Board templates let you save canvas layouts and reuse them across sessions. Create once, use many times—saving hours of setup while ensuring consistent experiences.
What Templates Include
When you save a board as a template, it captures:
Included in Templates
| Element | What's Saved |
|---|---|
| Canvas elements | Sticky notes, shapes, text, images |
| Layout | Position and arrangement |
| Styling | Colors, sizes, formatting |
| Zones | Audio zones, team areas |
| Labels | Section names, instructions |
| Structure | Groupings and organization |
Not Included in Templates
| Element | Why Not |
|---|---|
| Participant content | Would clutter new sessions |
| Chat history | Specific to original session |
| Participant list | Different per session |
| Session recordings | Specific to original session |
Using Existing Templates
Finding Templates
- Create a new board or open an empty space
- Look for Templates or Use Template
- Browse available templates:
- Built-in - Kolab's pre-made templates
- Organization - Your team's shared templates
- Personal - Your own saved templates
Applying a Template
- Select the template you want
- Preview the layout
- Click Use Template or Apply
- Template content appears on your canvas
- Customize as needed for your session
After Applying
Once a template is applied:
- All elements are editable
- Add, remove, or modify anything
- Changes don't affect the original template
- Your board is independent now
Built-In Templates
Common Template Types
Retrospective Templates:
- Start/Stop/Continue
- 4 L's (Liked, Learned, Lacked, Longed For)
- Mad/Sad/Glad
- Sailboat Retrospective
Brainstorming Templates:
- Open Brainstorm (large canvas, sticky areas)
- SCAMPER Framework
- Mind Map Starter
- Affinity Mapping Grid
Workshop Templates:
- Welcome + Activity Zones
- Gallery Walk Layout
- World Café Stations
- Lightning Talk Stage
Meeting Templates:
- Standup Board
- 1:1 Meeting Structure
- Team Check-In
- Decision Matrix
Planning Templates:
- Sprint Planning
- Roadmap Layout
- SWOT Analysis
- OKR Framework
Creating Your Own Templates
Saving a Board as Template
- Set up your board exactly as you want it
- Remove any participant-specific content
- Open Board Settings or Menu
- Select Save as Template
- Name your template clearly
- Add description (optional but helpful)
- Choose visibility:
- Personal - Only you can use
- Organization - Your team can use
- Save
Template Design Tips
Include:
- Clear zone labels and instructions
- Placeholder content showing what goes where
- Example sticky notes (delete after use)
- Visual guides (arrows, numbers)
Avoid:
- Participant-specific content
- Dated information
- Overly complex layouts
- Too much pre-populated content
Template Naming Conventions
Use clear, descriptive names:
- ✅ "Retrospective - Start Stop Continue - 10 person"
- ✅ "Brainstorm - 3 Team Layout"
- ✅ "Workshop - 2 Hour Standard"
- ❌ "Template 1"
- ❌ "My template"
- ❌ "New board copy"
Template Best Practices
Design for Reusability
Think about who will use it:
- New facilitators who need guidance?
- Experienced facilitators who want efficiency?
- Participants who need clear instructions?
Include instructions on canvas:
┌─────────────────────────────────────┐
│ FACILITATOR NOTES │
│ (Delete this section before │
│ participants join) │
│ │
│ • Time: 60 minutes recommended │
│ • Groups: 3-4 people per zone │
│ • Materials: None needed │
│ • Delete this box before session │
└─────────────────────────────────────┘
Create Template Variations
By group size:
- "Workshop - Small (8-12 people)"
- "Workshop - Medium (15-25 people)"
- "Workshop - Large (30+ people)"
By duration:
- "Retro - Quick (30 min)"
- "Retro - Standard (60 min)"
- "Retro - Deep Dive (90 min)"
By complexity:
- "Brainstorm - Simple"
- "Brainstorm - With Voting"
- "Brainstorm - Full Process"
Managing Templates
Organizing Your Templates
Personal templates:
- Keep a manageable number (10-15 max)
- Archive templates you rarely use
- Version by date or iteration
Organization templates:
- Establish naming conventions
- Assign template owners
- Regular cleanup/review
Editing Existing Templates
- Apply template to a new board
- Make your modifications
- Save as new template (don't overwrite unless intentional)
- Update name/description to reflect changes
- Archive old version if replacing
Deleting Templates
- Find template in your template library
- Select Delete or Remove
- Confirm deletion
- Template is permanently removed
Note: Deleting a template doesn't affect boards already created from it.
Sharing Templates
Within Your Organization
Option 1: Organization visibility
- Save template with "Organization" visibility
- All org members can find and use it
Option 2: Direct sharing
- Share template link with specific people
- They can use it in their spaces
Outside Your Organization
Option 1: Board export/import
- Export the board as file
- Share file externally
- Recipient imports to their space
Option 2: Template marketplace (if available)
- Publish to community templates
- Others discover and use
Template Workflow
Pre-Session Routine
- Select template - Choose appropriate one
- Apply to board - Create fresh canvas
- Customize - Adjust for this specific session
- Add specifics - Names, topics, dates
- Delete instructions - Remove facilitator notes
- Test - Quick run-through before participants
Post-Session Improvement
- Note what worked - Elements that helped
- Note what didn't - Confusing layouts, missing pieces
- Update template - Apply learnings
- Save new version - Don't lose improvements
Template Examples
Example: Retrospective Template
┌────────────────────────────────────────────────────────────┐
│ TEAM RETROSPECTIVE │
│ [Session Date] │
├──────────────────┬──────────────────┬─────────────────────┤
│ │ │ │
│ 🟢 CONTINUE │ 🔴 STOP │ 🔵 START │
│ What's working │ What's not │ What should we │
│ well? │ working? │ try? │
│ │ │ │
│ [Add stickies] │ [Add stickies] │ [Add stickies] │
│ │ │ │
│ │ │ │
├──────────────────┴──────────────────┴─────────────────────┤
│ ⭐ ACTION ITEMS │
│ What will we commit to doing? │
│ │
└────────────────────────────────────────────────────────────┘
Example: Workshop Template
┌────────────────────────────────────────────────────────────┐
│ 🎯 WORKSHOP: [Topic] 📅 [Date] │
├────────────────────────────────────────────────────────────┤
│ │
│ 📋 AGENDA │ 👥 TEAM AREAS │
│ ─────────────── │ │
│ 1. Welcome (5 min) │ ┌─────────┐ ┌─────────┐ │
│ 2. Activity (20 min) │ │ TEAM A │ │ TEAM B │ │
│ 3. Share (10 min) │ │ │ │ │ │
│ 4. Wrap-up (5 min) │ └─────────┘ └─────────┘ │
│ │ │
│ ⏱️ Timer: --:-- │ ┌─────────┐ ┌─────────┐ │
│ │ │ TEAM C │ │ TEAM D │ │
│ │ │ │ │ │ │
│ │ └─────────┘ └─────────┘ │
│ │ │
├────────────────────────────────────────────────────────────┤
│ 📌 RESOURCES │ 🎤 SHARING STAGE │
│ ───────────── │ │
│ [Links, materials] │ [Present here] │
└────────────────────────────────────────────────────────────┘
Troubleshooting
"Template not appearing after apply"
- Wait a moment for content to load
- Zoom out to see if content is off-screen
- Refresh the page
- Try applying again
"Can't save as template"
- Check your permission level
- Verify you're not exceeding template limits
- Try a different name (might be duplicate)
- Contact admin if organization template
"Template looks different than expected"
- Some styling may vary by device/browser
- Check if using outdated template version
- Canvas size may affect layout
- Verify correct template was selected
Related Guides
- Creating a Space - Initial setup
- Using the Canvas - Canvas basics
- AI Agenda Builder - Planning sessions
- System Check - Verify your setup