--- title: "Setting up question banks" slug: "setting-up-question-banks" tags: ["Totara Learn", "Content Creator", "Explainer"] updated: 2026-08-13T16:01:17Z published: 2026-08-13T16:01:17Z canonical: "totara.help/setting-up-question-banks" --- > ## Documentation Index > Fetch the complete documentation index at: https://totara.help/llms.txt > Use this file to discover all available pages before exploring further. # Setting up question banks Questions created within a [quiz](/totara-20/docs/set-up-a-quiz-activity) are stored within a question bank, allowing course managers and trainers to reuse questions within other quizzes. [Questions](/totara-20/docs/adding-quiz-questions) are organised into categories within the question bank. A category can exist at four different levels or contexts within the site, including: - Quiz - Course - Course category, and - System level Questions can be reused within the specified category. For example, if a question has been saved in the system level category, it can be reused in quizzes across in the site. If a question has been saved in the course level category, it can only be used in other quizzes in that course. Question banks can be created or edited via *Course administration > Question bank* or via *Quiz administration > Question bank.* ## [Embedded content](https://www.youtube.com/embed/-xW5dugP0Aw?&wmode=opaque&rel=0)Questions When viewing the questions within a question bank, you can edit questions, move questions between categories, view different categories and add new questions. Use the icon of two documents (![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635246057508.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D)) to duplicate a question, then edit or move the new question between categories as required. ![Setting up a question bank.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635245604581.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D) By default, quiz questions are added to the course level category, but can be moved between categories as required. ## Categories The **Edit categories** page lists all accessible categories, displays the number of questions stored within each category, and provides the ability to edit, delete a category or add new categories within any of the four contexts. The category levels displayed and available to a user will depend on their access rights. Please see [roles](/totara-20/docs/what-are-roles) for more information. ### Adding a category When adding a new category, first choose the **Parent** **category**. Placing a category in another category makes it a sub-category of the parent, selecting **Top** will create the category as a top or parent level category. Enter a **Name** for the category, optionally enter a brief description of the new category via the **Category** **info** field and choose **Add category**. ![Editing the quiz categories.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635245480753.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D) Create new sub-categories to organise quiz questions and to make best use of the **Add random question** option when [adding quiz questions](/totara-20/docs/add-quiz-questions). By creating multiple sub-categories, questions can be grouped into different subjects, types or levels of difficulty, so quizzes using the random question selection option will include the right mix of questions, every time a learner begins a new attempt. ![Adding a new question from a question bank.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635245468991.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D) By default, trainers can only manage quiz questions in the course context. To provide full question bank access to course managers or content creators, administrators can create a system level access right via a custom [role](/totara-20/docs/what-are-roles). 1. Under *Quick-access menu* *> Users > Permissions > Define roles* select the **Add a new role** button. 2. Enter a name for the role (such as Quiz Manager) and select the **System** context checkbox. 3. Set the following capabilities to **Allow**: - *question:add* - *question:editall* - *question:managecategory* - *question:moveall* - *question:viewall* - *question:useall* 4. Click the **Create this role** button. 5. Under *Site administration > Users > Permissions > Assign system roles,* assign the new role to the required individual(s). Note that users will still need to have an editing trainer role in the required courses. ### Moving a category Move a sub-category within a context and between contexts using the arrow icons (![Move icons within Quiz question banks categories area](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635246128729.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D)). The last category in a context cannot be moved, there must always be at least one category in a context. ### Deleting a category Delete a sub-category within a context using the cross icon (![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635246155636.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D)). The last category within a content cannot be deleted. When attempting to delete a category containing a question, an on-screen message will provide a prompt to move questions to another category before deletion. ## Import and export Please see [Import and export quiz questions](/totara-20/docs/import-and-export-quiz-questions) for more information about importing and exporting quiz questions. ![Course badge](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/course-badge_getting-started-with-quizzes.svg?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A36Z&se=2026-11-06T07%3A09%3A36Z&sr=c&sp=r&sig=tjLknlB9uzuEtpoIfh9fIgFUxSYcQ%2F5Xwig2e2zB7hY%3D)There are two courses in the Totara Academy about using quizzes in Totara Learn, [Getting started with quizzes](https://totara.community/course/view.php?id=639) and [Advanced quiz](https://totara.community/course/view.php?id=262) Using these courses you can learn more on how to use these features, 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. © Copyright 2025 Totara Learning Solutions. All rights reserved. Some content originally obtained via [GPLv3 license](https://www.gnu.org/licenses/licenses.html#GPL) and continues to be available under GPLv3. All other content is the sole copyright of Totara Learning Solutions.