Board Templates

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

Not Included in Templates

Where Templates Live

Open the template library from the Templates item in the dashboard sidebar (or when starting a new space). The library is organized into tabs:

Using Existing Templates

Applying a Template

1. Open the Templates library
2. Browse a tab and select one or more templates
3. Preview the layout
4. Click Add [N] Boards
5. Kolab spins up a new space with a board (and agenda item) for each template—you'll see a "Space created with [N] templates" confirmation
6. 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

1. Set up your board exactly as you want it
2. Remove any participant-specific content
3. Open Board Settings or Menu
4. Select Save as Template
5. Name your template clearly
6. Add a description (optional but helpful)
7. Choose who can see it:
   • Leave it Personal — only you can use it
   • Check Share with [your team] — every team member can find and use it
8. Save

Note: The Share with [team] option appears for team admins and owners. Once shared, the template lands in the Team tab for everyone on the team.

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

Team templates:

• Establish naming conventions
• Assign template owners
• Regular cleanup/review

Editing Existing Templates

1. Apply template to a new board
2. Make your modifications
3. Save as new template (don't overwrite unless intentional)
4. Update name/description to reflect changes
5. Archive old version if replacing

Deleting Templates

1. Find template in your template library
2. Select Delete or Remove
3. Confirm deletion
4. Template is permanently removed

Note: Deleting a template doesn't affect boards already created from it.

Sharing Templates with Your Team

Team templates keep everyone consistent—same retro layout, same workshop frame, every time.

Who Can Do What

Hosts and facilitators can pull up and instantiate their team's templates without leaving the dashboard, so a shared template is ready the moment someone needs it.

Sharing Beyond Your Team

• Board export/import - Export the board as a file, share it externally, and the recipient imports it to their space

Template Workflow

Pre-Session Routine

1. Select template - Choose appropriate one
2. Apply to board - Create fresh canvas
3. Customize - Adjust for this specific session
4. Add specifics - Names, topics, dates
5. Delete instructions - Remove facilitator notes
6. Test - Quick run-through before participants

Post-Session Improvement

1. Note what worked - Elements that helped
2. Note what didn't - Confusing layouts, missing pieces
3. Update template - Apply learnings
4. 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"

1. Wait a moment for content to load
2. Zoom out to see if content is off-screen
3. Refresh the page
4. Try applying again

"Can't save as template"

1. Check your permission level
2. Verify you're not exceeding template limits
3. Try a different name (might be duplicate)
4. Confirm you're a team admin or owner if saving a team template

"Template looks different than expected"

1. Some styling may vary by device/browser
2. Check if using outdated template version
3. Canvas size may affect layout
4. 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