Preparation

1 Phase 1 · Preparation

Preparation is where every project begins. Here you set up your project, gather the briefing collaboratively, sort out team & roles, and get ready right before the workshop. Everything in one place — no separate settings dialog anymore.

The phase is split into four tabs that guide you through preparation in a sensible order: Set up project → Briefing → Team & roles → Right before the workshop.

What changed

This phase used to be called “Briefing,” and the project settings lived behind a gear icon in the top bar. Both are now tidied up: the gear is gone, all project details live in Preparation, and “Briefing” is now just the collaborative pad inside this phase.

Set up project

The first tab (/vorbereitung/projekt) is your runway for a new project. It gently guides users who are less comfortable with technology.

• Getting-started tiles: six guided tiles show you the sensible first steps — import material, gather the briefing, build the plan, create slides, use a template, or prepare participation.
• Already have material? Right below sit all the import features: existing schedules (CSV, XLSX, TXT, DOCX, PDF), slide packages and entire project packages can be read in.
• Project details (collapsible): title, description, target audience and the welcome text — maintained in one place, editable at any time. Saved automatically.
• Project date & framing times (collapsible): set the date, start and end here, and enter framing times (e.g. lunch, fixed breaks). These framing times are shared between Preparation and the session plan — changes stay consistent on both sides instantly. Also here: the break hint (“Remind me after X minutes without a break”) and the slide stage size.

Set up project: guided tiles, import, and collapsible project details. ↹ Hell/Dunkel umschalten

Briefing

The second tab (/vorbereitung/briefing) is your shared preparation pad. Here you gather project goals, target audience and framework conditions — all in view before you begin.

The briefing is pre-filled with sections from your organization’s template (e.g. call for proposals, goal, target audience, time & duration, fixed times, framework conditions, methods, notes). It is a real-time editor (Hocuspocus/Yjs) — several people can write at once, even from different places.

Here’s how to work with it:

1. Open the “Briefing” tab.
2. Write in the sections (placeholder “Write here…”). Changes are shared live.
3. The results can later be transferred straight into the session plan — by drag & drop, with transferred items checked off automatically.

Why a dedicated pad

The briefing deliberately has its own calm space — separate from setup. That way your team can think together in peace, without forms and tiles getting in the way.

The briefing pad: pre-filled sections, editable together in real time. ↹ Hell/Dunkel umschalten

Team & roles

The third tab (/vorbereitung/team) is about your internal delivery team — deliberately separate from the participants.

• Assign roles: flow present comes with default roles (typically presenter, facilitator, minutes, materials). You assign them centrally here; in the session plan they can be refined per block.
• Invite the team: invite colleagues into the project so you can prepare together and facilitate live.

Team ≠ participants

“Team & roles” means the people who run the workshop. Everything about the participants — join address, expected number, polls and feedback — lives under Participation.

Right before the workshop

The fourth tab (/vorbereitung/vor-dem-workshop) bundles everything for the last stretch before the start.

• Tasks before the workshop: a checklist of open items. Add a “What still needs doing?” item, assign it to a person, check it off; filter by “Me” or “All.” Automatic checks like “Slides missing: {Block}” check themselves off as soon as the underlying cause is resolved.
• Exports right before the workshop: “Export slides as PDF” (a backup for projecting), “Print session plan” (with a choice of format via a dialog) and “Print materials list.”
• Minutes: a three-way switch for shared minutes — Off │ In the team │ With participants. “With participants” lets participants read the minutes live. When it’s active, the minutes pad appears directly below.

Plan

The export and print features are available from a paid plan onward — see Plans.

From here you move on to the session plan, the slides and the live mode.