> ## Documentation Index
> Fetch the complete documentation index at: https://docs.kralis.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Whiteboards and Groups

> Practical workflows for creating, sharing, attaching, archiving, and restoring Classroom whiteboards and collaboration groups.

Whiteboards and collaboration groups are standalone Classroom resources. A board can exist without a live event, and a collaboration group can be reused for event roles and board access.

## Whiteboard workflow

```mermaid theme={null}
flowchart LR
    A[Create board] --> B[Draw and save revisions]
    B --> C{Who should use it?}
    C -->|Specific people| D[Grant user access]
    C -->|A class| E[Grant class access]
    C -->|Reusable team| F[Grant group access]
    D --> G[Optional event attachment]
    E --> G
    F --> G
    G --> H[Present or reuse board]
    H --> I{Still active?}
    I -->|Yes| B
    I -->|No| J[Archive or delete]
```

## Find and filter whiteboards

Open **Classroom → Whiteboards**.

The page starts with **Active** boards. Use:

* **Active** for boards that can currently be viewed or edited;
* **Archived** for retained boards that are no longer active;
* **All** to search both groups together;
* search to match a board title or description; and
* **Load more** when more results exist.

Archive is not delete. Archived boards retain their access, attachments, and revision history.

## Create a whiteboard

Any active school user can create a whiteboard.

1. Select **New whiteboard**.
2. Enter a title and optional description.
3. Choose **Private** or **Shared with school** visibility.
4. Select **Create whiteboard**.

The creator becomes the owner.

| Visibility         | Who can view                                                                              |
| ------------------ | ----------------------------------------------------------------------------------------- |
| Private            | Owner, school administrators, explicit grants, and users who can access an attached event |
| Shared with school | Active users in the same school, in addition to managers and explicit grants              |

Visibility controls viewing. Editing still requires ownership, administration, or an Editor grant.

## Draw and save

Select **Edit board** to begin editing. Only one person edits a board at a time; viewers continue seeing the drawing and current editor's cursor.

Classroom saves revisions automatically while keeping edit mode open. A manual **Save** action is also available. Select **Stop editing** when finished so another editor can take over immediately.

Imported images are saved with the Excalidraw board and remain available to later viewers. Keep the complete board below 10 MiB by resizing large images before importing them.

## Edit board details

On the whiteboard details page, scroll to **Actions** or use **Board options**, then select **Edit details**.

The dialog updates:

* title;
* description; and
* Private or Shared visibility.

Changing details does not replace the board drawing or revision history.

## Manage whiteboard access

The **Access** card summarizes explicit grants. Select **Manage** to open the access dialog.

The dialog provides **Users**, **Classes**, and **Groups** tabs. Each tab supports search, selection cards, and additional result loading where applicable.

1. Choose the target tab.
2. Search for and select a user, class, or collaboration group.
3. Choose **Viewer** or **Editor**.
4. Select **Grant access**.

Existing targets display their current Viewer or Editor badge. Select the pencil action or select the target again to change its access level. Use the delete action to revoke the explicit grant after confirmation.

| Access level | Capabilities                                                       |
| ------------ | ------------------------------------------------------------------ |
| Viewer       | Open saved board state and receive live drawing and cursor updates |
| Editor       | All Viewer capabilities, plus enter edit mode and create revisions |

Revoking one explicit grant does not necessarily remove all access. The user may still qualify through school-wide visibility, an attached event, administration, or another granted group.

## Attach a board to events

The **Attached events** card shows current attachments. Select an event row to open its details or select **Manage** to change attachments.

Inside the dialog:

* current attachments show the event title and status;
* the open action goes to the event;
* detach removes only the relationship after confirmation; and
* search finds active unattached events.

Ended and cancelled events cannot receive new board attachments. This keeps closed event history stable. Existing historical attachments remain visible and can be detached without deleting the board.

A board can also be attached from an event details page:

* **Create and attach** creates a board already linked to that event; or
* **Attach existing** searches manageable boards and links the selected one.

An attachment never transfers board ownership.

## Present a whiteboard

During a live event, open the whiteboard quick panel and select an attached board.

* **Present board** switches followers to the live board efficiently.
* The active editor's drawing and cursor update for viewers.
* The presenter camera can remain visible as picture-in-picture.
* A viewer can leave the presentation and return with **Follow presentation**.

To include the board in a recording, share the browser tab or screen containing it before recording. Native board presentation is not recorded automatically.

## Archive, restore, and delete

| Action  | Result                                                                      | Reversible |
| ------- | --------------------------------------------------------------------------- | ---------- |
| Archive | Removes the board from Active lists and prevents editing or new attachments | Yes        |
| Restore | Returns an archived board to active use                                     | Yes        |
| Delete  | Permanently removes the board and saved revisions                           | No         |

An archived board must be restored before its details, access, attachments, or drawing can be changed.

If the saved drawing becomes unavailable, an owner or administrator may be offered **Recreate empty document**. This creates a new empty revision and cannot recover missing drawing content.

## Collaboration-group workflow

```mermaid theme={null}
flowchart LR
    A[Create group] --> B[Search school users]
    B --> C[Add members or managers]
    C --> D[Grant event role]
    C --> E[Grant board access]
    D --> F[Reuse group]
    E --> F
    F --> G{Group still needed?}
    G -->|Yes| C
    G -->|No| H[Archive group]
    H --> I[Restore when needed]
```

## Find and create groups

Open **Classroom → Groups**. Search by group name or description and switch between Active and Archived results.

Any active school user can create a group:

1. select **New group**;
2. enter a name and optional description; and
3. create the group.

The creator becomes the owner and initial manager.

## Add and manage members

Open a group and select **Add member**. The picker:

* searches active school users;
* shows full name and username;
* displays existing membership badges; and
* loads more users when needed.

Choose the intended group role before adding the user.

| Group role | Capabilities                                                      |
| ---------- | ----------------------------------------------------------------- |
| Member     | Receives access contributed by the collaboration group            |
| Manager    | Receives group access and can update the group and manage members |
| Owner      | Protected creator role with full group management                 |

Managers can change group details and remove eligible members. The owner cannot be removed implicitly.

## Use groups for access

A collaboration group is a reusable access target:

* an event grant assigns one event role to all active group members; and
* a whiteboard grant assigns Viewer or Editor access to all active group members.

Group membership changes affect the access contributed by that group. During a live event, Kralis updates the affected participant role and media permissions. Removing a user's final source of event access can disconnect them.

Groups do not change a user's global Kralis role and are separate from school permission groups.

## Archive and restore groups

Archiving a group disables the access it contributes while preserving its identity and membership history. Use the Archived filter to find and restore it later.

Before archiving a group, review events and boards that rely on it. Users may retain access through another direct grant, audience, group, or school role.

## Related guides

* [Whiteboards and Collaboration Groups](/classroom/whiteboards-and-groups)
* [Classroom Access and Roles](/classroom/access-and-roles)
* [Using Classroom as a Teacher](/classroom/teacher-guide)
* [Classroom Recordings](/classroom/recordings)