Multitenancy tenant roles

If you have multitenancy enabled on your site there are two additional roles available. These two roles can be assigned to users within tenants.

Tenant Domain Manager: This user can create content and audiences within the tenant and customise the tenant theme
Tenant User Manager: This user can manage other users within the tenant, including adding and deleting users and resetting passwords

Capability summary

The drop down below lists the standard capabilities for the Tenant Domain Manager and the Tenant User Manager. These capabilities can be viewed by going to the Quick-access menu > Permissions > Capability overview.

Tenant Domain Manager

Capabilities

Access samples page

Access any program

Access the performance activities management interface

Add and remove audience members

Add content marketplace

Administrate all workspaces

Audit program messages

Clone Program

Clone existing workflows

Configure certification

Configure certification details

Configure program assignments

Configure program content

Configure program messages

Create Approval Workflow

Create certification

Create courses

Create hidden workspace

Create performance activities

Create playlist

Create private workspace

Create programs

Create resource

Create survey

Create workflows

Create workflows from templates

Create workspace

Create, delete and move audiences

Create, edit and delete report builder reports

Delete certification

Delete programs

Delete survey

Edit program details

Handle program exceptions

Hide/show programs

Join a public workspace

Manage API client settings

Manage API clients

Manage audience-based visibility

Manage categories

Manage comment notifications

Manage form plugin lookup tables

Manage inappropriate content

Manage theme settings

Manage workflows

Move applications to a different workflows

Override export formats at report level

Remove playlist

Request to join private workspace

Save workflows as templates

See hidden categories

Share playlist

Share resource

Share survey

Unlink playlist

Update survey

View API documentation

View archive

View course overview report

View hidden certifications

View hidden programs

View participants in tenant domain

View workspaces

Tenant User Manager

Capability Name

Create tenant users

Upload tenant users

View tenant details

Delete users

Edit user messaging profile

Edit user profile

Manage user logins

View user full information

View hidden details of users

View user last ip address

Assign roles to users

Review permissions for others

View and manage engage resources and surveys

View report for the most engaged users

View workspaces engagement and activity

View report for the most engaging content

View playlists engagement report

See full user identity in lists

Note, on new Totara sites Tenant Domain Managers will be able to use report builder by default, but if you have upgraded from an earlier version of Totara you will need to assign the totara/reportbuilder:managereports capability to the Tenant Domain Manager role.

To highlight the key differences between the tenant roles:

The Tenant User Manager is focused on user lifecycle management, such as creating, updating, or deleting user accounts within their tenant and assigning roles.
The Tenant Domain Manager has broader access across the tenant domain, including content configuration, report visibility, and dashboard management.

Next steps

The Totara Academy has a whole course dedicated to using Multitenancy in Totara. Here you can learn more on how to set up and use tenants, see best practice, and give it a go yourself.

Join the Totara Community for more resources to help you get the most out of Totara.