All Collections
Deal Room
How to create a new room
How to create a new room

How to create a room to share with participants

Updated this week

Are you ready to start creating your very own room?

Doing so is easy and allows you to customize your own space with any content you want.

You can create your room by using a template room, created in advance or you can start from scratch.

In this guide, we will show you how to get started.


How to create a room

  1. Click on "Create room" up to your left

  2. Then choose whether to use a Template room or start from scratch. Here is what you can do:

    1. Using a Template Room

      If you'd like to use a template room to get started, you can find a selection of pre-made templates in the Template Rooms section. You can also see your recently used templates as well. To use a template room, simply select the one you'd like to use and it will be ready to customize. You can then add more content, adjust the room's settings, and make any other modifications.

    2. Creating your room from scratch

      If you choose to create your room from scratch, select Start from scratch and start by setting a name for your room. Once you have set a name, you can then start to customize the room.

      Please note: It is not possible to create a template from a room created from scratch.

  3. After choosing, you will be asked to name your room and add your company name (optional)

  4. Click on Continue

  5. Done!

Creating your room can be a fun and creative process!

Making a room from scratch or starting with a template is easy and flexible, so have fun and make something amazing!

Pro tip!

Why not explore our created Onboarding template?

A good way to get started and get inspired in creating your own templates!


Setting up your room

When you have created your room it will be in draft mode before you publish it the first time. This allows you to add more content to the room before going live with it to your recipient(s).

Adding Pages and Content resources

Once you have created your room you can add more pages with content you want to present to the participants.

  1. To add a new page, click on the button + Create page to your left:

You can build your newly added page from scratch, or you can add content resources from your library.

Save an element/section/page as a content resource (new)

You can now save content in rooms as resources in the content library. This can be done on element, section, or page level.

Save an element as a content resource

  1. Click on the element

  2. Select Save element as a content resource

  3. Name your resource and choose if you want to store it in a specific folder

Save a section as a content resource

  1. Click on the three dots on the section

  2. Select Save section as a content resource

  3. Name your resource and choose if you want to store it in a specific folder

Save a page as a content resource

  1. Click on the three dots on the page

  2. Select Save page as a content resource

  3. Name your resource and choose if you want to store it in a specific folder


Editing Pages and Sections

You can easily edit existing pages and sections by clicking on the page or section in the tree view. This will bring you to the page or section and allow you to make changes as needed.

You can also rearrange the pages by clicking and dragging them to where you want to place them.

Hide or Show pages

You can adjust the visibility of the page if you only want some content to be presented first. This could be useful if you have a form that needs to be filled out first or content you want them to see later in the process.

When you make the page visible you need to publish your changes (when the room is published with your participants):

It will then notify the recipient that the document has been updated, so they can review the new content. Read more about it in this article


Configure room settings

When you feel your room is ready to be published, you might want to make a few settings on how your room is to be available.

The settings are divided into three parts:

  • General settings

  • Availability

  • Functionality

General settings

Room name, Company name, Owner, Value, Reminders

The general settings let you adjust various aspects of your room, these are:

  • Room name

  • Company name

  • Room owner

    • Sometimes another user on the entity needs to take ownership of the room. Here you can click on the field under Change Owner, and select which user on the entity will have ownership.

    • The room owner will be notified when someone interacts with the room.

  • Value (internal use only)

    • Setting the value of the room will be helpful when you want to link the room to a specific contract later in the process.

    • Please note that the value will not be visible to the participants and is for internal use only.

  • Set reminders

    • You can set a reminder to be sent out to a participant who has already received an invitation but has not yet visited the room. You can also decide if you want the reminder to be repeated after a specified number of days.

Availability Settings

The availability settings let you specify in which mode the room should be available to participants.

Restrict room access

  • When you toggle ON Restrict room access only invited participants can enter the room.

  • When a Room is set as public, anyone who has the universal link can enter the room. Best used when the link is to be shared among your participants and their stakeholders.

  • When a participant has been given the universal link, they will be asked for their email and then added to the room as a participant.

Unpublish room

  • Instead of deleting the Room completely, you can simply unpublish it.

  • Once the room is unpublished, your participants won’t be able to visit it. All your unpublished rooms can be found under the tab Unpublished, where they can be re-published.

Delete room

  • Here you can select to delete the room.

  • If you would like to fully delete a Room, please note that once a Room is deleted it cannot be retrieved again.

Functionality

Within functionality, you can turn on and off some functionality. Here you can choose what functionality you want your participants to have access to while in the room.

Chat

  • Here you can turn on/off the chat functionality

  • If the chat is disabled then no one in the room will be able to have private or group chats

Read more about the chat here.

Action plan

  • Here you can turn on/off the Action plan functionality

  • If the action plan is disabled then no one in the room will be able to create or complete tasks.

Read more about the Action plan here.

Files

  • Here you can turn on/off the Files functionality

  • If the Files functionality is disabled then no one in the room will be able to upload or download files.

Read more about Files here.


Comments

  • Here you can turn on/off the possibility to make

  • If the function is disabled no one in the room will be able to make comments.

Read more about comments here.

Adding Participants to Your Room

When you add new participants you can either add existing contacts or create new contacts.

How to add participants

When you have published the room, click on the Add Participants button up to the right.

Add a new contact

  1. Enter the participant's email

  2. Click on + Create as a contact

  3. Fill in all the information and click on Save contact information

  4. Select Done when you have added all participants to the room

Add an existing contact

  1. Click on the search field and search for your participant by name or email

  2. Select the one you want to add to the list

  3. Select Done when you have added all participants to the room

At this time, you are now ready to publish your room.

Publishing Your Room

Once you have designed your room, it's time to make it available to your participants. Dependent on what room settings you have chosen, and how you want participants to join the room.

After you can notify your participants, this can be done by sending an invitation email or manually emailing each participant's unique link:

Send Invitation Email

Choose to send an invitation email to all users that you have added to the room. This email will include a link for them to join.

Copy private links

You can choose to invite users one by one. As part of the invitation process will be provided with a unique link for each user. This link can be sent to the individual via email. This is an option if you have set the room to restrict access under Settings-Availability

Share Universal Link

You can also choose to share a universal link if your room has no restricted access. This link can be shared with a broad range of participants, and they can use it to join the room. This is an option if you have not set a restrict access to the room.

When a participant has been given the universal link, they will be asked for their email and then added to the room as a participant.

That's it! It's now time to start collaborating with your participants. Good luck!

Did this answer your question?