> For the complete documentation index, see [llms.txt](https://synap.ac/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://synap.ac/docs/platform/collections/access-and-permissions.md).

# Access and permissions

Collections have two separate access pages. **User groups** controls which students can open the collection. **Access** controls which administrators can view or change it.

### Student access: User groups

{% hint style="info" %}
**Location:** Collections → select a collection → User groups
{% endhint %}

This page lists the groups whose students can open the collection. Select **Add user group**, choose one or more groups and confirm. Every active member of those groups receives student access to the collection.

Removing a group takes away its collection access after confirmation. It does not delete the group, its users, the collection or historical attempts.

Collection access does not override item settings. A student may be able to open the collection while some items remain locked or outside their schedule.

{% hint style="warning" %}
Removing a group can prevent its students from opening the collection on their next visit. Their historical attempts remain available to administrators.
{% endhint %}

### Administrative access

{% hint style="info" %}
**Location:** Collections → select a collection → Access
{% endhint %}

Use this page to decide which staff groups can manage this particular collection.

| Permission                   | What the group can do                                  |
| ---------------------------- | ------------------------------------------------------ |
| **View**                     | See the collection in administrative pages.            |
| **Edit**                     | Change its details, items and configuration.           |
| **Grant or revoke access**   | Change the student groups listed on **User groups**.   |
| **Delete**                   | Delete the collection where deletion is available.     |
| **Set specific permissions** | Give supported collection permissions to other groups. |

The options you can grant depend on your own permissions. You cannot give another group more control than you are allowed to manage yourself.

### Which page should I use?

| Goal                                              | Use                                                                        |
| ------------------------------------------------- | -------------------------------------------------------------------------- |
| Let a class or tutoring group open the collection | **User groups**                                                            |
| Let another tutor update its items or settings    | **Access**                                                                 |
| Let a manager change the student audience         | **Access** with grant or revoke permission, then **User groups**           |
| Let an educator see generated-attempt results     | The generated-attempt results settings and the relevant results permission |

{% hint style="warning" %}
Do not grant **Edit** simply to share content with students. Use **User groups** for students and reserve administrative permissions for people who need to manage the collection.
{% endhint %}

### If somebody cannot access the collection

If a student cannot open an expected item, check in this order:

1. The student is an active member of a group listed on **User groups**.
2. The collection is available in the current portal or sub-portal.
3. The item is not locked.
4. The current date and time fall inside the item's schedule.
5. The original Library item still exists and remains available.

If an administrator cannot edit the collection, check their permission on **Access**, their portal role and whether the collection is archived.


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