FOR FACILITATORS

Facilitator Guides

Create and manage Kolab spaces, run engaging sessions, and master advanced features like breakout rooms and audio zones.

Pre-flight check for facilitators

Run System Check before every session — share the link with participants too

Launch System Check →

Start here

3 guides

The mental model, then your first session end to end.

Kolab Overview: The Building BlocksA quick mental model of Spaces, Boards, Modes, Audio, and Tools Tools vs. Canvas ElementsThe clearest way to understand what lives on the board and what you control as a facilitator Your First SessionEverything you need to run a successful Kolab session

Set up your space

10 guides

Everything you configure before people arrive.

Creating a SpaceSet up your Kolab space for successful collaboration Finding Your SpacesSearch your dashboard and find spaces shared with you Space Modes ExplainedChoose the right mode for your session - Conference, Sidebar, or Interactive Board ModesControl exactly what participants can do on a board - from full editing to view-only Sharing & PermissionsControl who can access your space and what they can do Waiting RoomHold participants in a lobby until you're ready to let them in Board TemplatesSave and reuse canvas layouts for consistent, efficient session setup AI Agenda BuilderDescribe your session and let Kola build the agenda, boards, and tools for you AgendaPlan your run-of-show in sections, then move the whole room with one click Building Interactives with Claude Tips and copy-ready prompts for building interactives with Claude, from first idea to live board

Run the session

17 guides

The controls and tools you reach for live.

Using Breakout RoomsSplit the room into small groups, each with its own board and agenda, then bring everyone back Audio Zones ExplainedControl who hears who with Kolab's three audio modes Host Audio BroadcastCut through spatial audio to address everyone in the space at once Managing ParticipantsMute everyone, move people around the canvas, lower raised hands, and other facilitator moderation controls Auto-ZoomAutomatic canvas navigation that follows audio zones Timer ToolManage session timing with visible countdown timers Prompt ToolDisplay text prompts and instructions as overlays to guide participants InteractivesLive, working mini-apps you describe in plain language and drop straight into your session Card DecksUse interactive card decks for activities, icebreakers, and structured discussions Sticky BanksCreate stacks or grids of sticky notes in seconds Embeds & iFramesEmbed external content like YouTube, Google Slides, Miro, and more Screen SharingShare your screen or window with participants on the canvas Ambient MediaAdd looping animation and sound elements to the canvas to shape session atmosphere Sounds & MusicPlay sound effects and background music for the whole space, right from the activity bar Photo RoundsGet sketches, worksheets, and sticky walls from the room onto the canvas with a quick phone snap Uploading VideosUpload your own video and watch it together, on the canvas or as a tool Guiding Attention: Follow Me, Show Everyone & FocusBring the room with you on the canvas, put a tool in front of everyone, and give yourself a distraction-free view

Capture & follow up

4 guides

Recordings, transcripts, and what happens after.

Live TranscriptionTranscribe your sessions, get an AI summary and visual recap, and follow along with a live transcript Recording a SessionRecord your session to a downloadable MP4 — independent of transcription, and included on Pro plans and up Captures DashboardEvery recording, transcript, and AI summary your team has captured, all in one place Sessions: Scheduling, History & AnalyticsPut sessions on the calendar, see who came, and track how your team gathers over time

Settings & account

6 guides

Your preferences, your team, and your plan.

Settings & PreferencesConfigure audio, video, canvas, and space settings for your Kolab experience Visual Effects & Audio QualityVirtual backgrounds, noise cancellation, and video enhancement settings Team AdministrationCreate and manage teams to organize participants into persistent groups Plans & BillingCompare Kolab plans and manage your team's subscription Refer & EarnShare Kolab with other facilitators and earn cash rewards Connect via MCPDrive Kolab from Claude or any MCP-compatible AI assistant

New to Kolab? Start with Participant Guides →