:

Free to Copy (CC BY-SA)

Use Case:

MOOCs, community courses, open knowledge sharing

Selective Programs

Quality control through curated admission

Join Context

Visibility:

Public or Organization

Condition:

Ask to Join

Default Role:

Student (upon approval)

Template Context

Visibility:

Organization

Condition:

Ask to Copy

Use Case:

Professional development, certificate programs, cohort-based learning

Exclusive Communities

Curated membership with high-touch engagement

Join Context

Visibility:

Private or Organization

Condition:

Invite Only

Default Role:

Custom per invitation

Template Context

Visibility:

Private

Condition:

Invite Only

Use Case:

Executive education, coaching circles, private mastermind groups

Internal Training

Easy access for organizational members

Join Context

Visibility:

Organization or Campus

Condition:

Free to Join

Default Role:

Student

Template Context

Visibility:

Organizations (internal + partners)

Condition:

Free to Copy

Use Case:

Corporate training, onboarding programs, compliance courses

Dual-Context Hybrid

Open learning, controlled template replication

Join Context

Visibility:

Public

Condition:

Free to Join

Default Role:

Student

Template Context

Visibility:

Organization or Campus

Condition:

Ask to Copy

Use Case:

University courses (open to learners, controlled template sharing)

Progressive Access

Start open, add roles based on engagement

Join Context

Visibility:

Public or Campus

Condition:

Free to Join

Default Role:

Member → Author → Mentor → Moderator

Template Context

Visibility:

Public

Condition:

Free to Copy (with attribution)

Use Case:

Community learning platforms, peer learning networks

Module Library (Single-Context)

Reusable learning units for course composition

Join Context

Visibility:

N/A (No join context)

Condition:

Access through courses

Default Role:

Assigned by course instructors

Template Context

Visibility:

Organization, Campus, or Public

Condition:

Free to Use or Ask to Use

Use Case:

Modular content libraries, shared learning resources

Your Next Steps

Understanding visibility and access control is essential for effectively managing content on ikigize. These settings work together with ownership, roles, and (future) licensing to create a complete access control ecosystem.

Continue Learning

Explore related access control topics to deepen your understanding:

Access Control Overview - Understand the complete four-layer system
Ownership System - Learn who controls visibility settings
Roles & Permissions - Understand what users can do after joining
Template System - Deep dive into template sharing and linkage
Licensing System - Future monetization capabilities

Implementation Checklist

Follow this step-by-step process to configure visibility and access for your entities:

Define Strategy
- Identify target audience for joining
- Identify target audience for templates (if applicable)
- Determine desired level of control
- Consider ownership model implications
Configure Join Context
- Set join visibility (public, organization, campus, private)
- Choose join condition (free, ask, invite)
- Define default role for new joiners
- Add advanced conditions if needed (prerequisites, capacity, etc.)
Configure Template Context (If Applicable)
- Set template visibility (independent from join)
- Choose template condition (free to copy, ask to copy, invite only)
- Consider IP protection and attribution needs
Plan Role Assignments
- Document default role capabilities
- Plan additional roles for special cases
- Design role progression paths
- Prepare invitation templates (for invite-only)
Test Complete Flow
- Verify visibility in appropriate catalogues
- Test join/enrollment process
- Confirm role assignment works
- Check template discovery and copying (if applicable)
Launch & Monitor
- Announce to target audience
- Monitor discovery and join patterns
- Collect user feedback
- Adjust settings as needed
Regular Review
- Audit visibility and access quarterly
- Review role assignment patterns
- Assess whether settings match goals
- Update as content and strategy evolve

Key Takeaways

The Complete Picture

Visibility and access control is powerful because it works within a complete system:

Ownership determines WHO controls the entity
Visibility determines WHERE the entity can be discovered
Access Conditions determine HOW users can join or copy
Roles determine WHAT users can do after joining
Templates enable sharing and replication with control
Licensing (future) enables monetization and revenue sharing

Master these layers together to create sophisticated, flexible, and effective access control strategies that serve your content goals, protect your intellectual property, and maximize appropriate reach.

Start with a clear understanding of your goals, configure each layer thoughtfully, test the complete user experience, and iterate based on real-world usage and feedback. The ikigize platform provides the flexibility to support any access control strategy—from fully open to completely private, and everything in between.