Workspace Owner quick-start guide

Getting started

Workspace Owner is one of the roles available in Totara Engage. This role is assigned to any user who creates a workspace, or a user who has workspace ownership transferred to them.

Let's take a look at how you can set up and run your own workspace.

Creating your workspace

Before creating your workspace, you need to decide which type of workspace you would like to create, i.e. whether the workspace is public, private, or hidden.

Once you've decided, you can either create a public workspace or create a private/hidden workspace.

After creating a workspace, you will have the Workspace Owner role for the workspace.

Find out more about creating workspaces in the dedicated workspaces course on the Totara Academy.

Adding content

One of the reasons to use workspaces is that users can create and share their own content with other users. However, when you add your first users, you probably don't want them to see an empty workspace.

To get users started, you may want to add some examples of the type of content you'd like to see in the workspace. This content will be available to members in the workspace library.

• Create a resource
• Create a playlist
• Create a survey

You may also want to start some discussions for members to participate in.

Find out more about adding Totara Engage content in the dedicated course on the Totara Academy.

Configuring workspace notifications

Before adding users to your workspace (or making it available for users to find), you should configure the workspace's notifications to determine which events will trigger notifications. For example, you may want users to be notified when they are added to the workspace, or you may want to disable the notification members would receive when a new discussion is started.

Check the full list of workspace notifications and their recipients and decide which you want to use in your workspace.

Adding workspace members

If you chose to create a public workspace, you may just want your site's users to find and join the workspace of their own accord (or request to join). Alternatively, you may want to choose which users are added to a private workspace. You can do this by adding individual users, or by adding users in bulk based on audience membership.

Running the workspace

As a Workspace Owner you will have a number of responsibilities - you are ultimately responsible for keeping the workspace running smoothly. This includes ensuring the right people have access to the workspace, and moderating any content workspace members post and share.

You will need to:

• Approve or reject any requests to join the workspace (if your workspace is private)
• Remove members if required
• Manage content in the workspace library
• Delete inappropriate comments on content or in discussions

If you find you don't have time to run the workspace, you can transfer workspace ownership to another user on your site.