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: [app.getkolab.ai/system-check](https://app.getkolab.ai/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

Tip: To reuse a whole run-of-show, save your agenda as an agenda template. From the dashboard, you can add it to a space you already run or start a new space with it.

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