Basic Settings for an Online Workshop

This tutorial provides with all the tools to get up and running with your online workshop. All links are referring to the demo project of Jonathans's Juice bar.

Preparation of the workshop


To run an online workshop ideally you have the following roles present, during the workshop. For the project manager in general please consider these roles.

✅ Facilitator, in charge of facilitating and running the actions in the lobby
✅ Supporter. Helps participants with troubles for instance in the support lobby
✅ Community manager. Takes care of the participants before, during, and after the workshop - e.g. in the chat.
✅ Facilitator organizing team: coordinates the organizing team, decides on when to move to plan B

Depending on the complexity of the project you may want to additionally involve

✅ Techie: takes who can write actions to adjust the program
✅ DJ: responsible for the music program
✅ VJ: creates a cool summary with the screen recordings
✅ Facilitators for the breakout rooms, if you have large groups
✅ Editors: clean up grammar and editors

Set up communication channels

✅ Decide on how you'd like to communicate as a team. How does crisis management look like

Create a new project

✅ Create a new project (please note the project ID)

Create the lobbies for the workshop

✅ Create a lobby for the workshop → chose a nice style in the settings (give it a clear name)
✅ Create a lobby for the organizing team → This is where you can meet before the workshop.
✅ Create a lobby for technical support → or use the network support lobby

Add an idea machine

✅ Add an Idea Machine: make sure you have the correct language settings (please note the idea machine ID). In the Machine Settings link the participant's lobby. This will provide you with engine interaction in the Lobby.

Add a new website to the project

✅ Give it a nice URL, Make sure you have the correct language settings
✅ Make the landing page public (green) unless the project is highly confidential
✅ Clone "Welcome to Online Workshop" from Templates (label template, site focus off). This will take a few minutes and you will get an email when done.
✅ Go to the Site Settings → Scroll to → Menu settings advanced → Edit the Main menu → Click on Linked Nodes → Unlink Root Node → Select the "Welcome Node" to be the root node (Site focus enabled) → Save and click on the website icon and you are done.

Make Organizing Team members of the Lobby Supporters

✅ Add the organizing team to the members of the network role "Lobby Supporters"

Add privileges to the roles

✅ Customer: can access lobby "Workshop", can manage Idea Machine "Workshop", can view restricted pages on "Website"
✅ Organizing team: can participate in any step of the Idea Machine "Workshop"
✅ Participants: can access lobby "Workshop", can manage Idea Machine "Workshop", can view restricted pages on "Website"

Create Guestlist

✅ Create a guestlist for the participants which provides the role participants and leads to the main page (don't forget the slash) → You will change this later on to the lobby and then to the results page.
✅ Share the ssu-code of the guest list with the customers
Tipp: Keep Login information simple. Ideally, all participants only have one login.

Customize Website

On the website

✅ Customize pages for the participants
✅ Customize pages for the organizing team
✅ Add background information

Check access rights after!

With your briefing in hand → create the travelogue and formulate the questions

  • If you plan multiple returns to the lobby please add BrainBreaks to your questions
  • Use the importer to import your questions.
  • You can add a return to the lobby button to the background information of your breaks


Return Now

<a href="" class="btn btn-danger btn-sm btn-block w-50 mt-2">Return Now</a>

Time for Actions

Got to your participant's lobby and start setting up your actions
You can run through the templates, step by step.

Reflect on what if's and plan B

✅ What can possibly go wrong?
✅ What is plan B?

Steps before the workshop