Access restrictions - Article

What Access Restrictions help you achieve

Access Restrictions control whether an enrolled participant may open a Training Activity or one of its supported modules. They allow Course Administrators to turn prerequisite decisions into automatic rules.

Common examples include:

• Keep the practical Event locked until the safety Course is complete.
• Release the final Course only after the instructor marks the Event as attended.
• Allow the assessment after an Assignment has been passed.
• Require a foundation certificate before an advanced learning path can be opened.
• Release a module when the participant has acquired the required Skill and level.
• Make a Course available only when its scheduled date arrives.
• Require several earlier steps—or an approved alternative—before the participant continues.
• Use completion from another Training Activity as recognized prior learning.

The participant remains part of the activity. The restriction controls access inside that relationship; it is not simply a Storefront filter and does not remove the participant's signup.

Module order is not a prerequisite rule

Placing modules in a sequence controls presentation. It does not, by itself, stop a participant from opening a later module. Add Access Restrictions when the sequence must be enforced.

Choose the correct control

Several Eurekos features can appear to “restrict” training, but they act at different stages.

These controls can be combined, but every layer should have a distinct purpose. For example, an advanced academy can be visible only to partners, require a certificate before self-enrollment, and still keep its live practical Event locked until the preparation Course inside the academy is complete.

Avoid applying the same business rule at several layers without a reason. A prerequisite duplicated as an enrollment requirement and an activity-level Access Restriction can create a confusing design that is harder to support.

Understand where Access Restrictions are available

Access Restrictions can be added at two configuration levels.

Activity-level restriction

Use activity level when the prerequisite applies to the complete multi-module journey.

For example, an Advanced Technician Program may contain six modules, but no part of it should open until the participant has earned a Foundation Technician certificate. Apply Earn certificate at activity level.

An activity-level restriction is available when the Training Activity has at least two modules. A single-module activity does not receive this activity-level option.

Module-level restriction

Use module level when the participant may enter the learning path but a particular Course or Event must remain locked.

For example:

Safety preparation Course → Complete course Practical workshop Event → Attend event Final assessment Course

Module-level Access Restrictions are supported for Course and Event modules. They are not configured directly on Assignment or Existing Training modules.

An Assignment can still be a prerequisite for a later supported Course or Event through Pass assignment. Likewise, an Existing Training activity can contribute a completion result selected through an appropriate criterion, while the restriction itself is placed on the supported target.

The same module used in several activities

A restriction belongs to the module's placement in a specific Training Activity. If the same Course is used in Activities A and B and is restricted only in Activity A, the participant can still access it through Activity B when that other relationship allows access.

Do not confuse this with where the prerequisite result may be recognized. Completion evidence can be accepted from another activity unless the platform is configured to validate eligible module-level criteria only within the current activity.

Permissions and ownership

Configuring Access Restrictions requires permission to edit the Training Activity and the relevant activity- or module-level Features. Course Administrator, Support, Platform Administrator, and Global Administrator roles normally have this access, subject to platform configuration and organization scope.

The administrator also needs access to the prerequisite values selected in the rule. A user may be allowed to edit the target activity but unable to maintain a Course, Event, test, certificate, Assignment, activity, or other item owned by another organization.

Assign clear responsibility for:

• Journey design—decides which evidence is genuinely required.
• Content and assessment—keeps prerequisite Courses, tests, videos, and Assignments valid.
• Facilitation—records Event attendance and assesses Assignments promptly.
• Certification or Skills governance—controls how achievements are granted, expired, or corrected.
• Course administration—configures and tests the restriction and participant experience.
• Platform governance—owns the current-activity validation and Skills configuration.
• Support—investigates individual access using the activity Change log and participant evidence.

Access Restrictions can affect compliance, safety, and qualification decisions. Do not give an administrator informal permission to remove a prerequisite merely to resolve a support request. Define who may approve an exception and how it must be documented.

Design the journey before configuring criteria

Write the intended rule in plain language first.

For example:

Open the final assessment when the participant has completed the safety Course and either attended the Copenhagen workshop or attended the Stockholm workshop.

Then identify:

If the rule cannot be explained in one or two sentences, consider simplifying the journey or splitting it into clearer stages. The interface can hold many criteria, but a rule that administrators and participants cannot understand is difficult to operate safely.

Configure an activity-level Access Restriction

1. Open Course Administration → Activities.
2. Create or edit a Training Activity containing at least two modules.
3. Open activity-level Features.
4. Enable Access Restrictions.
5. Select Add criteria.
6. Choose the required criterion type.
7. Select the test, video, certificate, Course, Event, activity, Assignment, Skill, or date behavior required by that criterion.
8. Configure Any of, a course quantity, Skill level, or other criterion-specific option where applicable.
9. Add further criteria when needed.
10. Set the intended AND/OR relationship.
11. Save the Training Activity.
12. Test with participants who meet none, some, and all of the requirements.
13. Review the participant's locked activity and See requirements message.
14. Complete each prerequisite and verify that access changes as intended.

Use activity-level restrictions for a genuine whole-program gate. If the participant should be able to use preparation modules while only a later part remains locked, place the restriction on that later Course or Event instead.

Configure a module-level Access Restriction

1. Open the Training Activity for editing.
2. Add or open the Course or Event module that should remain locked.
3. Open its Gear or Features menu.
4. Enable Access Restrictions.
5. Add the required criterion.
6. Select the prerequisite content, achievement, Skill, or date behavior.
7. Configure multiple values and Any of or quantity rules where relevant.
8. Add additional criteria and configure AND/OR logic.
9. Save the module and Training Activity.
10. Preview the learning path as a participant.
11. Confirm the target has a lock icon and understandable requirements.
12. Satisfy the prerequisites and verify that the module becomes available.

The prerequisite should be reachable. If the required test or Course belongs to another Training Activity, make sure the intended participant is enrolled there or otherwise has legitimate access.

Choose the correct criterion

The following criteria are available for Access Restrictions. Acquire skill appears when Skills are enabled under Settings → General → Skills.

Choose the evidence that represents the real business decision. If a participant must demonstrate competence, Course completion alone may be weaker than passing a test or earning a certificate. If physical participation is essential, require Event attendance rather than waiting for the Event date.

Pass test

Use Pass test when a tracked assessment result should unlock the target.

Typical uses include:

• A pre-test unlocks the advanced track.
• A safety test unlocks a practical Event.
• A product-knowledge assessment unlocks certification content.

The selected test must be available through content the participant can legitimately access. If the requirement popup identifies a test but the participant cannot reach the Course containing it, the journey has a circular or missing enrollment dependency.

Define the assessment's pass threshold, attempts, and feedback in the appropriate Course/H5P configuration. Access Restrictions consume the pass outcome; they do not define how the test is scored.

When a participant passes an applicable test within the same activity, Eurekos can show the New module is available or New modules are available notification for newly unlocked content.

Watch video

Use Watch video when viewing a specific tracked video is a genuine prerequisite.

Appropriate examples include:

• A mandatory safety demonstration before a practical exercise
• A recorded introduction before a facilitated session
• A process demonstration before an assessment

Do not use a video requirement merely to force time-on-content when another evidence type better represents learning. Confirm that the video is tracked, is accessible through the participant's journey, and produces the completion behavior expected by the restriction.

When an applicable video requirement is met within the activity, the learner can receive the new-module notification for content that has just unlocked.

Earn certificate

Use Earn certificate when a formal achievement is the prerequisite.

This is especially useful for:

• Qualification levels
• Regulatory progression
• Partner accreditation tiers
• Advanced recertification paths
• Recognition of a completed program rather than one isolated Course

Confirm that the selected certificate's issuance criteria accurately represent the prerequisite. A certificate can be connected at module or activity level, so select the exact certificate—not simply another item with a similar title.

The unlocked-content notification can appear when the certificate requirement is met within the same activity.

Do not assume how certificate expiration should affect an already unlocked module without testing that specific lifecycle. If current validity is a business requirement, validate expired, renewed, and extended certificate scenarios on your platform before launch.

Complete course

Use Complete course when completion of one or more Course modules should unlock the target.

One Course

Select the required Course. The target becomes available when the participant's Course completion is recognized in the permitted scope.

Several Courses without a quantity rule

When Complete specific number of courses is not enabled, the participant must complete all selected required Courses.

Any of several Courses

Where the criterion exposes Any of, use it when one approved alternative is sufficient. For example, either the English or Danish foundation Course can satisfy a language-equivalent prerequisite.

Complete a specific number of Courses

The quantity option supports journeys with required and optional Courses.

Let:

• K be the number of selected required Courses.
• L be the number of selected optional Courses.
• N be the configured number the participant must complete.

The requirements popup is deliberately written so it does not encourage participants to complete optional learning unnecessarily. Already completed Courses are removed from the missing-requirements list, and the remaining number is reduced accordingly.

This behavior is powerful but easy to miscommunicate. Test every permitted combination and explain approved alternatives in the Activity Description when participants need more context than the popup provides.

When Course completion unlocks content within the same activity, Eurekos can notify the participant that a new module or modules are available.

Attend event

Use Attend event when live attendance must be recorded before the participant continues.

The participant does not satisfy the criterion merely by being registered or by reaching the Event's end time. Attendance must be marked through the Event's attendance process.

With several selected Events:

• Without Any of, all selected required Events must be attended.
• With Any of, attendance at one selected Event is sufficient.
• Optional Events can participate in the evaluation, but the participant-facing requirements message emphasizes the required Events so learners are not encouraged to take optional sessions unnecessarily.
• Events already attended are removed from the missing-requirements message.

Use Any of for equivalent dates or formats, such as one of three practical workshops. Use an AND relationship or separate criteria when the participant must attend distinct sessions with different purposes.

Pass assignment

Use Pass assignment when instructor evaluation should control progression.

Submitting the Assignment does not satisfy the criterion. The Assignment must be assessed and marked Passed.

With several Assignments:

• Without Any of, all selected required Assignments must be passed.
• With Any of, any selected Assignment can satisfy the criterion.
• Optional Assignments can be evaluated without being promoted unnecessarily in the requirements message.
• Assignments already passed are removed from the missing-requirements message.

Plan the operational dependency. A delayed assessment can keep later content locked even though the participant submitted on time. Set instructor ownership, grading expectations, and communication accordingly.

Complete activity

Use Complete activity when an entire independent Training Activity is the prerequisite.

This is preferable to selecting a single Course when the required outcome belongs to a complete program containing several modules, Events, Assignments, or an activity-level certificate.

Before using it, confirm:

• The prerequisite activity's completion logic is correct.
• The intended audience can enroll in or be assigned to it.
• Its modules do not create a circular dependency back to the restricted target.
• Historical completion should count according to the platform's scope configuration.
• Re-enrollment or re-certification does not change the intended interpretation unexpectedly.

Restriction by date

Date-based restrictions use the Schedule of the entity on which the restriction is applied:

• A module-level restriction uses that module's Schedule.
• An activity-level restriction uses the Training Activity's Schedule.

The participant-facing message explains that the content is not yet available or is no longer available and shows the relevant date and time.

Time-zone behavior matters:

• The participant sees the restriction time converted to their time zone.
• Changing the configured time or time zone changes the participant's displayed time immediately.
• Older content without an explicit time zone can fall back to the user's time zone.
• When older content is edited, the form derives a default from the activity or module Schedule, or from the platform default when no Schedule is enabled.

Before publication, test with accounts in each material audience time zone. A date that is correct for the administrator can fall on a different calendar day for the participant.

Do not use Restriction by date as a substitute for enrollment deadlines, Event attendance, Access Expiration, or a Mandatory completion deadline. Those controls solve different lifecycle problems.

Acquire skill

Acquire skill becomes available when Skills are enabled under Settings → General → Skills. It can be used at activity level or module level.

Skills are useful when access should depend on a reusable competency rather than completion of one specific Course. A Skill can be earned through a connected certificate or assigned through supported administration, import, or API processes.

The configuration depends on the platform's Skill model.

Skills with levels

• Add each Skill as a separate restriction item.
• Select an optional required Level.
• Leaving Level blank accepts any level of that Skill.
• Combine several Skill items and other criteria with AND/OR logic.

Skills without levels

• Multiple Skills can be selected within one criterion.
• Use Any skill when holding one of the selected Skills is sufficient.
• Without Any skill, configure and test the intended all-Skills behavior.

Example:

Require Electrical Safety – Level 2 AND either Product A Service OR Product B Service.

The participant sees required Skills, including levels where applicable, in the requirements popup.

Review how Skills are granted and removed. If certificates supply Skills, certificate expiration can remove the Skill. Test the effect on restricted content for participants who have already entered or completed it before relying on the design for compliance.

Combine multiple criteria with AND/OR

Access Restrictions can contain multiple criteria and no specific maximum is documented. The form supports AND/OR logic for combined rules.

AND

Use AND when every condition must be met.

Complete Safety Course AND Attend Practical Workshop AND Pass Final Assignment

This is appropriate for a cumulative certification sequence.

OR

Use OR when any approved alternative is sufficient.

Earn Foundation Certificate OR Acquire Equivalent External Skill

This supports recognized prior learning or alternative qualification routes.

Distinguish logic between criteria from logic inside a criterion

There are two decision layers:

Do not use top-level OR when only one part of one criterion should be optional. A broad OR can accidentally allow the participant to bypass other mandatory requirements.

For complex designs:

1. Write the rule in plain language.
2. Draw each AND/OR branch.
3. Build one branch at a time.
4. Test an account that meets each single criterion.
5. Test every valid and invalid combination.
6. Confirm the requirements message remains understandable.

If the interface cannot represent the intended grouping clearly, redesign the journey as sequential gates rather than attempting a large expression.

Use prerequisites from another Training Activity

Access Restrictions can refer to evidence earned in another activity. For example:

• Module in Activity A can require completion of a Course in Activity B.
• Module in Activity A can require passing a test contained in Activity B.
• An advanced activity can require completion of a foundation activity.
• A certificate earned through another program can unlock the next level.

The participant must be able to reach the prerequisite. A cross-activity rule does not automatically enroll the person in the other activity.

Check:

• Storefront visibility and self-enrollment
• Administrative or onboarding assignment
• Organization restrictions
• Activity status and dates
• Seats, approvals, prices, or subscription access
• Access Restrictions inside the prerequisite journey
• Whether the participant has already completed equivalent reused content elsewhere

Avoid circular chains such as Activity A requiring Activity B while Activity B requires Activity A.

Decide whether completion from another activity should count

A platform-level setting named Validate restriction criteria in current activity only controls whether supported module-level restriction evidence must be achieved in the current Training Activity.

This setting applies only to module-level Access Restrictions.

This is a platform-wide governance choice rather than a casual per-rule preference.

Enable current-activity validation when:

• Each cohort or certification attempt must generate new evidence.
• Reused Course completion must not bypass the current journey.
• Compliance requires proof inside the present activity context.

Allow cross-activity recognition when:

• Prior learning should count.
• The same foundation content is reused across many programs.
• Repeating an already completed Course would add no value.

Confirm the setting with the Platform Administrator or Eurekos support before designing large prerequisite architectures around one assumption. Changing it can alter access across many module-level rules.

Coordinate Access Restrictions with adaptive modules

Adaptive modules can become optional for an individual participant. An optional module should not continue blocking required later content.

The System excludes a module from applicable Access Restrictions when it becomes optional for that participant. This applies to these criterion types:

• Complete course
• Attend event
• Pass assignment

Example

The Final assessment normally requires the participant to:

• Complete the Foundation Course
• Attend the Coaching Event
• Pass the Practice Assignment

If adaptive logic makes the Coaching Event optional for that participant:

• The Attend event requirement is excluded.
• The participant must still complete the Foundation Course.
• The participant must still pass the Practice Assignment.
• The Final assessment unlocks when the remaining applicable requirements have been met.

Do not assume that every criterion associated with an optional module is excluded. The documented behavior is limited to Course completion, Event attendance, and Assignment passing. Test designs that combine adaptive modules and Access Restrictions using representative participant paths.

Understand the participant experience

When the restriction is not satisfied:

• The activity or module displays a lock icon.
• A description indicates that requirements must be completed.
• See requirements opens a popup listing missing criteria.
• Locked items are visible in Trainings I attend and the user's profile under My trainings, according to their activity relationship.
• A webinar Event's Join action also leads to the restriction popup rather than bypassing the gate.

When a criterion has already been met, it is removed from the missing-requirements list. Completed Courses, attended Events, and passed Assignments therefore stop appearing as outstanding.

When the final requirement is satisfied, the activity or module becomes available. For Pass test, Watch video, Earn certificate, and Complete course criteria satisfied within the same activity, Eurekos can display:

• New module is available: [module]
• New modules are available: [modules]

The popup is an immediate in-platform signal. Do not assume that every unlock condition sends an email. Use an Automated Email Workflow only when its available triggers support the communication requirement, and test the complete flow.

Requirements must be actionable

The popup should help the participant understand what to do next. If a prerequisite appears but cannot be opened, investigate whether the participant:

• Is enrolled in the prerequisite activity
• Has access through the intended organization or subscription
• Is before an availability date
• Is blocked by another restriction
• Is missing payment or approval
• Is looking at a test or video whose parent Course is inaccessible

Access Restrictions do not create the prerequisite journey; they only evaluate its evidence.

Coordinate with self-enrollment requirements

Self-enrollment requirements are configured inside the activity's Self enrollment feature. They support a broader set of criteria for deciding who may join, including profile-based and process criteria such as Organization, Job function, Sign up to activity, and Complete questionnaire.

The important distinction is:

• Enrollment requirement: the person is not enrolled until they qualify.
• Access Restriction: the person can be enrolled but the restricted content remains locked.

Questionnaire completion is an enrollment criterion—not an Access Restriction criterion. When it is the only unmet requirement, the questionnaire opens inline during enrollment. Do not expect Complete questionnaire in the Access Restrictions list.

Managers and Immediate Managers may be able to enter an enrollment flow on behalf of others, but selected users are still validated against configured enrollment requirements. Do not design a controlled enrollment process on the assumption that a managerial role bypasses eligibility.

Use the two layers together only when they serve separate purposes. For example:

• Require partner membership and an application questionnaire before enrollment.
• After enrollment, require completion of preparation before opening the Event.

Coordinate with Access Expiration and Mandatory deadlines

Access Restrictions determine when content becomes available. They do not define how long access remains.

Use Access Expiration to remove access:

• At the time of an activity lifecycle event
• A number of days or months after activity start, activity end, enrollment, or completion
• At a specific date and time

Use Mandatory to set and communicate a completion deadline. An Overdue label does not itself remove access or change completion.

A coherent participant lifecycle can combine all three controls:

1. The participant enrolls in the Training Activity.
2. Access Restrictions unlock the preparation content when the participant meets the prerequisite.
3. Mandatory establishes the compliance deadline by which the participant should complete the activity.
4. Access Expiration ends access 30 days after the participant completes it.

Each control has a different purpose: Access Restrictions control when learning opens, Mandatory communicates when it should be completed, and Access Expiration controls when access ends.

Document the purpose of each rule so support staff do not remove or change the wrong control when helping a participant.

Change restrictions on a live Training Activity

Restrictions evaluate participant evidence against the current configuration. Adding or tightening a rule can therefore lock content for people who are already enrolled, while removing or weakening it can release content earlier than intended.

Before changing a live rule:

1. Identify the locked target and every prerequisite.
2. Review active, completed, and upcoming participants.
3. Determine which participants currently satisfy the old and new logic.
4. Check certificate, Skill, attendance, Assignment, and completion records.
5. Review cross-activity and current-activity validation behavior.
6. Test the new rule in preproduction or a controlled activity copy.
7. Plan communication for participants whose access changes.
8. Save the change deliberately.
9. Use the activity Change log to verify the recorded Access Restriction change.
10. Recheck representative participant accounts.

The activity Change log records Access Restriction configuration as a description of the criteria. Preserve your business rationale separately when an audit must explain why the rule changed, not only what the field contained.

Avoid changing a prerequisite's underlying Course, test, certificate, or Assignment without reviewing every restriction that refers to it.

Clone, repeat, and link restricted activities safely

Clone

Cloning copies enabled activity and module features and their configured values, apart from the documented Community-connection exception. Access Restrictions are therefore copied.

Review the clone before enrollment:

• Do copied prerequisites belong to the new audience?
• Are referenced Courses, Events, tests, Assignments, certificates, and Skills correct?
• Should prior completion from the source journey count?
• Are dates and time zones still appropriate?
• Can the new participants access cross-activity prerequisites?
• Does organization scope permit the current administrator to maintain every selected value?

A restriction value copied from another organization can remain present but unavailable for reselection. Do not remove it unless a correctly scoped administrator can restore or replace it.

Repeat

Repeating a scheduled activity creates a linked copy and carries its configured features into the new delivery. Review all date restrictions and Event prerequisites against the new occurrence.

If the repeated activity contains participant-specific cohorts or equivalent Event options, confirm that the copied restriction points to the intended new delivery rather than the source Event.

Linked activities

When linked-activity synchronization is enabled, saving the activity create/edit form can offer Apply to all.

• Activity-level features other than Schedule can be synchronized.
• Modules and their features are not synchronized.
• Activity Schedule is not synchronized.

An activity-level Access Restriction can therefore spread across the linked group when Apply to all is selected. A module-level restriction remains delivery-specific.

Read the confirmation carefully. Use Apply to this only when the prerequisite is specific to one cohort, date, region, or qualification route.

Work safely with organization filtering

When the organization filter is enabled, administrators can edit restriction values they are allowed to access while values related to other organizations remain disabled.

This can occur when:

• An activity is cloned from another organizational scope.
• A cross-activity prerequisite belongs to another organization.
• A shared certificate, Course, Event, or other selected value is governed elsewhere.
• The administrator is responsible for the activity but not the referenced content.

Removing an inaccessible value can be irreversible for that administrator because it may no longer appear in the selector. Ask a Global Administrator or appropriately scoped owner to review the design.

Do not broaden organizational access merely to make a restriction easier to edit. Confirm whether the prerequisite should genuinely be shared across those audiences.

Verify the configuration

Use separate test accounts rather than relying only on administrator Preview. Administrators can have permissions, histories, and organization access that ordinary participants do not.

Build a test matrix.

For a live change, also test one participant who completed the target previously and one with an active recertification or re-enrollment attempt.

Practical configuration patterns

Why: The final assessment remains controlled without forcing unnecessary learning.

Troubleshooting