Overview

You can add individual users directly to a site's visibility in addition to adding an audience to sie visibility.

Site visibility now supports both audiences and individual users together. You can add up to 30 individual users to site visibility, alongside any audiences you have already selected.

Why this matters

• Less friction. You no longer need to create a new audience just to give a small number of people access to a site.

• More flexibility. Site visibility supports both existing audiences and individual users at the same time.

• Familiar entry points. Add individual users while creating a new site or while managing an existing one.

What's changing

Eligible roles now do two things on-site visibility:

• Add individual users directly to a site's visibility.

• Continue leveraging existing audiences alongside individual users.

Who can add individual users to site visibility

The following roles can add individual users to a site's visibility:

• App Managers

• Feature owners for Manage Sites or Create Sites.

• System ACG | All Organization | Manage Sites

  • Managers or Admins

• System ACG | All Organization | Create Sites

  • Managers or Admins

Whose users you can add depends on your role

ACG managers and admins can only add users who fall within their ACG's target audience. During site creation, the eligible users are determined by both the Manage Site ACG and the Create Site ACG.

• If you have Custom ACG's set up for Manage Sites or Create Sites, the managers and Admins within these ACG's can only add users contained within the audience of said ACG.

• Example: Susan is a Manager for the Manage Sites ACG for the People leaders and Executive team audiences. Susan can add individual users to site visibility for the sites she manages as long as they are in the People Leaders or Executive team audience.

App managers and feature owners can add any user in the organization.

How it works

Where you can add individual users

Individual users can be added in two places:

• During the Create Site flow when you set up a new site.

• From Manage Site after a site has been created.

How site visibility is shown

• When you add individual users, the count of the site's target audience is automatically updated.

• Individually added users are not visible as a separate audience construct. They exist only as part of the system-managed hidden audience.

Add individual users when creating a site

1. Click the plus (+) icon in the side navigation.

2. Select Sites from the menu.

3. The Add Site form is displayed.

4. Fill in the mandatory fields: Site Name and Site Category.

5. Go to the Site visibility section. You will see two options: Browse Audiences and Add User.

6. Click the Add User link. A list of users appears, based on your permissions and access scope.

7. Select users by searching for specific people, or by using the checkboxes to select multiple. Multiple users can be selected, up to the allowed limit of 30.

8. Click the Done button. The selected users are added as Individual Users in Site visibility.

9. Click the Add Site button. The site is created with the selected individual users.

Manage individual users after creating a site

Once a site exists, anyone with the right privileges can go to Manage Site to:

• View all individually added users.

• Add more users, up to the maximum of 30.

• Remove users who no longer need access.

Limits and rules

Number of users

• Minimum: 1 individual user.

• Maximum: 30 individual users per site.

• If you try to add more than 30 users, the system blocks the action and shows a warning message.

Sites with only individual users

A site can be created using only individual users, with no audiences selected. This is supported.

In this case, management permissions are still derived from the Manage Site ACG and the audience mapping of those users.

Membership and subscriptions

Individually added users are not subscribed to the site automatically. To make them members or followers, add them manually from the site itself.

Important: Individually added users are available to be added manually as members or followers of the site, but they are not directly available for use in content restriction, send notification, or must-read features. Once added as members or followers, they become part of the system audiences (such as members and followers) and can then be used in content restriction, must-read, and send notification.

How permissions are recalculated

When you add individual users

Adding individual users to a site triggers a re-evaluation of site management permissions. As a result, some ACG managers may gain or lose manage access depending on the new audience composition for the site.

When ACG audiences change

If the target audience of an ACG changes, site management permissions are recomputed. This may result in gain or loss of manage permissions for ACG admins.

Site owners and Site managers

Site Owners and Site Managers are not affected by these changes. Their permissions are tied to their site membership, not to the visibility of the site.

Troubleshooting

If something does not work as expected when adding individual users, check the sections below for common issues and resolutions.

The Add user option is not visible

• Why this happens: Your role does not have permission to add individual users to this site. Only feature owners, app managers, and ACG managers or admins for Create Site, Manage Site, or Add Site can add individual users.

• How to fix it: Ask a feature owner, app manager, or appropriate ACG manager to add the users for you, or request access if you should have it.

A user I want to add is not in the list

• Why this happens: ACG managers and admins can only add users who fall within their ACG's target audience. If a user falls outside that audience, they will not appear in the picker.

• How to fix it: If you need to add a user outside your ACG scope, ask an app manager or feature owner to do it on your behalf, since they can add any user in the organization.

The system blocks me from adding more users

• Why this happens: A site can have a maximum of 30 individual users. If you try to add more than 30, the system does not allow it and shows a warning message.

• How to fix it: Remove users who are no longer needed to free up space within the 30-user limit, or use an audience for visibility instead of individual users.

The Subscription section is disabled

• Why this happens: When a site is set up with individual users only and no audiences, subscriptions do not apply.

• How to fix it: If you want subscription behavior, add an audience to the site visibility. If you want the same individual users to be members or followers, add them manually from the site.

An individual user cannot receive a must-read or notification

• Why this happens: Individually added users cannot be directly targeted by content restriction, send notification, or must-read features until they are added as members or followers.

• How to fix it: Add the user as a member or follower of the site. They then become part of the system audiences and can be used in those features.

My ACG manager access changed unexpectedly after a site was updated

• Why this happens: When individual users are added to a site or when ACG target audiences change, site management permissions are recalculated. This can cause some ACG managers to gain or lose manage access based on the new audience composition.

• How to fix it: Review the site's current visibility and your ACG's target audience. If access was lost in error, contact your app manager to confirm or adjust the configuration.

A user I added through an audience also shows in the individual user picker

• Why this happens: Users who are already included through a selected audience will still be visible in the user picker. This is current behavior and will be enhanced in later releases.

• How to fix it: No action needed. The user already has visibility through the audience.

Frequently asked questions

Q: What is the difference between an audience and an individual user in site visibility?

Ans: Site visibility supports both. An audience targets a defined group of users. An individual user is a specific person added directly to the site without going through an audience. You can use audiences and individual users together on the same site.

Q: How many individual users can I add to a site?

Ans: Between 1 and 30 individual users per site. If you need more than 30 people to have access, use an audience instead, or in addition to your individual users.

Q: Can I create a site with only individual users and no audience?

Ans: Yes. A site can be created using only individual users. Site management permissions are still derived from the Manage Site ACG and the audience mapping of the users you added.

Q: Are individually added users subscribed to the site automatically?

Ans: No. Adding a user as an individual gives them visibility of the site but does not subscribe them. To make them members or followers, add them manually from the site.

Q: Can I send a must-read or notification to an individually added user?

Ans: Not directly. Once you add the user as a member or follower of the site, they become part of the system audiences and can then be included in content restriction, send notification, and must-read features.

Q: Why can't I see all users in the picker?

Ans: If you are an ACG manager or admin, the user picker shows only users who fall within your ACG's target audience. App managers and feature owners can see and add any user in the organization.

Q: Will Site Owners or Site Managers lose access if individual users are added?

Ans: No. Site Owners and Site Managers retain access regardless of changes to site visibility. Their permissions are tied to their site membership, not to who can see the site.

Q: Why did some ACG managers lose access after I updated a site's visibility?

Ans: Adding individual users or changing ACG target audiences triggers a recalculation of site management permissions. As a result, some ACG managers may gain or lose manage access depending on the new audience composition.