---
title: "Workspace roles"
slug: "workspace-roles"
tags: ["Explainer", "Participant", "Totara Engage"]
updated: 2026-10-15T07:33:00Z
published: 2026-10-15T07:33:00Z
canonical: "totara.help/workspace-roles"
---

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

# Workspace roles

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There are two [roles](/19/docs/what-are-roles) within Totara Engage [workspaces](/19/docs/what-are-workspaces). Typically (but not always) there will be a Workspace Owner, and there will be any number of members participating in the workspace.

## Workspace Owner

Each workspace should have a single Workspace Owner. While a workspace doesn't technically require a Workspace Owner, a Workspace Owner is able to administer the workspace in a number of ways.

The Workspace Owner is able to:

- Edit the workspace
- Remove content from the library
- Moderate discussions
- Add and remove workspace members
- Approve or reject requests to join for private workspaces
- Transfer ownership of the workspace to another user

## Workspace members

Members can join public workspaces of their own accord or be added by the Workspace Owner, while to join private workspaces they need to be added or have their request to join approved by the Workspace Owner.

As a workspace member you can view the workspace's [library](/19/docs/what-are-libraries) and [participate in discussions](/19/docs/participate-in-discussions). When joining a workspace as a member, the member will automatically be assigned the [role of Learner](/19/docs/default-roles).

Workspace members are given the **Learner** role. If you don't want members to be able to add resources to workspaces, remove the **Link a resource/survey with workspace (container/workspace:libraryadd)** capability from the **Learner** role.

  
  

You can create a new role based on the **Learner** role with the **Link a resource/survey with workspace** capability set to **Allow**, then assign this at the system level to any users you'd like to add resources.

## Workspace capabilities

The actions related to various workspace functions are all associated with [capabilities](/19/docs/capability-overview), meaning you can give these capabilities to different user roles to let them complete certain tasks in workspaces.

Workspace-specific capabilities such as **Add member to workspace (container/workspace:addmember)** cannot be assigned at the system level to roles like Authenticated Users or Learners. These capabilities only function when assigned within the context of individual workspaces.

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Join the conversation on [workspaces](https://totara.community/course/view.php?id=891) in the Totara Community.

The Totara Academy has a whole course dedicated to using [Workspaces in Totara](https://totara.community/course/view.php?id=891). Here you can find out more about setting up and using workspaces, see best practice, and give it a go yourself.

Join the [Totara Community](https://totara.community/) for more resources to help you get the most out of Totara.

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