Sessions: Scheduling, History & Analytics
Schedule your next session, find it on your dashboard when it's time, and look back at who came and how the run of show went. You don't need a start button, because Kolab notices when people gather and records it as a session.
Quick links: Schedule a session | Up next on Home | Session history | Analytics
How Sessions Work
A session is one gathering in a space. There are two kinds:
| Kind | How it starts |
|---|---|
| Scheduled | You put it on the calendar ahead of time |
| Spontaneous | It starts on its own when two or more people, including at least one participant, are together in a space for a couple of minutes |
A session ends when everyone has left for 10 minutes or when your plan's time limit is reached.
If people gather for a scheduled session (anywhere from 10 minutes before its start until its end time), their gathering is counted as that scheduled session.
Who can do what
| Team owners & admins | Team members | |
|---|---|---|
| See the Sessions page | Yes, for every space on the team | Yes, for spaces they host or facilitate and for series they're enrolled in |
| Schedule, cancel, and rename sessions | Yes | No |
| Manage a series roster | Yes | No |
| RSVP to upcoming sessions | No | Yes |
| See Analytics | Yes | No |
Scheduling a Session
- Open Sessions in the dashboard sidebar
- Click Schedule a session
- Choose the Space where it will happen
- Pick when it Starts and a Duration (30 minutes to 2 hours)
- Add a Title (optional), such as "Sprint retro"
- Click Schedule
Result: The session appears under Upcoming on the Sessions page, in the Up next block on Home, and on the space's card.
Make it a weekly series
To repeat the session every week, check Repeats weekly before you click Schedule. The series repeats on the same weekday and at the same time as your first session, and the next 4 weeks stay scheduled.
On the Sessions page, click a series name in the chips above the list to see only that series. From there you can:
- Roster — Enroll team members in the series. Enrolled members see its upcoming sessions and can RSVP.
- End series — Stop the series. Click End it to confirm.
Note: A roster doesn't control who can enter the space. It only controls who sees the series and can RSVP. Use Sharing & Permissions to manage access.
Canceling a session
Click Cancel on an upcoming session, then Cancel it to confirm. If you change your mind, click Keep.
RSVPs
Team members see Going and Can't go buttons on upcoming sessions. Once someone says they're going, the session shows a count (like 3 going). Hover it to see who.
Up Next on Home
The Up next block on your dashboard's Home tab shows your next session and gives you a link straight into its space.
| When | What you see | Button |
|---|---|---|
| Your next session is more than 15 minutes away | Up next, with the day and time | Open space |
| It starts within 15 minutes | A countdown, like Starting in 4 minutes | Join now |
| A session is already running | Live now | Rejoin |
Up to three more upcoming sessions appear below the main one. If you have more than that, click See all N upcoming → to open the Sessions page.
Note: The block only shows up when something is scheduled or live. When your calendar is empty, it stays out of the way.
Session Info on Space Cards
Space cards on your dashboard show session info for each space:
- Live now — A session is running in this space right now
- Next session — The day and time of the next scheduled session, like "Thu 2:00 PM"
- Session count — How many sessions the space has had. Hover to see when it last met.
Click any of these to open the Sessions page with only that space's sessions showing.
Renaming a Session
By default, a session is named after its space, or after its series ("Session 4"). Owners and admins can give any session its own name, whether it's upcoming or already over.
- Click Rename (or Name it) on an upcoming session, or the pencil icon on a past session
- Type a new name
- Click Save or press Enter
Press Esc or click Cancel to discard your changes. To go back to the default name, clear the field and save.
Session History
Under What actually happened, the Sessions page lists past and live sessions, newest first. Each session shows when it ran, how long it lasted, and how many people came. If the session belongs to a series with a roster, you'll see turnout against the roster (for example, 22 / 30 and 73%).
Click a session to see details:
- Who was there — Each person's name, role, when they joined, and how long they stayed
- Enrolled, didn't attend — Roster members who didn't show up (owners and admins only)
- Run of show — Which agenda sections and activities ran, and how long each one lasted
- Not reached — Agenda sections you didn't get to
Filtering
- Pick a space from All spaces to see only that space's sessions
- Switch between All, Live, Ended, and No-shows
- Click a series chip to see only that series
A No show is a scheduled session nobody joined. If your group gathered late, owners and admins may see a suggestion to link the later session to the scheduled one. Click Attach to link them or Dismiss to leave them separate. Nothing is linked unless you confirm.
Tip: Attendance is finalized when the session ends, so live sessions won't show turnout yet.
Analytics
Team owners and admins can open Analytics in the dashboard sidebar for a team-wide picture of the last 30 days, compared with the 30 days before that.
| Metric | What it shows |
|---|---|
| Sessions held | How many sessions ran |
| Hours gathered | Total time spent in sessions |
| People | How many different people attended |
| Avg turnout | Average attendance per session |
| Scheduled kept | The share of scheduled sessions that actually happened |
Below the metrics, you'll find:
- Weekly trend — Sessions per week over the last 8 completed weeks
- Series (all-time) — Sessions held, average turnout, and the next date for each series
- Most active spaces (30 days) — Hours and session counts for each space
The "Session Live" Chip
When a session is running, everyone in the space sees a Session live chip in the top-right corner. Hover or focus the chip to learn what it means: attendance (who came and how long they stayed) is being tracked.
The chip doesn't mean the session is being recorded. Recording is separate, off by default, and has its own indicator. See Recording a Session.
Related Guides
- Finding Your Spaces - Search your dashboard and find spaces shared with you
- Captures Dashboard - Every recording, transcript, and AI summary in one place
- Team Administration - Owner, admin, and member roles
- Sharing & Permissions - Control who can access your space