Creating a Space

A Space is your collaborative environment in Kolab. It's where you'll invite participants, run sessions, and facilitate activities. This guide walks you through creating and configuring a space.

Before you start: Make sure you've run System Check to verify your setup.

Quick Start: Create Your First Space

1. Log into Kolab
2. Click Create Space (or + New Space)
3. Give it a name (participants will see this)
4. Configure access settings
5. Click Create

That's it - you have a space. Now let's configure it properly.

Space Settings

Naming Your Space

Choose a name that's:

• Clear - Participants know what it's for
• Specific - "Q1 Planning Workshop" not "Meeting"
• Appropriate - Will appear in invites and UI

Access Settings

Kolab uses access rules to control who can join your space. You can combine multiple rules:

Common setups:

• Workshop with known attendees: Add each user by email
• Open session: Enable link access
• Team meeting: Restrict to your organization/team

Participant Roles

Kolab has three space-level roles:

Board-level permissions can further refine access:

Setting Up Your Canvas

Starting Layout

Before your session, prepare the canvas:

1. Welcome area - Where participants land
2. Agenda - What you'll cover (sticky note or text)
3. Activity zones - Labeled areas for group work
4. Instructions - Brief guidance for each activity

Visual Organization

Make your space easy to navigate:

• Use colors - Different colors for different purposes
• Create clear zones - Group related content
• Add labels - Name areas clearly
• Leave whitespace - Don't overcrowd
• Consider the zoom level - What do participants see when they arrive?

Pre-Populating Content

Add content before the session:

• Prompts - Questions for discussion
• Templates - Frameworks for activities
• Reference materials - Images, text, links
• Activity scaffolds - Partially filled structures

Tip: Don't over-prepare. Leave room for participant contributions.

Testing Your Space

Before Going Live

Always test your space:

1. Run System Check - Verify your tech
2. Join as participant - Open in incognito window
3. Navigate the canvas - Is the layout clear?
4. Test the tools - Can you add content?
5. Test audio modes - Do they work as expected?
6. Check mobile - If participants might join from phones

Test Checklist

• Space loads quickly
• Welcome area is visible on arrival
• Instructions are clear
• Navigation is intuitive
• All pre-populated content appears
• Permissions work as expected
• Audio zones (if any) function correctly

Inviting Participants

Getting the Join Link

1. Open your space settings
2. Find Invite or Share option
3. Copy the join link
4. Share via email, calendar, chat, etc.

What to Include in Your Invite

Send participants:

Join our session: [Space Name]

Link: [Your Kolab link]

Before joining:
1. Use Chrome or Firefox (recommended)
2. Run System Check: [kolab.io/system-check]
3. Allow camera and microphone access
4. Join 5 minutes early if it's your first time

See you there!

Sending Calendar Invites

Include in calendar invites:

• The Kolab link (in location or description)
• System Check link
• Brief instructions
• Your contact for issues

Working with Boards

Spaces and Boards

• Space - The container with members and settings
• Board - A canvas within a space

One space can have multiple boards - think of them as "pages" within your space.

When to Use Multiple Boards

• Sequential activities - Move from board to board
• Different topics - Separate content areas
• Breakout groups - Each group gets a board
• Archive - Keep old content on separate boards

Creating Additional Boards

1. Open your space
2. Look for + New Board or board navigator
3. Name the new board
4. Set up its canvas

Board Templates

You can save a board as a template and reuse it:

1. Set up your board with the content and layout you want
2. Save it as a template
3. Create new boards from your template

Note: Templates work at the board level, not the space level. To reuse an entire space setup, you'll need to recreate the boards.

Board Templates

Using Board Templates

If templates are available:

1. When creating a new board, look for template options
2. Choose a template
3. A new board is created with the template's content
4. Customize as needed

Creating Your Own Templates

Save a well-designed board as a template:

1. Set up your board exactly how you want it
2. Find the Save as Template option
3. Name your template
4. Reuse for future sessions

Template Ideas

Space Maintenance

Before Each Session

• Review and update content
• Clear any leftover content from last session
• Verify permissions are correct
• Test join link works
• Run System Check

After Each Session

• Export or screenshot important content
• Note improvements for next time
• Consider creating a board template from successful setups

Troubleshooting Space Issues

"Space won't load"

1. Check your internet connection
2. Try a different browser
3. Clear browser cache
4. Verify you have access

"Participants can't join"

1. Verify the link is correct
2. Check access settings
3. Have them try incognito mode
4. Check if they need to be added by email

"Content isn't saving"

1. Check your internet connection
2. Wait and try again (might be sync lag)
3. Refresh the page
4. Screenshot important content as backup

Related Guides

• Your First Session - Running the actual session
• Using Breakout Rooms - Group work features
• Audio Zones Explained - Advanced audio control
• System Check - Verify your setup