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Exec’s sharing options give you precise control over who can access, share, monitor, or edit a roleplay. Understanding each permission level ensures roleplays are distributed intentionally, progress is visible to the right people, and content stays easy to manage at scale.
Sharing grants access without a deadline. To require people to complete a scenario by a due date, assign it instead.

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General Access

Separately from the individual people you share with, every roleplay has a General Access level that decides who can find it in the workspace. Open a scenario or a collection and click Share to see it.
Share Scenario dialog showing People with access, the General Access dropdown set to Workspace, and the Allow session monitoring setting
Two rules worth knowing before you change it:
  • Only workspace admins can set General Access to Workspace. Owning the roleplay is not enough on its own. If you are not an admin you can still keep a roleplay restricted and share it person by person.
  • Restricting a roleplay needs share rights, which means you are the owner or you have Can Share or Can Edit on it.
Restricted is a good default while you are still building. Draft the scenario privately, share it with a reviewer, then switch it to Workspace when it is ready for the team.

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Permission Levels

The person can view and practice the roleplay.This is the default permission assigned when you use the Assign button.Best for: Learners and individual contributors who don’t need management or sharing access.
The person can view, practice, and share the roleplay with others in the workspace, but cannot edit it.Best for: Managers, facilitators, or L&D partners helping distribute roleplays across teams.
The person can view assignment activity and track learner progress through the Assignments tab.Important: If the roleplay is set to Private or Restricted, users with Can Monitor access won’t see it directly in their workspace. They’ll still be able to see assigned learners, activity status, and completion progress, and can access full roleplay details by clicking into an assignment from the Assignments tab. If the roleplay is set to Workspace visibility, they can see activity directly.Best for: Managers, HR, or L&D leaders who need progress visibility without editing access.
The person can view, practice, share, and edit the roleplay. This is the highest level of access.Best for: Roleplay creators, program owners, and admins responsible for maintaining or iterating on content.

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Permission Summary

*Visibility depends on whether the roleplay is set to Private/Restricted or Workspace visibility.

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How to Share a Roleplay

1

Open the roleplay and click Share

Sharing a roleplay with a workspace member
2

Search for the person you want to share with

Type their name or email address. They must already be a member of your workspace.
3

Select a permission level

Choose the appropriate access level from the dropdown.
Use Can View for learners, Can Share for facilitators, Can Monitor for managers who only need visibility, and Can Edit sparingly to maintain content quality.

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Changing Visibility for Several Roleplays at Once

You do not have to open each scenario one at a time. On the Scenarios page you can select a group of scenarios and set a single General Access level for all of them.
1

Select the scenarios

Hold Cmd (Ctrl on Windows) and click each scenario card. Shift-click to take a range, or drag a box across empty space to sweep up everything inside it. A bar appears at the bottom of the page with the number selected.
Scenarios page with three scenario cards selected and the selection bar showing Copy, Visibility, and Clear
2

Click Visibility

The Change visibility dialog opens. It shows how many of the selected scenarios are currently Workspace and how many are Personal (the dialog’s word for Restricted), and it warns you when some of them will be skipped because you cannot change them.
Change visibility dialog showing one item currently Workspace, one currently Personal, and the General Access control
3

Pick a level and click Apply

Choose Restricted or Workspace from the General Access dropdown, then click Apply.
General Access dropdown open in the Change visibility dialog with Restricted and Workspace options
A confirmation reports what happened, for example “12 scenarios updated” or “10 scenarios updated, 2 skipped”. Skipped scenarios are the ones you do not have rights to change, and everything else still goes through, so one blocked scenario never stops the rest. The sharing icon on each card reflects the new level, so you can confirm the change without opening anything.
Setting a selection to Workspace requires workspace admin. If you are not an admin the whole change is rejected and nothing is updated, so either choose Restricted or ask an admin to run it.

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Applying a Collection’s Visibility to Its Scenarios

Changing a collection’s General Access does not by itself change the scenarios inside it. When you pick a different level in a collection’s Share dialog, an Apply to all scenarios checkbox appears. Tick it before saving to push the same level to every scenario in the collection, including the ones in its sub-collections.
Share Collection dialog set to Restricted with the Apply to all scenarios checkbox visible
The checkbox only appears once the level differs from what is currently saved, since there is nothing to apply otherwise. Scenarios you do not have rights to change are skipped, and the confirmation tells you how many were updated and how many were skipped.

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Getting Help

Need help? Contact us at [email protected] for guidance on sharing roleplays or managing permissions.