Fellowship or Cohort Program

You're running a multi-session program—a fellowship, learning cohort, or community of practice. Participants will return session after session, building relationships and shared work over time.

Typical setup: 15-50 participants, 6-20 sessions over weeks/months, relationship-building focus

What Makes Cohorts Different

Unlike one-off workshops, cohort programs need:

Continuity - Same people, growing relationships
Persistent content - Work that builds over time
Community features - Ways to connect between sessions
Team structures - Consistent small groups

Quick Setup Checklist

Before Program Starts

Create space with multi-session structure
Set up Teams for consistent small groups
Create boards for each session
Establish naming conventions
Create onboarding materials

Before Each Session

Clone/prepare session board from template
Review previous session content
Prepare any new materials
Send reminder with System Check link

First Session

Extended onboarding/orientation
Assign participants to teams
Establish norms and expectations
Create initial connections

Recommended Settings

Space Mode

Varies by activity:

Activity Type	Mode
Full cohort presentation	Conference
Mixed work + video	Sidebar
Small group work	Interactive

Switch modes throughout sessions based on what you're doing.

→ Space Modes Explained

Audio Type

Use: Zoned (for team work)

Create persistent audio zones for each team:

Teams always know where to find their zone
Familiar space builds comfort
Easy to switch between team/global audio

→ Audio Zones Explained

Teams (Critical for Cohorts)

Create persistent teams:

Unlike temporary breakout rooms, Teams persist across sessions:

Same people, same team, every session
Team-specific canvas areas
Relationship building over time

→ Team Administration

Structuring Your Space

Multi-Board Strategy

Create separate boards for:

Home/Hub - Welcome area, cohort info, ongoing resources
Session boards - One per session, archived after
Team boards - Persistent workspace for each team
Resource board - Reference materials, links, templates

Recommended Canvas Structure

Home Board:

┌─────────────────────────────────────────────────────────┐
│                   COHORT HOME                            │
│                                                          │
│  ┌─────────────┐  ┌─────────────┐  ┌─────────────┐     │
│  │   WELCOME   │  │   AGENDA    │  │  RESOURCES  │     │
│  │   & Norms   │  │   & Links   │  │   & Tools   │     │
│  └─────────────┘  └─────────────┘  └─────────────┘     │
│                                                          │
│  ┌─────────────────────────────────────────────────┐    │
│  │                 TEAM AREAS                        │    │
│  │   Team A     Team B     Team C     Team D        │    │
│  │   Zone       Zone       Zone       Zone          │    │
│  └─────────────────────────────────────────────────┘    │
│                                                          │
│  ┌─────────────────────────────────────────────────┐    │
│  │            COHORT GALLERY / SHOWCASE              │    │
│  │         (Work shared across teams)                │    │
│  └─────────────────────────────────────────────────┘    │
└─────────────────────────────────────────────────────────┘

Board Templates

Save your session structure as a template:

Set up a "perfect" session board
Save as template
Clone for each new session
Clear participant content, keep structure

→ Board Templates

Teams Setup

Creating Cohort Teams

Plan team composition before first session
Create teams in space settings
Assign members (or let them self-select)
Create team zones on canvas
Set up team audio zones

Team Size Recommendations

Cohort Size	Team Size	Number of Teams
15-20	4-5	4
25-35	5-6	5-6
40-50	5-7	7-8

Team Activities

Check-ins - Start in teams, then full group
Project work - Collaborative team deliverables
Peer feedback - Teams review each other's work
Accountability - Teams support individual goals

→ Team Administration

Session Rhythms

Typical Cohort Session Structure

Opening (15 min)
├── Check-in activity (in teams or full group)
├── Recap previous session
└── Today's agenda

Content Block (45-60 min)
├── Presentation/Input (Conference mode)
├── Reflection/Processing
└── Discussion (teams or full group)

Application (30-45 min)
├── Team work time (Interactive mode)
├── Apply learning to projects
└── Peer feedback

Closing (15 min)
├── Share-outs from teams
├── Key takeaways
├── Preview next session
└── Assignments/commitments

Building Rituals

Consistent rituals build cohort culture:

Same opening activity each session
Team check-in before diving in
Consistent closing question
Celebration moments for milestones

Between Sessions

Keeping Cohort Connected

Even between live sessions:

Leave space accessible for async work
Encourage teams to meet independently
Provide "office hours" in the space
Share resources and updates

Preparing for Next Session

Review previous session content
Note what worked and what didn't
Prepare new session board
Send reminder with any pre-work
Check team progress on ongoing work

First Session: Onboarding

Extended Orientation

First session needs extra time for:

Platform orientation (10-15 min)
Team assignments and introductions
Norm-setting for the cohort
Practice with key features

Onboarding Activities

Tech orientation:

Navigate the space together
Practice adding sticky notes
Test audio in team zones
Find key resources

Community building:

Extended introductions
Team bonding activity
Cohort-wide connection
Establish shared agreements

Share System Check Early

Send participants to System Check well before the first session—ideally with your welcome email.

Common Cohort Challenges

"Attendance drops over time"

Prevent/address by:

Strong team accountability
Cumulative projects that require participation
Personal connections (people show up for people)
Celebrate attendance, follow up on absences

"Teams are uneven"

Manage by:

Intentional team composition at start
Regular team health check-ins
Willingness to reshuffle if needed
Support struggling teams proactively

"Content doesn't build"

Design for:

Clear throughlines session to session
Cumulative projects
Callbacks to previous sessions
Progressive skill building

"Participants can't find things"

Organize by:

Consistent navigation structure
Clear board naming
Central "home" with links
Orientation reminders as needed

Permissions for Cohorts

Recommended Structure

Role	Access Level
Program staff	Admin
Lead facilitators	Facilitator
Team leads (optional)	Facilitator
Participants	Editor
Guests/observers	Viewer

Consider:

Who needs to run sessions?
Who manages teams?
What can participants do between sessions?
Any observers who shouldn't modify?

→ Sharing & Permissions

Communication Templates

Welcome Email

Welcome to [Cohort Name]! 🎉

You've been assigned to [Team Name].

BEFORE OUR FIRST SESSION:
1. Run System Check: [link]
2. Use Chrome or Firefox
3. Test your camera and microphone

Our space: [Kolab link]
First session: [Date/Time]

Questions? Reply to this email.

Looking forward to this journey together!

Session Reminder

Reminder: [Cohort] Session [#] is tomorrow!

📅 [Date/Time]
🔗 [Kolab link]

We'll be covering: [Topics]

Please:
- Review [any pre-work]
- Run System Check if you haven't lately
- Join 5 minutes early

See you there!

Related Guides

Team Administration - Managing teams
Board Templates - Consistent structure
Creating a Space - Space setup
System Check - Verify your setup