Your First Session

Running your first Kolab session? This guide will walk you through everything - from setup to wrap-up. By the end, you'll feel confident leading collaborative sessions that participants actually enjoy.

Before We Start

What Makes Kolab Different

Kolab isn't just another video call. Here's what changes:

The Facilitator Mindset

In Kolab, you're less of a broadcaster and more of a host at a party. Your job is to:

• Set up the space so activities flow naturally
• Guide participants, not control them
• Create moments for connection
• Step back and let conversations happen

Phase 1: Setting Up Your Space (1-2 days before)

Creating Your Space

1. Log into Kolab and click Create Space
2. Give it a clear name (participants will see this)
3. Choose your access settings:
   • Private - Only people you invite
   • Link access - Anyone with the link

Understanding Boards

A Space contains one or more Boards - think of them as different rooms or pages within your space.

For your first session, one board is probably enough. You can:

• Pre-populate it with content (sticky notes, prompts, images)
• Leave it blank for collaborative creation
• Use a template if available

Setting Up the Canvas

Think about what participants will see when they arrive:

Good first-session setup:

• A welcome area where people land
• Clear labels or visual cues for different zones
• Pre-written prompts or questions
• Enough space for people to spread out

Tip: Zoom out and look at your canvas from the participant perspective. Is it clear where to go? What to do?

Preparing Content

Consider adding:

• Welcome text - A sticky note with "Welcome! Gather here to start"
• Agenda - Visual timeline or list of activities
• Prompts - Questions or topics for discussion
• Instructions - Brief text explaining each activity

Don't over-prepare. Leave room for participants to contribute. An empty canvas can be more engaging than a cluttered one.

Phase 2: Pre-Session Prep (1 hour before)

The Pre-Flight Checklist

Run through this checklist before every session:

• Run System Check - Verify your camera, mic, and browser
• Test your audio/video - Join the space and confirm everything works
• Check your internet - Close bandwidth-heavy apps
• Review your agenda - Know what you're doing and when
• Prepare your screens - Close unnecessary tabs, silence notifications
• Have the invite link ready - You'll need to share it
• Brief any co-facilitators - Make sure everyone knows their role

Pro tip: Share the System Check link with participants in your invite. It helps them troubleshoot before the session, saving you time during the call.

Test the Participant Experience

Before participants arrive:

1. Run System Check to verify your setup
2. Open the space in an incognito window (or different browser)
3. Join as if you were a participant
4. Navigate around - is it clear what to do?
5. Test spatial audio - move around, check you can hear yourself

Set Up Your Facilitator View

As a facilitator, you might have additional controls:

• Participant list - See who's in the space
• Breakout controls - Create and manage breakout groups
• Announcement mode - Speak to everyone regardless of position
• Timer - Keep activities on track

Familiarize yourself with these before the session starts.

Phase 3: Running the Session

Welcome & Orientation (First 5 minutes)

This is crucial. Participants arriving for the first time need orientation.

What to cover:

1. "Welcome to Kolab - this might look different from Zoom"
2. "You're on a canvas that you can move around"
3. "You hear people who are near you - move closer to hear better"
4. "Let's do a quick tech check - can everyone see and hear me?"

Pro tip: Have participants do something physical in the first 2 minutes - like moving to a spot on the canvas or waving to someone. This builds comfort with the interface.

Managing the Space

Getting Everyone's Attention

When you need to address the whole group:

• Use announcement mode if available (your voice reaches everyone)
• Ask everyone to gather in one area
• Use chat to send a message everyone will see
• Use the timer - A visible countdown gets attention

Guiding Movement

Participants often need explicit guidance:

• ❌ "Split into groups" (too vague)
• ✅ "Move to the area with your team's color"
• ✅ "Find 2-3 people near you and form a small cluster"
• ✅ "Spread out so there's space between each group"

Handling Multiple Conversations

The beauty of Kolab is that groups can talk simultaneously. As a facilitator:

• Pop in and out of different groups
• Don't try to hear everything - that's the point
• Use chat to communicate without interrupting
• Set a timer so groups know when to wrap up

Common Activities

Icebreaker: The Wander

1. Ask participants to move around the space
2. When they're near someone, introduce themselves
3. After 30 seconds, move on to someone new
4. Repeat 3-4 times

This gets people comfortable with movement and spatial audio.

Small Group Discussion

1. Create visual zones (colored areas, labels, or just open spaces)
2. Assign or let participants choose groups
3. Give a clear prompt and time limit
4. Use timer for visibility
5. Visit each group briefly to check in

Gallery Walk

1. Spread content across the canvas (ideas, questions, artifacts)
2. Participants wander and explore
3. They add comments via sticky notes
4. Gather to discuss highlights

Full Group Debrief

1. Ask everyone to gather in one area
2. Use announcement mode or audio zone
3. Invite sharing from different groups
4. Capture key points visually

Phase 4: Handling Issues

Technical Problems

Group Dynamics

When Things Go Wrong

They will. And that's okay.

• Acknowledge the issue - "We're having some technical difficulties"
• Have a backup plan - Can you continue without video? Without spatial audio?
• Use humor - "Well, that's not supposed to happen!"
• Don't panic - Your calm demeanor sets the tone

Phase 5: Closing the Session

Wrap-Up Ritual (Last 5-10 minutes)

1. Give warning - "We have 5 minutes left"
2. Capture outcomes - Screenshot key content, or export
3. Share next steps - What happens after this session?
4. Thank participants - Acknowledge their contribution
5. Say goodbye - Let people leave naturally

After the Session

• Export any content - Boards, notes, artifacts
• Send follow-up - Summary, next steps, resources
• Reflect - What worked? What would you change?
• Get feedback - Quick survey or informal check-in

Your First Session: A Sample Agenda

Here's a template for a 45-minute session:

Adjust timing based on your group size and objectives.

Facilitator Pro Tips

Before the Session

• Join 15 minutes early to test and prepare
• Have your agenda printed or on a second screen
• Prep any co-facilitators with clear roles

During the Session

• Move around the space - model the behavior you want
• Use chat for instructions - it persists
• Don't fill every silence - give people time to think
• Watch the energy - if it's dropping, change something

After the Session

• Celebrate what went well (even if it's small)
• Note what you'd change for next time
• Follow up quickly while it's fresh

Next Steps

Now that you understand the basics, explore:

• Creating a Space - Deep dive into space setup
• Using Breakout Rooms - Manage multiple groups
• Audio Zones Explained - Advanced audio control
• Managing Participants - Permissions and controls

You've Got This

Your first session might feel awkward. That's normal.

The magic of Kolab is that it invites participation in a way that traditional video calls don't. Even if you stumble a bit with the technology, the platform's design will help your participants connect.

Take a breath, remember you're the host, and enjoy the ride.