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Use customisation to create the best online shared workspace possible

In order to encourage users to actively participate in your Kahootz online shared workspace, you need to ensure that it’s as easy to use and navigate as possible.

Fortunately, there are lots of different ways in which you can organise your workspace in order to provide better guidance to your users.

How can you customise your Kahootz workspace

When you first created your workspace, you probably focused your attention initially on adding content and inviting users.

That’s a good place to start. However, without clear navigational elements and a logical structure, your users will struggle to find the content that they need to do their job.

Here are just some of the ways in which you can customise your workspace to improve your users’ experience:

Workspace dashboard

When a user logs in, one of the first things that they will see is your workspace’s dashboard. This gives you with the perfect opportunity to provide context and guide users around your workspace.

A great way to do this is by using dashboard items. For example, NHS England use the ‘Text and Images’ item to add images that link to the most important information in their workspace.

nhs england


Folders in Kahootz are not only easy to setup, they also help to provide a clear structure for both you and your users.

Some of ways in which you can do this include:

  • Reordering – List folders in an order that makes logical sense to your users.
  • Hide content – Keep content hidden within certain folders if appropriate, (e.g. if it’s for managers only,) to avoid confusing your users.
  • Set permissions – Allow only specific users to create items in your folders, so it’s easier for you to control the structure of the content.
  • Decide item types – If you only want documents to be kept in a certain folder for example, you can restrict the creation of any other item type within it such as calendars and surveys to keep the folder uncluttered.


When one of your users views an item, or is new to your workspace, it is important that they understand what it is for and how they can use it.

If they don’t, you may have to deal with a large number of questions via email or private message. Answering these is not only tedious, but also causes unnecessary delays and slows down productivity.

To help you to overcome this, Kahootz allows you to customise the top of each item’s page. Here are just a few examples of how you can do this:

  • Provide extra information – If you have a calendar for meeting room bookings, you could add in extra information such as who’s in charge of the room and how many it can fit.
  • Link to other item types – Get feedback about whether the blog content you’re creating is engaging to your users, by setting up a survey and then linking to it for maximum visibility.
  • Explain procedures – You could explain how users can add entries to a database for example.
  • Use imagery – If your instructions are too complicated to be written down, use our powerful rich text editor to include pictures and tables so you can get your point across clearly.

Workspace items

It’s not just the pages and folders where you can provide extra context to your users. You can also do this when you add content to your workspace.

By naming items, you can give them a clear purpose within your project. For example, you could name a blog ‘Project Management Best Practices’ rather than the more generic ‘Company Blog.’

Want to experiment with customising your own workspace?

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