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

# Creating and managing a workspace

> How to set up a workspace, configure building permissions, add members, and curate apps.

<Frame caption="Walkthrough: creating and configuring a workspace.">
  <iframe src="https://drive.google.com/file/d/16CdJk_Sqt0pErskETdVcXw73-OmfNgeM/preview" frameborder="0" allow="autoplay" allowfullscreen="" style={{ width: "100%", maxWidth: "720px", aspectRatio: "16 / 9", margin: "1.5rem auto", display: "block" }} />
</Frame>

Workspaces are the home for a class, team, or group inside an organization. They hold members, apps, activity, and the building permissions that govern what members can do. Creating one takes a minute. Managing one well is the work that pays off all year.

<Note>
  **Workspace creation requirements**

  You need to be an org member with workspace creation permission. If you do not see the **New Workspace** button on your org dashboard, ask your org admin.
</Note>

## How to create a workspace

<Steps>
  <Step title="Go to your organization dashboard" icon="layout-dashboard">
    The dashboard lists your existing workspaces, apps, collections, and members.
  </Step>

  <Step title="Click New Workspace" icon="plus">
    The button is in the top right of the Workspaces tab.

    <Frame>
      <img src="https://mintcdn.com/playlabai/N_qf0YRGPeXGUWqu/images/v2/newworkspacefrommenu.png?fit=max&auto=format&n=N_qf0YRGPeXGUWqu&q=85&s=82e6f44fd86f533d657df4bbb9e1c182" alt="The Workspaces tab on the org dashboard with the New Workspace button highlighted." width="500" className="mx-auto" data-path="images/v2/newworkspacefrommenu.png" />
    </Frame>
  </Step>

  <Step title="Name the workspace and add a description" icon="pencil">
    The name shows up in members' dashboards. Pick something easy to identify. The description helps you and your members remember what the workspace is for.
  </Step>

  <Step title="Set member permissions" icon="user-check">
    Review the four toggles. See [Building permissions](#building-permissions) below for what each one does.
  </Step>

  <Step title="Click Create new Workspace" icon="check">
    You land on the workspace home page with empty Members and Apps tabs ready to fill.
  </Step>
</Steps>

<Frame caption="The Create new Workspace form.">
  <img src="https://mintcdn.com/playlabai/N_qf0YRGPeXGUWqu/images/v2/newworkspace.png?fit=max&auto=format&n=N_qf0YRGPeXGUWqu&q=85&s=eb505b9864c1758e26314da2f1be5e0d" alt="The Create new Workspace modal with Name and Description fields, four member-permission toggles, and Cancel and Create new Workspace buttons." width="500" className="mx-auto" data-path="images/v2/newworkspace.png" />
</Frame>

## Workspace roles

A workspace has three roles:

**Owner**

The workspace creator by default. Can do everything — invite members, manage apps, change permissions and settings — plus delete the workspace. Ownership can be transferred, and a workspace can have more than one Owner.

**Facilitator**

Day-to-day management without the ability to delete the workspace. Can manage participants and apps, view and export activity and insights, and review moderated content. Best for co-teachers and admin support.

**Participant**

The default role for invited people. Can use the apps shared in the workspace and, depending on building permissions, may be able to build their own.

For the full role-to-permission matrix, see [Workspace roles and permissions](/features/Workspace%20Roles%20and%20Permissions). For org-level roles that span workspaces, see [Org permissions and roles](/features/Org%20Permissions%20and%20Roles).

## Adding members to a workspace

Two paths:

1. **Add Members.** From the Members tab, click **Add Members**, type or paste emails, set permissions, and send. Recipients get an email invite.
2. **Create Invite Link.** From the same tab, click **Create Invite Link**. Pick the permission level the link grants. Anyone who clicks the link joins with that permission.

For full instructions, see [Adding members to a workspace](/getstarted/Adding%20Members%20to%20your%20Workspace).

## Adding apps to a workspace

You can add existing apps to a workspace as well as create new ones inside it.

To create a new app, go to the Apps tab and click **New App**. The app is created inside this workspace.

To add an existing app, go to the Apps tab and click **Add Apps**. Search for an app you have access to (yours, shared with you, or part of a Collection you have added). Pick it and confirm. The app appears in the workspace and members can use it.

For the deeper guide on cross-workspace use, see [Using an app across multiple classes](/features/Cross-Workspace%20App%20Use).

## Building permissions

The four toggles you set on workspace creation are:

1. **Build Apps.** Members can create their own apps in this workspace. Turn on for classes where students are creating apps as part of the curriculum.
2. **Members can see each other's apps.** Members can browse apps built by other members. Useful when collaboration is part of the learning; off when individual work matters.
3. **Share apps outside the workspace.** Members can always share their app with other members inside the workspace — this toggle controls whether they can also share it with users *outside* the workspace.
4. **Manage own apps.** Members can view moderated messages and delete their own apps. **Recommended for adults only.**

You can change these any time from the workspace settings. For more, see [Workspace building permissions](/getstarted/Workspace%20Building%20Permissions).

## Organizing your workspaces

Common patterns:

**One workspace per class section.** A teacher with three sections of Algebra 1 creates three workspaces. Activity stays segmented. Each section sees only its own work.

**One workspace per project or unit.** A multi-week PBL unit gets its own workspace. Apps and activity for that unit live together.

**One workspace per grade level.** A school admin creates a workspace per grade. Teachers in that grade are Members. Apps relevant to the grade are added.

**One workspace per cohort.** Useful in higher ed and adult learning where cohorts cycle through programs.

Pick the pattern that matches how you already group students. Workspaces work best when their boundaries match a real grouping you use anyway.

## Best practices

A few things teachers have asked about and that have worked:

Set conservative building permissions to start. Turning a toggle on later is easy. Walking back student access after they have built apps is harder.

Archive workspaces at the end of a unit or year — the workspace stops being active in members' dashboards while activity history stays available to admins.

## Key points

<Info>
  * Workspaces are containers for a class, team, or project
  * Four toggles set what members can do — review them on creation; change anytime
  * Add members through org search, email invite, or invite link
</Info>

## FAQ

<AccordionGroup>
  <Accordion title="Can I delete a workspace?">
    Yes. From the workspace settings, scroll to the bottom and click **Delete Workspace**. Activity history is retained for the org admin even after deletion. Apps owned inside the workspace are reassigned to the workspace owner.
  </Accordion>

  <Accordion title="Can I change building permissions partway through a class?">
    Yes. The change applies going forward. Existing apps stay where they are. Members keep what they had built up to the change.
  </Accordion>

  <Accordion title="What happens when a member leaves the org?">
    They are removed from all workspaces in that org. Their apps and activity stay in place. The workspace owner sees the apps as orphaned and can reassign or archive them.
  </Accordion>

  <Accordion title="Can I have unlimited workspaces?">
    Partner orgs have a generous default ceiling. If you hit a limit, your org admin can request more from your Learning Partner.
  </Accordion>

  <Accordion title="How do I archive a workspace I'm no longer using?">
    From workspace settings, click Archive. The workspace becomes read-only for members. Activity history stays accessible to admins.
  </Accordion>

  <Accordion title="Can I move members between workspaces in bulk?">
    Yes. From the org Members tab, select multiple members with checkboxes and use Move to Workspace. The same flow works for removing in bulk.
  </Accordion>
</AccordionGroup>

***

Last updated: 06-17-2026

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