Audience Rules

Instead of assigning a learning path by hand, a training lead can let AccessPoint enrol the right people. Under a learning path in the Studio (the Learning paths tab), Who is enrolled lists its audience rules.

Audience rules need Manage training and the AccessPoint Learning module. The panel's Help opens this page.

What a Rule Names

Each rule names who it enrols:

• A role — everyone who holds one of your roles (or Administrator), directly or through a Microsoft 365 group bound to it. Roles a person holds on one case only (custodian, reviewer and the others) are not offered — use a first-time rule instead.
• A Microsoft 365 group — its members, including members of groups nested in it. AccessPoint reads each group's member list once per pass. Group rules need directory reconciliation, with its Microsoft 365 permissions granted. Where it is off, the rule enrols nobody, withdraws nobody and says so (Enrolls nobody now: your organization does not let AccessPoint read Microsoft Entra group membership…).
• People who can do a kind of work — the same groups Get started uses, for example log and change requests.
• The first time someone is a custodian, contributor, reviewer, advisor, senior official or assessment section delegate — see First-Time Rules.
• Everyone in your organization.
• A named person.

First-Time Rules

A first-time rule enrols a person within the hour of their first assignment, task, review step, case they advise on, sign-off, or section of an assessment delegated to them (never an audit's section).

The first-time note on that screen offers the learning path at once: Your organization has training for this role: . It will be assigned to you within the hour. It shows:

• on a custodian's first assignment;
• on a reviewer's first review step;
• on a contributor's first task;
• on an advisor's first case — a request, an assessment, an incident or a complaint;
• on a senior official's first letter waiting for sign-off;
• on a delegated section of an assessment, to its assignee.

The note sits beside the screen's Guide me tour while tips are offered (the delegated section has no tour). Not now dismisses the note for good. An assessment, incident or complaint shows the advisor's note only to someone named an active advisor on that case who cannot change it.

Suggested by the Jurisdiction Pack

A learning path from a jurisdiction pack can suggest who it is for — a role, a kind of work, or everyone. The suggestions are listed above the rules, under Suggested by the jurisdiction pack.

A suggestion never enrols anyone by itself. Select Switch on beside one and AccessPoint adds it as an ordinary rule below, starting today — only people who join the audience from today. Change its start or due date there like any rule's.

• A suggestion that is already a rule says Already a rule of this learning path.
• A role your organization does not have says so and cannot be switched on.

Who It Takes In

Each rule says whom it takes in:

• Only people who join the audience from today — the default, so a new rule does not suddenly enrol everyone who has been here for years;
• Also everyone already in the audience;
• People who joined the audience since a date.

AccessPoint works out when each person joined from what it stores: when a role was granted, when they first appeared in a group, their first assignment, when they first signed in. A person whose joining day it cannot tell is not enrolled by a "from today" rule.

Due Dates, Switching and Deleting

Due after sets the due date of the enrolments the rule makes; leave it empty to use the learning path's own. Each rule can be switched off and on, or deleted. Switching a rule off or deleting it keeps the enrolments it already made.

When the Sweep Runs

The enrolment sweep runs once a day, every hour for first-time rules, and about ten seconds after a rule changes. Last read by the sweep on each rule says when it last ran.

• It adds the people a rule names who are not enrolled yet. Each enrolment pins the learning path's current module versions, and its due date follows your organization's time zone.
• It withdraws an open enrolment the sweep made when the person is no longer in any of the learning path's audiences — only when every audience could be read in full.
• It never deletes a completion record and never touches an enrolment a lead made by hand.
• It does nothing while assigned training is switched off or the AccessPoint Learning module is not licensed.

A Lead's Withdrawal Holds

When someone withdraws a person's enrolment (Withdraw in Team progress), the sweep never enrols that person in that learning path again — even if they are still in a rule's audience — until a lead assigns it to them by hand, or allows them again.

Not enrolled automatically, under the learning path's audience rules, lists these people, with who withdrew each and when. Allow again lets the next pass of the sweep enrol the person if a rule names them. Allowing someone again is recorded in the audit ledger.

Editions

Audience rules need the AccessPoint Learning module:

• AccessPoint for Microsoft 365 — every marketplace plan includes the module. Microsoft 365 group rules work once directory reconciliation is on and its permissions are granted.
• Hosted AccessPoint — the module is the AccessPoint Learning add-on. Hosted AccessPoint has no directory reconciliation or group-based roles, so name roles, kinds of work, first-time rules, everyone or named people instead of Microsoft 365 groups.

Without the module, audience rules stop enrolling and withdrawing. The enrolments they made, and every completion record, stay.

What Is Recorded

The audit ledger records each audience rule created, changed or deleted, and each person allowed again — the facts only.

Related Pages

• Learning Paths — the learning path settings and assigning by hand.
• Completion Records and Team Progress — Withdraw, and what each enrolment records.
• AccessPoint Learning Studio — where the Learning paths tab is.
• Training Coverage Report — enrolments counted by audience.
• Manage Users — directory reconciliation and group-based roles.