Understand statistics visibility

When viewing any statistics dashboard or report, the data you see is determined by both the content you're authorized to see and the users whose data you have permission to view.

How statistics visibility works

When viewing statistics, the platform applies a three-part permission check to determine what data is displayed. The view you see is the intersection of these three factors:

1. Content statistics access: Can you view the statistics for that specific content?
2. User statistics visibility: Which users are you allowed to see stats for, based on all your roles and contexts (not just the content you're viewing)?
3. Intersection of users and content: Of the users who interacted with the content, which ones are you allowed to see based on your user visibility?

You will only see data for users who interacted with content for which you can access the statistics, and whose user data your role permits you to see.

Because content statistics visibility and user visibility are checked independently, and because roles can overlap across contexts, you might sometimes see more or less data than expected:

• Expanded view: If you hold multiple roles (for example, manager, coach, instructor), each may grant access to different users or content. The system combines these permissions, resulting in broader visibility.

• Limited view: You might have access to the statistics of a piece of content, but not to all the users who engaged with it. Likewise, even if you can view a user’s stats, you might not have access to all the content they’ve played. Since content and user visibility are evaluated separately, you’ll only see the overlap.

Who can see what

The table below provides an overview of what statistics you can see based on your role on the platform or relationship to specific content or users.

Note: When we refer to content "owned by a group," this means the group is the designated owner (the "owner group") of that content.

Content ownership vs. catalog and library inclusion

Your access to content statistics depends on whether your group owns the content, if it’s just included in your group’s catalog or library, or if you hold a specific role tied to that content. The following breakdown covers content statistics access only (user visibility is detailed in the table above).

• Paths: Catalog/library inclusion does not grant stats visibility.
  • Group admins need their group to own the path to see its statistics and the stats of related sessions.
  • Editors get access if they are the main author or a co-author of the path, or belong to a group that owns it. Having access to the path statistics page does not mean you will see any learner data. User visibility on path statistics requires an additional role, such as coach or instructor.
  • Contributors get access if they are the main author or a co-author of the path.
• Path sessions: Visibility depends on session ownership or role.
  • Group admins can view stats if their group owns the path or the specific session.
  • Coaches need their group to own the specific session.
  • Instructors/co-instructors have visibility into stats for sessions they are assigned to.
• Courses: Visibility may come from either group ownership or catalog/library inclusion.
  • Group admins see stats for both owned and catalog/library-listed courses.
  • Coaches see stats only for courses listed in the catalog/library of groups they coach.
  • Editors have visibility into course stats if they are the main author, a co-author, or members of the group that owns the path. Visibility is not granted through catalog or library inclusion.
  • Contributors have visibility into course stats if they are the main author or a co-author of the course. Visibility is not granted through catalog or library inclusion.

Known visibility edge cases

Certain features can cause unexpected behaviors in statistics visibility. Here are a few important scenarios:

Group dashboard visibility

The group dashboard displays high-level aggregate statistics for all learners in the group, even for content you can't typically see. This is designed to give group admins a quick overview of platform usage within the group, regardless of content ownership. You can't drill down into detailed stats for content you don’t have visibility rights for.

Audience Builder enrollment limitations

When a group is enrolled in a path via the Audience Builder, group admins and coaches do not automatically gain content statistics visibility. Content must be owned by the group to enable visibility. This differs from legacy enrollment.

Path step visibility limitations

Having visibility for the statistics of a path doesn't always guarantee visibility for all its individual steps. While you can deep-dive into steps on the path dashboard, this isn't supported in custom reports.

Manager detail view access

Managers can see overall progress for users they manage. But when drilling into individual path steps, they might encounter access errors ("no visibility on this content"). This is because their role grants user visibility, but not always specific content visibility.

Custom visibility settings

In addition to the standard visibility rules, your company may have enabled special settings that extend your access to statistics.

• When enabled, this setting allows group admins and coaches to access statistics for content owned by their group or by any publicly connected groups.
  Important: This setting extends which content statistics they can access, but it doesn't change which users' data they're allowed to see. This means they might gain access to a content's statistics page, but still only see data for the users their role ordinarily permits them to view.

  For example, with courses:

  • Coaches can see statistics for learners in their group only if those learners played the course from their group's catalog or from a publicly connected group's catalog.
  • Group admins can see statistics for learners in their group and subgroups, under the same condition: the course must be in their group's or a publicly connected group's catalog.

  To enable the extended visibility setting, contact your Customer Success Partner (CSP).