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:

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:

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

→ Board Templates

One Agenda per Session#

Running every session in the same space? Give each session its own agenda (agenda menu → New agenda). The agenda panel only lists the boards and tools the current agenda uses, plus any no agenda uses yet, so each session's list stays short.

To bring back something from an earlier session, open a section's + Add item and look under From other agendas. Use shares the same board, and Use a copy gives you a separate board with the same content.

→ Multiple Agendas in One Space

Teams Setup#

Creating Cohort Teams#

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

Team Size Recommendations#

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#

1. Review previous session content
2. Note what worked and what didn't
3. Prepare new session board
4. Send reminder with any pre-work
5. 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:

1. Navigate the space together
2. Practice adding sticky notes
3. Test audio in team zones
4. Find key resources

Community building:

1. Extended introductions
2. Team bonding activity
3. Cohort-wide connection
4. 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#

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