Visibility Settings & Access Rules
Visibility Settings and Access Rules control who can see and book your products in Kaptio. They work the same way on both Packages and standalone Services (Items), making them the single mechanism for restricting access across your catalog.
When to Use This Guide
Use this guide whenever you need to restrict a package or service to specific channels or accounts — whether you’re hiding a bundle from consumer search, limiting a service to a particular travel agent, or troubleshooting why a product isn’t appearing in search results.
Core Concepts
Visibility Setting
Every Package and Service record has a Visibility Setting field that controls whether the product is universally searchable or restricted.
| Value | Label | Behavior |
|---|---|---|
VisibleForAll | Visible for All | Default. The product appears in search for all channels and accounts. No further access configuration is needed. |
Restricted | Restricted | The product is hidden from search by default. If an Access Rule with channel/account assignments is linked, only matching users can see it. If no Access Rule is assigned (or the rule has no assignments), the product is completely hidden from everyone. |
Package field: Package__c.VisibilitySetting__c
Service field: Item__c.VisibilitySetting__c
Access Rule
An Access Rule (AccessRule__c) defines which channels and/or accounts are allowed to see and book a product. Access Rules only take effect when the Visibility Setting is Restricted — if a product is set to Visible for All, the Access Rule field is ignored.
Key Behavior: Setting Visibility to Restricted without assigning an Access Rule (or assigning one with no channel/account assignments) will make the product completely invisible to everyone. This is the simplest way to hide a product from all search results.
Access Rules are reusable. You can create one rule and assign it to multiple packages or services.
Setting Up an Access Rule
Step 1: Create the Access Rule Record
Navigate to the Access Rules tab and create a new AccessRule__c record. Give it a descriptive name (e.g. “B2B Agents Only” or “Premium Channel Exclusive”).
Step 2: Assign Channels
Create one or more Channel Access Rule Assignment (ChannelAccessRuleAssignment__c) records to link specific channels to the rule. Only users searching through these channels will see restricted products.
Step 3: Assign Accounts (Optional)
If you need account-level granularity, create Account Access Rule Assignment (AccountAccessRuleAssignment__c) records. This restricts visibility further to specific travel agent accounts or partner accounts within the assigned channels.
Step 4: Link the Rule to a Package or Service
On the Package or Service record:
- Set Visibility Setting to Restricted
- Select the Access Rule in the Access Rule (
AccessRule__c) lookup field
The product will now only appear in search for users matching the rule’s channel and account assignments.
Note: If your goal is to completely hide a product from all search, you only need Step 1 — set Visibility to Restricted and leave the Access Rule field empty. Steps 1–3 (creating and assigning an Access Rule) are only needed when you want to grant selective access to specific channels or accounts.
Applying to Packages
Set the Visibility Setting and Access Rule directly on the Package record. When a package is restricted:
- Only channels and accounts linked to the Access Rule can find the package in Package Search
- The restriction applies to the entire package, including all its components and services
Package-Level Rules Override Service-Level Rules
If a package has a Restricted visibility with an Access Rule, that rule takes precedence over any access rules set on the individual services within the package. The package-level restriction is the controlling gate.
For full package configuration details, see the Package Configuration guide.
Applying to Standalone Services
Set the Visibility Setting and Access Rule on the Service (Item) record. This controls who can see and add the service when using Itinerary Builder or Costings — contexts where services are selected independently, outside of a package.
When a service is part of a package, the package’s own visibility setting governs access (see override rule above). The service-level rule only applies when the service is being used standalone.
For full service setup details, see the Supplier & Service Setup guide.
Common Use Cases
| Scenario | Configuration |
|---|---|
| Hide a package, bundle, or service from all search | Set Visibility to Restricted and do not assign an Access Rule. The product will be completely hidden from everyone. |
| Show a bundle only to internal agents | Set Visibility to Restricted. Create an Access Rule and assign only internal/agent channels. |
| Restrict a package to specific travel agents | Set Visibility to Restricted. Create an Access Rule and assign the relevant agent accounts. |
| Limit a standalone service to certain channels | Set Visibility to Restricted on the service. Assign an Access Rule with the appropriate channel assignments. |
| Make a product universally available | Set Visibility to Visible for All. No Access Rule needed. |
Troubleshooting
Restricted Package Still Appearing in Search
| Symptom | Likely Cause | Resolution |
|---|---|---|
| Package appears for everyone despite being Restricted | The Access Rule has broad channel assignments that match all search contexts | Review the Access Rule’s channel and account assignments — narrow them to only the intended audiences |
| Package appears in the Name Lookup but not in search | This is expected behavior. The Package Name lookup field only checks Active = true and does not apply visibility filtering. | No action needed — this is by design. See the Search Troubleshooting guide for details. |
Access Rule Not Taking Effect
| Symptom | Likely Cause | Resolution |
|---|---|---|
| Access Rule is assigned but product is still visible to everyone | Visibility Setting is still set to Visible for All | Change Visibility Setting to Restricted — the Access Rule is only evaluated when visibility is Restricted |
| Access Rule is assigned and Restricted is set, but product is invisible to everyone | The Access Rule has no channel or account assignments | Add the appropriate channel and/or account assignments to the Access Rule |
Package Search Loads Without a Channel Pre-Selected
When Package Search loads without a pre-selected channel, it searches across all channels. If a Restricted package has an Access Rule with any channel assignments, it may still appear in this unfiltered view. To fully hide it, ensure the Access Rule’s assignments are limited to only the intended channels.
Schema Reference
| Object | API Name | Purpose |
|---|---|---|
| Access Rule | KaptioTravel__AccessRule__c | Defines which channels and accounts can access restricted products |
| Channel Access Rule Assignment | KaptioTravel__ChannelAccessRuleAssignment__c | Links a channel to an access rule |
| Account Access Rule Assignment | KaptioTravel__AccountAccessRuleAssignment__c | Links an account to an access rule |
| Package | KaptioTravel__Package__c | .VisibilitySetting__c and .AccessRule__c fields control package visibility |
| Service (Item) | KaptioTravel__Item__c | .VisibilitySetting__c field controls service visibility |
Related Guides
- Package Configuration — Complete Guide — Full package setup including visibility fields
- Package Fundamentals — Core package concepts and access controls
- Search Troubleshooting — Diagnostic flowchart for search issues including visibility restrictions
- Supplier & Service Setup — Service-level configuration including visibility