> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.superpath.io/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to Control Who Can Access Knowledge

# How to Control Who Can Access Knowledge

**In this article:**
* Overview
* How to set who can access Knowledge
* How to restrict an article to specific Teams
* How to hide an article from search and category listings
* Things to keep in mind
* FAQs
* Who can do this

## Overview

Knowledge is your organisation's central store of reference articles — policies, processes, FAQs and anything else your people need to look up rather than work through as a course. Because that content often includes information that isn't for everyone, SuperPath gives you two levels of control: an account-wide setting that decides which roles get Knowledge at all, and a per-article setting that limits an individual article to specific Teams.

Use the account-wide setting when you're rolling Knowledge out gradually or want to keep it in the hands of your leadership group. Use the per-article Team restriction when Knowledge is open to everyone but a handful of articles need to stay with a particular group.

## How to set who can access Knowledge

1. Go to **Settings → Features**.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_y5qdsk.png)

2. Scroll down to the **Knowledge Base** section.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_wourm.png)

3. Make sure **Enable the Knowledge Base on your account** is switched on — the access options only appear once it is.
4. Under **Who can access Knowledge?**, choose who should get Knowledge: **Everyone**, **Managers & Admins**, or **Admin Only**.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_sqjf28.png)

5. Click **Save** in the **Unsaved changes** bar at the top of the page.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_1re6qgb.png)

Here's what each option covers:

* **Everyone** — every role except **Restricted** users.
* **Managers & Admins** — **Owners**, **Admins**, **Managers**, **Content Managers**, **People Managers** and **Instructors**. **Employees** won't see Knowledge.
* **Admin Only** — **Owners** and **Admins** only.

People outside the level you choose no longer see **Knowledge** in the left-hand navigation, so it stops being part of their day-to-day experience. To restrict who can actually open a particular article, use **Restricted To Teams** on the article itself — that is the control that limits access to the content.

> **Note:** This setting is separate from the Library. The Library has its own access setting under **Settings → Library**.

> **Good to know:** Switching **Enable the Knowledge Base on your account** off hides Knowledge and everything related to it, but it doesn't delete anything. Your articles are kept and reappear as soon as you switch it back on.

## How to restrict an article to specific Teams

If Knowledge is open to everyone but a particular article isn't, restrict that article to one or more Teams.

1. Go to **Knowledge** in the left-hand navigation.
2. Click **Manage Articles** at the top of the Knowledge homepage and click the article you want to change. (**Owners**, **Admins** and **Content Managers** can also open an article and click **Edit Article**.)
3. In the **Settings** panel on the right of the editor, find **Restricted To Teams**.
4. Use **Select teams** to choose the Teams that should be able to open the article.
5. Publish the article to apply the change.

![](https://storage.googleapis.com/superpath-help-centre/how-to-control-who-can-access-knowledge/01-article-settings-restricted-to-teams_2c4bae6a.png)

Once at least one Team is set, only people in those Teams can open the article, and it stops appearing in search results and category listings for everyone else. **Owners** and **Admins** always keep access, so they can still review and maintain restricted articles.

> **Tip:** Leave **Restricted To Teams** empty to keep an article open to everyone who can see Knowledge.

## How to hide an article from search and category listings

The **Searchable** toggle in the same **Settings** panel controls discoverability rather than permission.

1. Open the article in the editor and open the **Settings** panel.
2. Switch **Available in search and categories** off.
3. Publish the article.

The article no longer turns up in Knowledge search or in its category, but anyone who has the link — and who can see Knowledge — can still open it. Use this for articles you want to link to from elsewhere without cluttering up the Knowledge homepage.

## Things to keep in mind

* **Restricted** users never get Knowledge, whatever the account-wide setting says. They're always sent to **My Learning** instead.
* The account-wide setting works by role, and it controls whether **Knowledge** appears in the navigation for that role. It isn't a content lock on its own — for anything that must stay with a specific group, set **Restricted To Teams** on the article as well.
* If a Knowledge article is used as a step inside a pathway, the people assigned that pathway still read it in the pathway player — the account-wide setting governs the Knowledge section, not content delivered as learning. Use **Restricted To Teams** if a particular article must never be readable by that audience.
* Knowledge categories don't have their own access setting. The only category-level option is **Show on Knowledge Homepage**, which controls whether the category tile appears on the Knowledge homepage — not who can read its articles.
* **Searchable** and **Restricted To Teams** do different jobs. **Searchable** hides an article from search and category listings; **Restricted To Teams** actually limits who can open it.
* Changes to article settings take effect when the article is published, not while it's still a draft.

## FAQs

**Where do I turn Knowledge on or off for the whole account?**
Under **Settings → Features**, in the **Knowledge Base** section. The toggle is **Enable the Knowledge Base on your account**.

**Can I give one Team access to Knowledge and no one else?**
Not with the account-wide setting — that works by role, not by Team. Set Knowledge to **Everyone** and then use **Restricted To Teams** on each article to limit it to the Team you want.

**Will restricting an article to Teams hide it from search?**
Yes. People outside the selected Teams won't see the article in search results or in its category, and can't open it by link. **Owners** and **Admins** still see it.

**What happens to my articles if I switch the Knowledge Base off?**
Nothing is deleted. Knowledge disappears from the navigation and all related features stop being available, and everything comes back when you switch it on again.

**Can a Manager change who can access Knowledge for the whole account?**
No. The account-wide setting lives under **Settings**, which only **Owners** and **Admins** can open. **Managers** and **Content Managers** can still restrict individual articles to Teams.

## Who can do this

**Owners** and **Admins** can set the account-wide Knowledge access level, because it lives under **Settings**, which is only available to those two roles.

**Owners**, **Admins**, **Managers** and **Content Managers** can edit articles and so can set **Restricted To Teams** and **Searchable** on an individual article. **People Managers**, **Instructors**, **Employees** and **Restricted** users cannot — they have read-only access to Knowledge, and **Restricted** users have no access to Knowledge at all.