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Every Playlab app starts private. Only you and your organization’s Owners can see it until you take action to share or publish. This page explains who can see what, why org Owners still have visibility, and how to move from private to shared.

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Who can see your app

Yellow blocks see the app from creation. The rest open up only after you share, add, or publish. For details on publishing and visibility levels, see Publishing your app. Filtering your app list. These same scopes appear as filter tabs wherever you browse apps — All, Built by me, Shared with me, Built in my org, and Shared with my org. They only ever surface apps you already have permission to see. See Finding apps in Navigating Playlab.

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Going from private to shared

The Share Amazing Teacher App modal with a banner reading 'Your app is NOT published' and a Publish button, a search field for a user, group, or organization, a USERS (1) list showing Wyman Khuu as Owner, and a Done button.

The Share modal. While an app is unpublished, only you and your org's Owners can see it — search to share with a person, group, or org, or click Publish to open it up.

You have several ways to share an app, each with different reach: Share with one person. Use the Share modal. They get Viewer or Editor access. See Sharing with individuals. Share with a workspace. Add the app to the workspace’s Apps tab. Members of that workspace can use the app. See Cross-workspace app use. Share with a group or organization. Use the Share modal. The whole group or org gets Viewer access. See Sharing with groups and orgs. Publish broadly. Set visibility to Organization or Public. See Publishing. You can combine these. An app can be Public and also shared with specific Editors in your org. The most permissive setting wins.

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Why org Owners still see your app

Org Owners have always-on visibility for trust and safety reasons. If a student conversation in any app is flagged, an Owner needs to be able to find the conversation, the app it came from, and the people involved. For most builders, the practical effect is small. The Owner sees the app in their org-level dashboard. They do not get notified when you create or edit it.
A Playlab workspace called 8th Grade Period B showing app cards (Vocabulary Vault, Essay Coach, Poetry Decoder) with a Your permissions tooltip listing the member's build, share, and management rights.

A workspace view with the Your permissions panel open. Each member sees what they can build, share, and manage in this workspace.

Owner visibility is read-only. They can view the app but not edit it. They cannot publish your app or change who has access.

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Key points

  • New apps start private to you and your org’s Owners
  • Sharing is an explicit action: Editor, Viewer, or add to a workspace
  • Org Owners always see your apps for trust and safety oversight

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FAQ

No. Org Owners keep visibility for trust and safety. The default is private from peers and members of your workspaces unless you share or publish.
Yes. Activity views show usage per app, including who used it and when. See Reviewing student activity per class.
Yes. Private apps do not appear in any search outside the owner’s view and the org Owner’s dashboard.
Yes. From the Share modal, click Export. You get a CSV of every individual, group, and organization with access, plus their permission level.
They lose access immediately. The app and its conversations are removed. Activity history is retained for compliance, visible only to org Owners.
No. Conversations are preserved. Privacy controls future access, not past records.
Last updated: 06-26-2026 Contact us at [email protected]