Before diving into individual features, it helps to see how Kolab's pieces fit together. This page is your map — a quick reference for every core concept you'll use as a facilitator.
The Big Picture
A Kolab session is built from a handful of layers that stack on top of each other:
| Layer | What It Is | You Control... |
|---|---|---|
| Space | The room | Who can join, roles, settings |
| Boards | Pages inside the room | How many, what's on each one |
| Canvas & Elements | The workspace and objects on it | Layout, content, zones |
| Space Mode | How video and canvas are arranged | Conference, Sidebar, or Interactive |
| Audio Mode | How participants hear each other | Global, Spatial, or Zoned |
| Facilitator Tools | Session aids | Timers, Prompts, Sticky Banks, Card Decks, Embeds, Ambient Media |
| Agenda | Session structure and flow | Activities, timing, transitions |
Spaces
A Space is the top-level container — your session's "room." It holds everything: boards, participants, settings, and permissions.
- Access rules determine who can join (link, email, team, domain, or public)
- Roles define what people can do: Host, Facilitator, or Participant
- A Space persists between sessions — you can reuse it, update it, and invite new people over time
Learn more: Creating a Space
Boards
Boards are canvases inside a Space — think of them as pages in a book or rooms within a building.
| Setup | When to Use |
|---|---|
| One board | Simple sessions, first-time facilitators |
| Multiple boards | Sequential activities, topic separation, group-per-board |
Each board has its own canvas, elements, and layout. Participants navigate between boards through the board navigator.
You can save any board as a template and reuse it across sessions.
Learn more: Board Templates
Canvas & Elements
The canvas is the infinite 2D workspace on each board. Everything participants see and interact with lives here.
Element Types
| Element | Description |
|---|---|
| Sticky notes | The workhorse — ideas, feedback, votes |
| Text | Labels, instructions, headings |
| Shapes | Rectangles, circles — great for zones and structure |
| Images | Photos, diagrams, reference material |
| Embeds | External content (YouTube, Google Slides, Figma, etc.) |
| Card Decks | Interactive card stacks for activities |
| Sticky Banks | Bulk sticky-note generators (stacked or grid) |
Zones
Any shape, image, or embed on the canvas can become an audio zone boundary — a geofenced area where audio is isolated. This is how you create structured breakout areas without using breakout rooms.
Space Modes
Space modes change how participants experience video and the canvas. You can switch modes at any time during a session.
| Mode | UI Name | Video | Canvas | Best For |
|---|---|---|---|---|
| Conference | Video Grid | Full grid, all faces visible | View only | Presentations, lectures, all-hands |
| Sidebar | Sidebar | Collapsible panel on the side | Full access | Workshops, training, mixed activities |
| Interactive | Spatial | Minimal bubbles/avatars | Full access | Brainstorms, networking, creative sessions |
How They Work Together
Think of modes as a dial between "traditional video call" and "open studio":
Conference ←————————→ Sidebar ←————————→ Interactive
(all faces) (balanced) (all canvas)
Most sessions use two or three modes at different stages — Conference for intros, Interactive for activities, back to Conference for debrief.
Learn more: Space Modes Explained
Audio Modes
Audio modes control who hears who. They're independent of space modes, but only fully configurable in Interactive mode.
| Audio Mode | How It Works | Best For |
|---|---|---|
| Global | Everyone hears everyone at equal volume, regardless of position | Presentations, small groups, announcements |
| Spatial | Proximity-based — closer = louder, farther = quieter | Networking, gallery walks, organic conversation |
| Zoned | Only people inside the same zone hear each other | Structured breakouts, team discussions, station rotations |
Mode Availability
| Space Mode | Available Audio Modes |
|---|---|
| Conference | Global only |
| Sidebar | Global only |
| Interactive | Global, Spatial, or Zoned |
Quick Comparison
- Global is a traditional call — position doesn't matter
- Spatial feels like a real room — walk toward someone to hear them
- Zoned feels like separate rooms on the same canvas — step into a zone to join that conversation
Learn more: Audio Zones Explained
Facilitator Tools
These are session aids that help you guide the experience. Participants see the output, but only facilitators can create and control them.
| Tool | What It Does | Example Use |
|---|---|---|
| Timer | Visible countdown for all participants | "You have 10 minutes for this activity" |
| Prompt | Text overlay visible to everyone | Display a discussion question or instructions |
| Sticky Banks | Bulk-generate sticky notes (stack or grid) | Set up a brainstorm wall in seconds |
| Card Decks | Interactive card collections (flip, navigate) | Icebreaker prompts, discussion starters |
| Embeds | External content on canvas or as overlay | YouTube video, Google Slides, Figma prototype |
| Ambient Media | Background visuals and sound | Looping animation, background music for energy |
Canvas vs. Overlay
Some tools can run as canvas elements (placed on the board) or as tool overlays (floating UI visible to everyone). Card Decks and Embeds support both placements. Prompts and Timers are overlays.
Learn more: Timer | Prompt | Sticky Banks | Card Decks | Embeds | Ambient Media
Agendas
An agenda is your session plan — the sequence of activities, timing, and transitions. While you can plan on paper, Kolab's AI Agenda Builder can generate structured agendas from a description of your goals.
The AI can also help create session assets: boards, prompts, card decks, sticky banks, and embeds.
Learn more: AI Agenda Builder
Breakout Rooms
For complete separation (not just audio isolation), Kolab offers Breakout Rooms — separate sub-spaces where groups work independently. Unlike audio zones, breakout rooms provide full visual and audio separation.
| Feature | Audio Zones | Breakout Rooms |
|---|---|---|
| Audio separation | Yes | Yes |
| Visual separation | No (same canvas) | Yes (separate spaces) |
| Movement | Participants move freely | Facilitator assigns groups |
| Facilitator oversight | See all zones at once | Visit rooms individually |
Learn more: Using Breakout Rooms
Putting It All Together
Here's how a typical workshop might use these building blocks:
| Phase | Space Mode | Audio Mode | Tools |
|---|---|---|---|
| Welcome (5 min) | Conference | Global | Prompt with agenda |
| Icebreaker (10 min) | Interactive | Spatial | Card Deck with prompts |
| Brainstorm (20 min) | Interactive | Zoned | Timer, Sticky Banks |
| Gallery Walk (10 min) | Interactive | Spatial | — |
| Debrief (15 min) | Conference | Global | — |
The key insight: you're not locked into one configuration. Switch modes, change audio, deploy tools — shape the experience to match the moment.
Quick Reference Glossary
| Term | Definition |
|---|---|
| Space | The top-level session container with participants and settings |
| Board | A canvas page within a space |
| Canvas | The infinite 2D workspace where elements live |
| Element | Any object on the canvas (sticky note, shape, text, image, embed) |
| Host | Space owner with full control |
| Facilitator | Session leader who can manage modes, tools, and participants |
| Participant | Regular user who can view and contribute to the canvas |
| Space Mode | How video and canvas are arranged (Conference, Sidebar, Interactive) |
| Audio Mode | How participants hear each other (Global, Spatial, Zoned) |
| Audio Zone | A canvas element with an audio boundary enabled |
| Breakout Room | A fully separated sub-space for group work |
| Template | A saved board layout that can be reused across sessions |
Related Guides
- Your First Session - Step-by-step facilitation guide
- Creating a Space - Setup and configuration
- Space Modes Explained - Deep dive into modes
- Audio Zones Explained - Audio configuration
- Board Templates - Reusable layouts