Article verified for Release 15.2 on November 14, 2025
This article explains how to assign user groups, question pools, tests, and testing sessions to one or more workspaces in YouTestMe GetCertified.
You will learn:
-
How each resource behaves when added to multiple workspaces
-
Which permissions are required
-
What special rules apply to sub-pools, test accessibility, and workspace-level publishing
-
How workspace membership affects visibility and management
How to Add a User Group to Multiple Workspaces
You can now assign a single user group to multiple workspaces, instead of only one. This allows better organization and flexible access control for instructors and administrators.
Key Rules
-
If a user has a workspace-level role permission Create and delete top-level user groups, but does not have that permission in their system role, then the group must belong to at least one workspace.
-
If the permission Create and delete top-level user groups exists in the system role, then the group does not require a workspace assignment.
- Subgroups automatically inherit all workspace assignments from their parent group. Workspace assignments cannot be modified at the subgroup level. To remove a subgroup from a workspace, you must remove the parent group from that workspace as well.
For detailed steps on creating and managing user groups, refer to How to Create a User Group.
How to Add a Question Pool to Multiple Workspaces
Question pools follow almost the same rules as user groups—you can assign a pool to one or more workspaces.
Key Rules
-
A pool can be assigned to multiple workspaces.
-
A sub-pool automatically inherits the workspaces of its parent pool.
-
Workspace assignments cannot be edited on the sub-pool level.
-
To remove a sub-pool from a workspace, you must remove the parent pool from that workspace.
-
For steps on creating and organizing question pools, refer to How to Create and Use Question Pools.
How to Add a Test to Multiple Workspaces
Tests can also be assigned to one or more workspaces, with several additional rules related to access and permissions.
Key Rules
-
Adding a test to a workspace controls which workspace instructors can access and manage the test.
-
To allow workspace instructors to manage a test, the test must be assigned to their designated workspaces.
-
Users with the system role permission Manage any test, survey, or training course can still access and manage a test regardless of workspace assignment.
-
To fully manage a test through a workspace, a user must also have the Fully manage permission within that workspace role.
-
If a test is assigned to multiple workspaces, the user who wants to publish it must be a member of at least one of those workspaces and must have the workspace-level permission Publish tests, surveys, or training courses in that workspace. This requirement applies even if the test is also assigned to other workspaces where the user is not a member — publishing is allowed only when the user has both membership and the required permission in at least one assigned workspace.
For a full guide on creating and configuring tests, refer to How to Create a Simple Test.
How to Add a Testing Session to a Workspace
Testing sessions operate differently from groups, pools, and tests:
Key Rules
-
A testing session can be assigned to only one workspace.
-
Only members of that workspace can view and access the session.
-
Assigning sessions to workspaces helps instructors and managers isolate sessions for different teams, departments, or organizations.
For full scheduling and configuration instructions, refer to How to Create a Testing Session.
Conclusion
Assigning resources to workspaces allows you to control visibility, access, and management across different teams and organizational units. User groups, pools, and tests can be added to multiple workspaces with specific inheritance and permission rules, while testing sessions remain limited to a single workspace. By understanding how each resource behaves and which permissions are required, you can ensure proper organization, secure access control, and streamlined management within your YouTestMe GetCertified environment. For more detailed instructions, refer to the linked articles in each section.
