---
title: "Main menu custom access rule settings"
slug: "main-menu-custom-access-rule-settings"
tags: ["Totara Platform", "Reference", "Site Administrator"]
updated: 2026-08-13T16:01:06Z
published: 2026-08-13T16:01:06Z
canonical: "totara.help/main-menu-custom-access-rule-settings"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://totara.help/llms.txt
> Use this file to discover all available pages before exploring further.

# Main menu custom access rule settings

When [adding](/totara-20/docs/add-a-main-menu-item) or [editing](/totara-20/docs/edit-main-menu-items) a main menu item you can choose to [set up a custom access rule](/totara-20/docs/custom-access-rule-for-main-menu-item). This allows you to control access to a main menu item based on role, audience, or one of the preset rules.

The following settings are available when creating or editing custom rules.

## Access controls

| **Setting** | **Description** | **Notes** |
| --- | --- | --- |
| Restrict access | Access controls are used to restrict which users can view the menu item. **Restrict access** determines how the following criteria are applied. - When set to **any**, users will be able to see this menu item if they meet any one of the enabled criteria below. - When set to **all**, users will only be able to see this menu item if they meet all of the enabled criteria below. | - |

## Restrict access by role

| **Setting** | **Description** | **Notes** |
| --- | --- | --- |
| Restrict access by role | Tick this box at the top to enable access to be restricted by role. | The other settings will not be editable until you tick this box. |
| Role aggregation | Determines whether the user must have all of the selected roles, or any of the selected roles. | - |
| Context | This setting allows you to specify where a user must have a role assigned in order to view the menu item. - **Users must have role in the system context:** The user must be assigned the role at a system level (i.e. at a site-wide level) to be able to view the menu item. - **User may have role in any context:** A user can view the item when they have been assigned the selected role anywhere in the system. | - |
| Roles with permission to view | This criteria allows you to restrict access to the menu item based on the roles a user has been assigned. You can select as many roles as you like, and use the other supporting settings to determine how Totara checks those roles. | - |

## Restrict access by audience

| **Setting** | **Description** | **Notes** |
| --- | --- | --- |
| Restrict access by audience | Tick this box at the top to enable access to be restricted by audience. | The other settings will not be editable until you tick this box. |
| Audience aggregation | Determines whether the user must be a member of all of the selected audiences, or any of the selected audiences. | - |
| Add audience | Click this button to browse or search for an audience to add. Select the audience(s) you wish to add, then click **OK**. | - |

## Restrict access by preset rule

| **Setting** | **Description** | **Notes** |
| --- | --- | --- |
| Restrict access by preset rule | Tick this box at the top to enable access to be restricted by preset rule. | The other settings will not be editable until you tick this box. |
| Preset rule aggregation | Determines whether the user must meet all of the selected preset rules, or any of the selected preset rules. | - |
| Conditions required to view | This setting allows you to restrict access to the menu item using one or more predefined rules. The available rules include: - User is logged in - User is not logged in - User is logged in as guest - User is not logged in as guest - User is Site Administrator - User can view Required learning menu item - User can view Team menu item - User can view Reports menu item - User can view Certifications menu item - User can view Programs menu item - User can view All appraisals menu item - User can view Latest appraisal menu item - User can view Performance menu item - User can view 360° feedback menu item - User can view Goals menu item - User can view Learning plans menu item | - |

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