There are times you may want to restrict where your learners can view their training. Academy administrators, training managers, and managers with the Limit Access permission can do this per course for each defined unit in the academy. You can restrict access by IP address or physical address. Learners may get into the academy, but if they try to access a lecture from anywhere other than the IP or physical address you have set up, a notification will appear explaining to them why they cannot.
Note:
Only administrators can set up the permitted IPs/physical addresses; managers can then select the units, but cannot set up addresses.
- Limit Access blocks access to specified courses (reimbursable training activities) based on geofencing or corporate network connections.
- Limit Access does not block logins or access to non-reimbursable activities like Social, Gamification, etc.
Set Up Limit Access
Navigation: UKG Learning > Academy Workspace > Academy Admin > Organization > Set Up Organization
- Determine what IP addresses and/or physical addresses are allowed from each restricted unit.
- Select the Units tab.
- Find the unit you need restricted access for and select Edit under each name.
- Enter the appropriate IP address and/or physical address in the labeled fields. One or the other is needed, but not both.
Note:
The IP Address will always be the most reliable of these two choices, and the Learning solution will always check if this option is available before using the physical address.
For a physical address, a street address and zip code are all that is needed – the Learning solution will fill in the rest. - Select Save when finished.
- Set the learners to which these restrictions apply from UKG Learning > Academy Admin > Organization > Manage Team Members
- Select the Employees tab.
- Locate each worker by name and select the Edit team member (pencil) icon.
- In the Role drop-down, choose Hourly Worker.
- Select Save.
- Select which units and students should have restricted access in each course.
Navigation: UKG Learning > Academy Workspace > Training Admin > Configuration > Access Limits - Select the course to restrict access.
- Administrators can see all academy courses, as they do under the courses listing page.
- Managers with the Limit Access permission will be able to see the courses that are in categories where they have read permissions (including Without Category) and that are public. Based on the Limit Access setting defined for the academy, they may be able to see also the:
- Uncategorized Private Courses
- Categorized Private Courses
- Courses they have created that are now in categories they don’t have access to anymore.
Instructors will also be able to see their private, uncategorized courses.
To configure this setting, please navigate to Academy Workspace > Settings, select the Training filter type and then select Limit access.
- Find all the units associated with this course. Any with IP or physical addresses set up are active in the list. Check the box next to each unit to restrict access. Administrators will be able to see all organization nodes, while a manager will be able to see all organization nodes under their organization structure.
- When finished, select Save.
Employees whose names are checked as hourly workers will only be able to access courses associated with the restricted units from the specified IP or physical address.
Restrict Access on Mobile Devices
Administrators can determine who can access courses over a cellular connection (mobile app).
You can also block access to all users on a cellular connection.
Navigation: UKG Learning > Academy Workspace > Settings > Training
- In the Mobile access section, turn to toggle to off.
- If you decide to allow cellular connections, set the main toggle to Yes, and limit access by the user categories:
- Unit Managers/Assistant Unit Managers/Head of Above
- Employees (not Hourly Workers)
- Hourly Workers
Expand Available Locations for Hourly Workers
As an administrator, you can give hourly workers more flexibility in where they access courses by enabling a specific academy setting. This allows them to access content from any approved location, even if they’re not assigned to the units used in course restrictions.
Navigation: UKG Learning > Academy Workspace > Settings > Training
Open Limit Access
Set Allow hourly workers to access courses if they’re located in an approved unit to Yes
What This Means for Access
When this setting is enabled, hourly workers do not need to be assigned to one of the units selected in a course’s Limit Access settings. As long as they are physically located in a unit that you have marked as acceptable, they can access the course.
This is especially useful if your hourly staff works across multiple locations or needs access from locations outside their assigned units.
If the Setting Is Disabled
If you leave this setting disabled, hourly workers can only access these courses from locations tied to the units they are assigned to. Access remains strictly limited to those locations.
FAQs
Question 1: If a course is set with geofencing and a user downloads content for offline access, what happens when they leave the geofenced area, can they still see that content on mobile?
Answer 1: If a course has a limit access rule, and if an hourly worker belongs to this rule, then this user cannot download content for offline access, even from the permitted location. The download button is hidden for this user.
Question 2: What happens if they were logged into an active session before the geofence was put in place and somehow stayed logged in long enough to complete the training away from the address/IP designated in the geofence?
Answer 2: Users are redirected to the course card when they complete a lecture. Each time the course card is opened, we check the user's location. So even if the user stays logged in, if they change their location, their access will be restricted. But! If there is, for example, a 2-hour video lecture and a user opens it in the permitted location and stays inside this lecture and then changes their location, then they will be able to complete this lecture. But this is something that can be done via a laptop, as well.