How to Share Guide Links? 

Trainn makes it easy to share your guides using simple, customizable links. Whether you're sharing guides with learners, you have control over who can view it through these shareable links. 

You can customize these links : 

• To allow anyone with the link to view the guide

• Restrict guide access to specific learners or learner groups

• Revoke the guide access anytime

This flexibility helps the guides to reach the right learner without downloading or uploading anything extra. 

The changes that are made in the privacy settings will also affect any embedded guides.

Default Link Sharing 

The instant way to share your guides in Trainn is using the Copy Share link. This link automatically adapts to your current privacy settings, eliminating the need to navigate to settings each time you want to share.

Note: By default, this creates a public access link that allows anyone with the link to view your guide.

Step

1. Click on Copy Shareable Link on the top right side of the guide published page, the link will automatically be copied to the clipboard.

Privacy Settings for Sharing

Control who can access your guide by configuring the privacy level/ modes of your shareable links. 

Steps  

1. Navigate to the published guide page, and click on Share and Export Options

2. From the sharing window, click the dropdown under Privacy settings and select the privacy mode/level for the links:

   1. Anybody with the link can view ( Default )

   2. Only users with access can view

   3. Disable external sharing 

   1. Anybody with the link can view 

This is the default setting in Trainn. It means if you copy the link and share it, anybody with the link can access and view the guide.

Steps

1. Click on Copy link to share the link. 

2. Share by Ctrl+V or by copy-pasting in your email, slack, support chat, etc. 

2. Only users with access can view

This option restricts accessing the guide to specific learners whom you authorize. You can make the guide accessible to your learners by directly choosing from your account or authorizing them through their email address. 

Method 1: Add learners via email

In this method, you will have to first add the learner via email.  

Steps

1. Click on add learner via email. 

2. Enter the learner’s email address in the Enter Email box and the name in the Enter name (optional) box.

3. Click Add Learner

4. Click on the Copy Link to share the link.

Important: The added learner will not receive an invitation email. But once they click on the shared link, they will be taken to a login page, where they will have to sign up with the email, that you provided while adding the learner.

Once this is done, the user will be added as a learner.

Note: Once you shift the privacy settings to Only users with access can view, then any guides embedded externally, will start showing a login page. 

Method 2: Add learners from your account

This method can only be accessed if you are part of the Plus, Grow, and Business plan and you have access to learners and learner groups.

Steps 

1. Enter the learner name in the search box and select the appropriate learner from the results. 

Note: If the learner name does not show up in the search results. The intended user might not be a learner yet. 

2. Once, the learner is added, click on Copy Link to share the link.

Important: the learner will not receive an email. But once they click on the shared link, they will be taken to a login page, where they will have to sign up with the email and also enter OTP which will be sent to their email address. 

Method 3: Give access to a learner group

Note: A learner group is a group of learners set up based on user persona. This feature is only available from Plus, Grow, and Business plan.

Steps: 

1. Navigate to the Learner group tab 

2. Enter the Learner group name  in the search box and select the appropriate learner group from the results

3. Click on Copy link to share the link 

3. Disable External Sharing

This option lets you revoke access to a previously shared link. Once disabled, anyone who had access to the link will no longer be able to view the guide. This makes it accessible to the admin/ user who created.

Note: This feature can be used to disable access to a guide, instead of deleting the guide from the platform.  The guide will remain in Published State in your folder.