You have participants who are new to Kolab. You need to get them comfortable with the platform quickly so they can focus on your actual content—not fighting the technology.
Typical setup: New users before/during first session, 15-30 minutes orientation
The Onboarding Challenge
New users face:
- Unfamiliar interface
- New interaction patterns
- Tech anxiety
- Too much to learn at once
Your goal: Minimum viable competence—just enough to participate.
Three Onboarding Approaches
1. Pre-Session Self-Service
Best for: Large events, recurring programs, tech-savvy audiences
How:
- Send System Check link well before session
- Provide brief guide/video
- Let participants self-onboard
Pros: No session time used, scales well Cons: Not everyone will do it
2. Session Start Orientation
Best for: Workshops, training, most situations
How:
- First 10-15 minutes of session
- Quick guided tour
- Practice key actions
Pros: Everyone gets it, support available Cons: Uses session time
3. Dedicated Onboarding Session
Best for: Cohort programs, complex use cases, anxious users
How:
- Separate 30-minute session before main content
- Full orientation and practice
- Build comfort before stakes
Pros: Thorough, builds confidence Cons: Extra time commitment
System Check First
Always start with System Check
Before ANY onboarding content, send participants to System Check:
- Tests camera and microphone
- Verifies browser compatibility
- Identifies issues before they matter
- Builds confidence
When to send:
- With welcome/confirmation email
- 24-48 hours before session
- Reminder day of session
What to Teach (Prioritized)
Essential (Must Know)
| Skill | Time to Teach |
|---|---|
| Join the space | 1 min |
| Camera/mic controls | 2 min |
| Mute/unmute | 1 min |
| Basic navigation (pan/zoom) | 3 min |
| Add a sticky note | 2 min |
Important (Should Know)
| Skill | Time to Teach |
|---|---|
| Reactions | 2 min |
| Chat | 2 min |
| Raise hand | 1 min |
| Move around canvas | 2 min |
Nice to Have (Can Learn Later)
| Skill | Learn When Needed |
|---|---|
| Advanced canvas tools | During activity |
| Audio zone awareness | When relevant |
| Keyboard shortcuts | After comfortable |
| Settings/preferences | As needed |
10-Minute Quick Orientation
Script
Minute 0-2: Welcome and Tech Check
"Welcome! Before we dive in, let's make sure everyone's tech is working. Can you see and hear me? Give me a thumbs up reaction." [Wait for reactions] "Great! If you ran System Check earlier, you're all set."
Minute 2-4: Camera and Mic
"You'll see your video here [point]. These buttons control your camera and microphone. Let's all turn cameras on. [Wait] Now mute yourselves—click the mic button. [Wait] And unmute. [Wait] Perfect! You can do that anytime."
Minute 4-6: Navigation
"This is the canvas—where we'll do our work. Try clicking and dragging to pan around. Go ahead, explore a bit. [Wait] Now try zooming—scroll or pinch. Zoom in, zoom out. [Wait] If you get lost, [show re-center option]."
Minute 6-8: Adding Content
"The main thing you'll do is add sticky notes. Click here [show button], then click on the canvas. Add a sticky now—write your name and one word for how you're feeling. [Wait, help as needed] Nice! That's the core skill you need."
Minute 8-10: Reactions and Questions
"Quick ways to participate without unmuting: Reactions here—thumbs up, clap, question mark. Raise hand if you have a question. Chat is here for text. Any questions? [Address] Great, let's begin!"
5-Minute Emergency Orientation
When time is extremely limited:
Minute 0-1: "Welcome! Thumbs up if you can see and hear me."
Minute 1-2: "Your controls: camera, mic, mute/unmute. Try muting now."
Minute 2-3: "Pan around by clicking and dragging. Try it."
Minute 3-4: "Click this button to add a sticky note. Add one with your name."
Minute 4-5: "Questions? No? Great, we're diving in. Ask in chat if you get stuck."
Pre-Session Materials
What to Send
Essential:
- Join link
- System Check link: https://app.getkolab.ai/system-check
- "Use Chrome or Firefox"
- "Allow camera/mic when prompted"
Helpful:
- Brief orientation video (2-3 min)
- Written quick-start guide
- FAQ for common issues
- Who to contact if problems
Sample Pre-Session Email
Subject: Prepare for [Session Name] - Action Required
Hi [Name],
You're registered for [Session Name] on [Date/Time].
BEFORE THE SESSION (5 minutes):
1. Run System Check: [link]
This tests your camera, mic, and browser.
2. Use Chrome or Firefox
(Safari may have issues)
3. Find a quiet space
You'll need camera and microphone.
JOIN LINK: [Kolab link]
First time using Kolab? No worries—we'll do a quick
orientation at the start. Just complete System Check
and you'll be ready.
Questions? Reply to this email.
See you there!
Handling Tech Anxiety
Common Fears
| Fear | Reassurance |
|---|---|
| "I'm bad at tech" | "We'll go through everything together" |
| "I'll break something" | "You can't break anything—we can always undo" |
| "I'll embarrass myself" | "Everyone was new once, we'll help you" |
| "I can't find things" | "I'll guide you, and there's always chat for questions" |
Anxiety-Reducing Tactics
- Go slow at first
- Repeat instructions
- Provide visual guidance (screen share)
- Celebrate small wins ("You did it!")
- Normalize learning ("This is tricky for everyone at first")
- Have backup plan for truly stuck participants
Supporting Struggling Participants
During Session
Signs someone is struggling:
- Not responding to prompts
- Camera/mic always off
- No canvas contributions
- Chat messages asking for help
How to help:
- Private chat: "Everything okay? Need help with anything?"
- Offer to screen share a walkthrough
- Pair them with a buddy
- Provide simplified instructions
- Let them observe if needed
For Persistent Issues
- Follow up after session
- Offer 1:1 help session
- Provide written/video guides
- Suggest they re-do System Check
- Check for accessibility needs
Common First-Time Problems
| Problem | Quick Fix |
|---|---|
| "I can't find the space" | Send direct link again |
| "No video/audio" | Re-run System Check, check permissions |
| "I'm in the wrong place" | Guide them to welcome area |
| "I can't add sticky notes" | Check permissions, guide step by step |
| "Everything is tiny/huge" | Help with zoom controls |
| "I can't hear anyone" | Check audio settings, headphones |
Ongoing Support
During Program
- Remind of key features when used
- Quick refreshers at session starts
- Document common questions
- Buddy system for new joiners
Building Autonomy
Gradually introduce:
- More features as needed
- Keyboard shortcuts
- Self-service help resources
- Troubleshooting basics
Onboarding Checklist
Before Session
- System Check link sent
- Pre-session email sent
- Orientation plan ready
- Support person identified
At Session Start
- Tech check (can everyone see/hear)
- Basic controls demonstrated
- Navigation practiced
- One hands-on activity done
- Questions addressed
During Session
- Monitor for struggling participants
- Offer help proactively
- Repeat instructions as needed
- Celebrate participation
Related Guides
- System Check - Pre-session testing
- Joining a Session - Participant guide
- Setting Up Audio & Video - A/V setup
- Troubleshooting - Common fixes