WeEngage User Guide

When you sign up, we email you a 6-digit code. Enter it on the "Check your email" screen. There's nothing to click in the email, so this works the same in your browser and inside the Zoom or Teams panel. If nothing arrives after a minute, check your spam or junk folder, then select "Resend." If the address on screen is wrong, select "Wrong address? Fix it." A new code goes to the corrected address, and you don't have to fill in the form again. Your account stays inactive, and your free trial hasn't started, until you enter the code.

When you log in, you land on your dashboard.

The left sidebar shows your profile at the top. Select it to edit your information, change your password, manage your account, or log out. Below that is the blue "Create New Session" button. Under it are links to "Sessions" (this page), "Templates," "Clients & Projects," and "Ask about your meetings" (Pro). The page you're on is highlighted. Under "Organization" you'll see your organization's card, or "Create an organization" if you aren't in one. At the bottom is a "New here?" card with the "Create your first session" video. "Help" (this guide) and "Join a session" are in the menu at the top, with "Log out" beside them. Your sessions appear in the main area on the right.

Your sessions are in three lists. Above them are a search box, a session-type menu, a client menu (once a session has a client), a project menu (in an organization with projects), and a sort menu. Buttons for "All," "Active," "Upcoming," and "Previous" show live counts. Type part of a name, a join code, or a session type, and the lists become one set of matches, with a count and a "Clear" link. Choose "Previous" to search only your history. The type menu lists each type. At the top of each group, it lists the whole category (for example, "All Culture & Connection"). You can sort by newest, oldest, name, or most participants.

• "Active Sessions": Sessions you're running now, newest first, grouped by when they started (Today, Last 7 days, Last 30 days, Older). Select one to resume it. Each card shows the join code, when it started ("Started 2 hours ago" for the first day, then the date), and how many people are in it. A scheduled session whose time has come appears at the top, with a "Start now" button and a countdown ("will auto-close in 22 hours unless you start it"). A started session with no activity for almost 30 days shows a countdown in its last three days ("Will auto-close in 2 days").

• "Upcoming Sessions": Sessions set up for later, each with its date, time, and a countdown. From here you can edit a session, start it now, make a copy, or copy the link to send to participants. Deleting a scheduled session is in the Edit screen, under "Danger Zone."

• "Previous Sessions": Sessions you've already run. Each card has "View" (the full read-only record, with every response and insight), "Clone," "Delete," and a "Save as template" link. "Clone" makes a new session from a past one. It copies the questions and their setup (options, votes per person, ladder rungs, anonymity and hide-responses settings, and the meeting context). It doesn't copy responses. You choose whether the copy starts now or is scheduled. The copied questions wait for you to show them. The exception is the opening question, if the original had "Show the first question when the session starts" ticked. That question shows as soon as the copy starts. "Clone" is a Pro feature. On the Free plan, the button reads "Clone (Pro)" and opens a short explanation.

  Sessions within three days of being removed are listed under "Being removed within 3 days" at the top of the list. We email you once, three days before a session is removed. Sessions are kept for 7 days on the Free plan and 365 days on Pro. If a free trial ends without an upgrade, sessions from that trial are kept for 7 days. A banner shows the exact countdown if this applies to you.

On the Free plan or a trial, a banner at the top of your sessions shows your trial countdown, or how many free sessions you have left this month. On Pro or a Team plan, the banner doesn't appear.

WeEngage is built for small, live, facilitated group sessions. These uses fall outside that, or carry more risk:

• Large or public polling. Sessions are capped at 50 participants, so they aren't suited to broad surveys or public polls.
• Sensitive matters you want kept off the record. Session content (questions, responses, and saved insights) is kept for your plan's retention window. It isn't deleted right away. In-session chat is the exception. It is ephemeral and never stored.
• Personnel decisions. A session's record can be printed, kept, and requested later (by subpoena, audit, or a records request). This includes performance reviews, discipline, and hiring or firing.
• Anonymous whistleblower or compliance reports. "Submit anonymously" hides a name from view. WeEngage isn't built, reviewed, or certified as a secure whistleblower channel. The data isn't held independently, and a facilitator's account can still reach the underlying session.
• Formal or binding votes, such as board resolutions, union elections, or shareholder votes. Anyone can join under any display name, and identity isn't checked. A vote that must hold up as legitimate needs another tool.
• Regulated or privileged information, such as protected health information, attorney-client discussions, or non-public financial or M&A details. Response content is sent to Anthropic's API when you generate AI insights. WeEngage isn't built, audited, or certified for these kinds of data.

Before you run a session on a sensitive topic, ask yourself whether you'd be comfortable with its questions and responses being read back to you in six months. See "Is my data safe?" in the FAQ for how retention works.

Select "Create New Session" to begin. You can also select "Templates" in the sidebar, which opens the same form already filled in (see "Starting from a template").

"Session Name" is required. Only you see it. It's how you'll find the session in your lists. Participants never see it.

"Session Type" is required. Pick the type that matches what you're doing. Types are grouped four ways:

• "Culture & Connection": all-hands, town halls, onboarding, team building, and celebrations. The goal is belonging, not a decision or a lesson.
• "Shaping the Future": making decisions together, planning, brainstorming, designing a course or curriculum, or setting team norms.
• "Learning & Engagement": training, workshops, and leadership development. The goal is building skill together.
• "Understanding & Reflection": retrospectives, feedback sessions, root-cause analysis, and user research. The session looks back or looks deep.
• "Other": anything that doesn't fit. It sits alone at the end.

"Client" is optional. It's who the meeting is for. On your own account, type a name or pick one you've used before. "Acme" and "acme" count as the same client. In an organization, the field is a drop-down of the clients your team leader assigned you to. It appears only once you have one. Leave it on "No client" for an internal meeting. Participants never see it. You can change it later from the session record or the Edit screen. See "Client insights" below.

"Project" is optional. On your own account, type a name or pick one you've used. If a client is filled in, the project belongs to that client. So "Retreat" for Acme and "Retreat" with no client are two separate projects. In an organization, the drop-down lists your team's projects and any for the whole organization. You see a project under a client only if you're assigned to that client. Picking one sets the client too. You can change it later from the session record or the Edit screen. See "Project insights" below.

"Meeting Context" is optional. It's your "why we're meeting" note. Describe what you're trying to get done, so participants understand the frame. They see it during the session. The AI insights also use it.

You can format it. Write first, then format:

1. Type your note as you would in any text box.
2. Highlight the words to change.
3. Select "B" for bold or "I" for italic. The change appears right there, as it would in a document. ⌘B / Ctrl+B and ⌘I / Ctrl+I also work.
4. For a bulleted list, select "List" and type your items, pressing Enter after each one. Select "List" again to stop. Typing a dash and a space at the start of a line also starts a list.
5. To add a link, highlight the words, select "Link," paste the address, and select "Add link." With nothing highlighted, the address itself becomes the link. To change or remove an existing link, select its "Link" button.

What you see in the box is what participants see in the "Why We're Meeting" panel. There's no separate preview. If you know Markdown, such as two asterisks for bold or a dash for a bullet, you can type it, and it formats as you go.

A "Session note" is optional. It's visible only to you. Select the amber "Session note" toggle under Meeting Context to write a run-of-show: how long to plan for, what to say up front, and what to do with the results. The same formatting buttons work here. Each question can also have its own "Question note." Both appear on your screen during the session as small amber links. Blue boxes are visible to everyone. Amber items are visible only to you.

Next, add questions. You can add as many as you want before the session starts. The first question box is there by default for your opening question. Select "Add Question" for more. Reorder questions by dragging the tabs or using the up and down arrows. Delete any you don't want.

Each question type asks for different details:

• "Poll," "Ranking," "Knowledge Check," and "Dot Vote" need at least two options. The other seven types need only the question.
• A poll can "Allow multiple selections" and "Allow an 'Other' option" that participants write into.
• A knowledge check requires you to "Mark correct answers" (one or more) as you create it.
• A dot vote sets "Votes per person." The default is 3, and the maximum is 10.
• A laddering question picks a "Ladder preset": "5 Whys" (five "Why?" rungs), "Why ladder" (three "Why does that matter?" rungs toward purpose), "How ladder" (three "How might we make that happen?" rungs toward action), or "Custom." Set the number of "Rungs" from 2 to 5. Each rung's prompt can be edited. The question is the starting statement. The first rung asks about it, and each later rung asks about the participant's previous answer.
• A "Whiteboard" question is answered by drawing together, not by typing. An example is "What might be contributing to this?" on a fishbone. You can choose a grid for the board to start with ("Start the board with a grid": a two-by-two, a skill/will matrix, an empathy map, a fishbone, a timeline, options side by side, or a handoff). You can type the grid's labels ahead of time, or leave the board blank. Whiteboard questions have no answer settings, because nothing is typed. See "Whiteboard collaboration" for how it runs.
• Open-ended, poll, brainstorm, Start/Stop/Continue, and laddering questions have an "Enable anonymous responses" checkbox. The other types never show who answered what, so there's no setting to change.
• Every question except Whiteboard has "Keep responses hidden from participants until you show them," which is on by default. Turn it off to let everyone see responses as they arrive. While it's on, group chat pauses until you show the responses or close the question.
• Any question can have a "Question note." Select the amber "Question note" toggle at the bottom of the question form. Use it for how you'll introduce the question or what to watch for. Only you see it. A small 📝 in your question list marks questions that have one.
• On the Free plan, Open-ended, Poll, Brainstorm, and Whiteboard are available. The other seven are locked, with an upgrade prompt.

"Show the first question when the session starts" is on by default. Your opening question is visible as soon as you go live, with no "Show question" click. Turn it off to run an intro first. Any other question you add before starting waits for you. Once you're live, you choose for each question you add. More on that below.

Finally, choose when the session happens:

• "Start now" launches it immediately.
• "Schedule for later" lets you pick a date, a time in 15-minute steps, and a time zone. The zone starts as your current zone. Change it if you'll be somewhere else when the session runs. The full date and time are spelled out. If the zone isn't the one you're in, you also see the time where you are. Participants always see the time in their own zone.
• For a scheduled session, you can set the rough length from one to eight hours. After you save, "Add to Calendar" on its Upcoming Sessions card downloads a calendar file.
• Scheduling in advance is a Pro feature. The Free plan can only start a session right away.

At the scheduled time, the session moves to "Active Sessions" in a waiting state. Anyone who joins sees "The session will start soon" until you open it and select "Start now." Starting also shows the first question, if that box is ticked. If a scheduled session is never started, it closes on its own 24 hours after its scheduled time. It's saved under Previous Sessions as "Never started," and you get an email. To run it again, use "Clone" there. Clone is a Pro feature.

"Changing a scheduled session": select "Edit" on its Upcoming Sessions card to change anything before it starts. You can change the name, type, Meeting Context, session note, date and time, whether the first question shows at the start, and the questions. You can add, edit, reorder, or delete questions, or add some with "+ Add from a template." Nothing is saved until you select "Save Changes" at the bottom, which saves everything at once. Until then, new or changed questions show "Not saved yet." If you close the window with unsaved changes, WeEngage asks before discarding them.

When everything looks right, select "Schedule session" or "Start session."

Templates are ready-to-run sessions written by WeEngage. Each one has a session type, a "why we're meeting" note, a full set of questions, a note on every question, and a session note with a run-of-show. Using a template is a Pro feature. Browsing and previewing are open to everyone. Every new account's free trial includes templates.

Select "Templates" in your sidebar, or "Browse templates" at the top of the session form. The gallery has two sections. "Your templates" holds your own, under "My templates," plus any a colleague shared with you. "WeEngage templates" is grouped by the four session categories. Each section opens from a header that shows a count. WeEngage remembers which sections you opened. Each card shows the session type, rough length, number of questions, and who it's written for. "Preview" shows the whole template: the meeting context, the run-of-show, and every question with its note.

"Use / edit this template" opens the session form with everything filled in. From there it's an ordinary draft. Rename it, edit or delete any question, add your own, reorder, change the notes, then schedule it or start now. A "Based on" chip at the top shows where it came from. "Change template" returns you to the gallery. It clears the form, after asking first.

Some templates leave blanks for you:

• Square-bracket placeholders in a question, such as "[top idea]" or "[timeframe]," are for details only you know. Edit the question and type them in.
• Vote and ranking questions that depend on an earlier brainstorm start with placeholder options, such as "Idea 1, Idea 2." Their notes tell you to replace them with the group's real shortlist before you show the question. Queued questions stay editable until then.
• The Onboarding template's Knowledge Check is a placeholder. Replace it with a question about your own organization, and add a few more like it.

Multi-session templates, such as the four Design Thinking stages, are numbered in their series badge. Run them in order, and carry each session's close-out note forward.

Some templates include a "Whiteboard question," a step the group answers by drawing together. Examples are a fishbone of causes or an impact/effort grid. The grid and its labels are already set. When you reach that step, show the question, select "Open the whiteboard" under it, and everyone is invited to that step's own board. A few of these ask you to edit the grid's labels just before showing the question, such as the two teams in a handoff or the options in a decision. Those only become known during the session. The board saves as you go. When you end the session, you're asked whether it should be part of the record. If so, it appears under its question.

"Save your own": at the bottom of the session form, next to "Start session," "Save as template" keeps the form as it stands. That includes the session type, meeting context, session note, and every question with its note. It's saved under "My templates," the first section of the gallery. Your current draft doesn't change, and no responses are saved. Use it to keep a starter you've adjusted for your team, or a session you built from scratch and want to run again. A past session works too. "Save as template" on its card under Previous Sessions saves its questions and notes, never its responses. When you save, you can add up to 10 tags. These are short labels of your own, such as "engineering," "Q4," or "onboarding." Tags you've used before appear as one-click suggestions, so spellings stay consistent. Tags show on the template's card. Select a tag to see every template with it. Once you have any tags, a "Tags:" row of buttons appears under the gallery's search box. Each saved template has "Name & tags," which changes its label without touching its questions, and "Delete." Deleting a template doesn't affect sessions you've already made from it. Saving is a Pro feature, and you can keep up to 50 templates. On a team, you can also share a template. See "Teams" below.

"Borrowing questions from a template": you don't have to start from a template to use its questions. In the session form, or when editing a scheduled session, "+ Add from a template" at the top of the Questions section opens a picker. Search or scroll to any template, yours or WeEngage's. Tick the questions you want, then select "Add." They join the end of your list with their notes and settings, ready to edit or reorder. A question already in your form appears but can't be added twice. To build a new template from pieces of old ones, gather the questions, then select "Save as template." Like templates, this is a Pro feature.

"Finding a template": the gallery has the same search box, type menu, and sort menu as the dashboard. Search matches a template's name, type, tags, and the wording of its questions. Searching "stop" finds every template with a "what should we stop doing" question. While a search, filter, or sort is on, the sections become one list of matches. Select "Clear" to bring the sections back.

You're live. Here's what's on screen.

At the top is "Share This Session," with two buttons. "Copy Link" gives a link that each person selects to join. "Copy Code" shows the join code. People go to weengage.app and enter it.

Below that is your control bar:

• "Broadcast" sends a short pop-up to everyone at once, for example "back in ten minutes" or "let's move on."
• "Whiteboard" opens the shared drawing space. See "Whiteboard collaboration."
• "Pause Session" holds the session. Participants see a paused screen, and nothing new comes in until you select "Resume."
• "End Session" closes the session for good. It asks you to confirm first.

Next you'll see "Why We're Meeting," the context you wrote. Participants see it too.

If you wrote a session note, a small amber "Session note" link appears under that. Each question's "Question note" link sits under the question text. Notes start closed. Select the link to open a note, and select it again to hide it. WeEngage remembers which notes you opened for the rest of that session. Select "Edit" to change a note at any point, even after the question has been shown. Participants never see notes. If a question or the session has no note yet, a small "+ Add a question note" or "+ Add a session note" link appears in the same spot.

Your questions appear as tabs in the center. New questions start with a small padlock, which means participants can't see them yet. Select the tab. Under the question text, next to the "Not shown yet" label, is a "Show to participants" button. Selecting it makes the question visible. The padlock goes away, and the status label changes from "Not shown yet" to "Open."

Adding a question mid-session works the same way, with one difference. "+ New Question" gives you two buttons. "Add + Show Everyone" creates the question already visible. "Add to Queue" creates it hidden, with the padlock, for questions you're preparing to use later.

Responses come in as people submit them. If a question shows responses as they arrive, everyone sees each other's thinking. If it hides them, only you see them until you show them. "Show responses to everyone" and "Close responses" are two separate actions. Showing responses lets everyone see what has come in so far. The question stays open, and people can keep responding or change their response. Closing a question ends it for responses, whether or not you've shown them. A typical flow: show the question, responses come in, show responses to everyone, get insights, share with the group, and move on. You'll often leave the earlier question open the whole time. Questions never close on their own, and neither do sessions.

Any tab still open for responses has a thin green outline and dot. That shows which questions are live for the group, even when you have a different tab open. A status label next to the question text shows the current state: "Not shown yet," "Open - responses hidden from participants," "Open - responses visible to participants," or "Closed," with the same hidden or visible detail. Participants can move between every open question, not just the one you opened most recently.

"Brainstorm questions" have a grouping area under the ideas. Create a group with a name, then drag ideas into it. You can rename or delete a group later. Groups start in a neutral grey. Pick a preset color for a group to make it stand out. "Reset to default" returns it to grey. Participants see groups live and can move ideas between them. Only you can create, rename, or delete a group. Each group also appears in a summary list with its idea count. Select one there to spotlight its ideas and dim the rest. This happens on your screen only, like spotlighting a theme below. Select it again, or "Show all ideas," to clear it.

When several people post the same idea, you can stack the duplicates. Drag one idea onto another. The two become one card with a "×2" badge. The badge goes to ×3, ×4, and so on as you add more. The card takes the wording of the card you dropped onto. Select "See all" to read every wording and see who posted it. "Collapse" closes it. A dashed "Drop here to keep separate" space sits in the backlog and in every group, for when you'd rather add a new card than stack by accident. "Unstack" next to a stack takes it apart. Inside an open stack, each idea has its own "Unstack" to pull out just that one. Participants can stack too, and move ideas between groups. Anyone can open or collapse a stack to read it, and anyone can pull a single card out of a stack. A mistaken stack takes one click to fix, and a stack of two comes apart the same way. Only you can take apart a larger stack in one click, or give it a headline. That stops anyone from breaking up a pile while someone else is building it. When people in a stack said the same thing in different words, select "Rename" to give it a headline. Only you can name a stack, as with clusters. Every member's wording stays listed underneath. A stack moves between clusters as one unit, and counts as the number of ideas it holds. The AI insights and the session record treat it as that many people raising the same point, under the name you gave it.

Groups show where an idea lives. "Themes" show what it's about, and one theme can run across several groups. In the "Themes" box above the ideas, add a theme with a name and a preset color. Only you can add, rename, or remove themes. Anyone can tag an idea with a theme from the "+ theme" button on its card. Tagging a stack tags every idea in it, so stacking and unstacking keep the tag. Only you can remove a theme from a shared card. A participant can untag their own single, unstacked idea. Each theme in the box shows how many ideas carry it and across how many groups. Select a theme to spotlight those ideas and dim the rest, on your screen only. Select it again, or "Show all ideas," to clear it. Themes feed the AI insights and the session record along with the groups.

"Laddering questions" show one row per participant. Each person climbs their own chain, and what matters mid-session is where each chain ends. A collapsed row shows the first step to the last step. It reads "✓ 3 steps" when someone has finished, or "Step 2 of 3 · in progress" while they're still climbing. Select a row to open the whole ladder, or "Expand all" for the debrief. Participants save each step as they go, so the chains build in front of you. The progress line adds a "finished" count ("5 of 8 responded · 3 finished") so you can decide whether to wait or move on. "Show responses" and "Close" work the same as for any other question. The step-by-step reveal happens on each participant's screen, not through your controls. A small caption under the question names the ladder and says what each rung asks.

"Set a timer" on a question. The options are 1, 2, 3, or 5 minutes. You see a countdown with "+1 min" and "Clear." Participants see "About 2 minutes left," then "About a minute left," then "Less than a minute left." They don't see a running clock. The timer never closes anything. At zero it shows "time's up," and you decide what happens next. Pausing the session pauses the timer. If participants select "Need more time?", you see a count next to the countdown. You don't see who asked.

Tabs run in the order you asked things. Each is labeled with its number and type, such as "1. Open" or "3. Rank." A laddering tab names the ladder instead: "2. 5 Whys," "4. Why ladder," "5. How ladder," or "Ladder" if you wrote your own rungs. A tab labeled "2. Q1 Insight" is a response round you opened from Q1's insight (see "Using AI insights"). It sits right next to Q1, not at the end.

You can edit, delete, or reorder any question you haven't shown yet. Next to "Show to participants" is an "Edit question" button. It opens the same form you used to write the question, filled in. Change the wording, type, options, or note, then select "Save question." A small ✕ on the tab deletes a question. Drag the tab or use the arrows to move it. Use this to stage questions in advance, and then adjust the wording and order of what's still ahead as the conversation goes. Once a question has been shown, its wording and position become part of the session record. It can't be edited, deleted, or moved. Only its note stays editable. Editing, reordering, and deleting apply only to the padlocked tabs.

Apart from the opening question (if that option is on), questions wait for your "Show question" click. You set the pace. If you show a question out of order, its tab number changes to match. For example, if you skip to your fourth question right after your first, that question becomes "2," and the questions still waiting move down. The numbers always follow the order you actually asked things.

Your facilitator panel slides out from the left edge of the screen. The small ‹ › tab opens and closes it. It holds "Back to Dashboard" (with the theme button beside it), a session overview, your list of participants, and the Questions list, which shows how many people responded to each question. The overview shows the number of participants and the response rate. For each question, the rate counts the people who were in the session while it was live, whether they were there when you showed it or arrived while it was up. It also counts anyone who responded later. People who had already left don't lower the rate. In a locked session, everyone you added counts for every question. After the session ends, the overview shows how many people left before the end. The session record in Previous Sessions shows the same count next to the participant number. A red badge next to a name means that person sent you a message you haven't read. Select a name to open a private chat. Participants can see who's in the session on their "People" list, but only you can remove someone.

Pause and Resume work at any time. Participants see "This session has been paused." You pick up where you left off. While paused, participants see only that notice. No responses, chat, or insights come through until you resume.

The session also pauses itself when you step away. If no facilitator screen has been open in the session for 30 minutes, it pauses. That happens when you go back to the dashboard, close the tab, or your laptop sleeps. Participants see "The facilitator has stepped away." When you open the session again, you'll see that it paused itself. Select "Resume" when you're ready. It doesn't restart on its own. A break shorter than 30 minutes doesn't trigger the pause.

For a session that runs over hours or days, such as a multi-round Delphi process, use "Lock session." A locked session doesn't pause itself, so participants can respond on their own time. Locking also controls who takes part. It replaces the join code with a personal link that you email to each person (see "Chat and connection"). A locked session is open only to the people you invited. You can still pause it yourself at any time. A running session never closes during a meeting. It stays open until you end it. The only automatic closes are cleanup rules: a session untouched for 30 days, and a scheduled session nobody started within 24 hours of its time. See "Ending and printing a record" and "Creating your first session."

AI insights are a Pro feature. On the Free plan, the button is greyed out with an upgrade prompt. Everything below applies on Pro, a trial, or a comp account.

Select "Get Q[N] response insights." This works for open-ended, brainstorm, Start/Stop/Continue, and laddering questions. For polls, rankings, knowledge checks, word clouds, scale, and dot vote questions, the button is greyed out, because those already show their own totals. An insight has a main takeaway, three themes, and three questions to explore next. Under every insight is a line with the date it was generated and how many responses it covered. An amber note appears once more responses (or, for conversation insights, more questions) have come in. That means the insight is out of date. Regenerate it for a new version. The Regenerate control turns amber at the same time.

Insights are generated from a framework for how groups and teams work together. Every insight carries the note "AI-generated insights may not capture everything. Validate with the group." You can answer Yes or No to "Were these insights helpful?" Session data is not used to train Claude models by default.

An insight has two separate actions:

• "Save to session record" adds it to the read-only session record, which you view and print from Previous Sessions. Nothing reaches the record until you save it. Regenerating clears the saved mark.
• "Share with the group" shows it to participants, in a version written for them. That version is written when you select Share, and you see it first. Share stays greyed out until you've generated your own insight.

When you select Share, a short step opens. First it writes the group's version and shows it to you as a preview. The preview is exactly what participants receive. "Regenerate preview" rewrites it. Below the preview:

• If "Ask the group to respond" is checked, a response round opens on the insight. It's a new question, pre-filled with a prompt you can edit, such as "What resonates? What's missing? What would you add?" Participants see it with the insight as context. You move to the new tab. It joins the end of the questions shown so far, like any other question. For example, an insight on Q2 shared while the group is on Q8 becomes Q9. It's labeled with its source, "9. Q2 Insight," and responses come in there.
• Uncheck the box to share the insight without opening a round. A "session wrap-up" option then lets you mark it as a closing summary. Participants see it labeled that way.

Above the panel, "Your version" and "What the group sees" switch between your analysis and the group's version. The group's version is empty until you share something. Next to Share, a note says whether what the group has is current ("Shared with participants · 3:45 PM") or an earlier version. The note changes only when new responses or questions arrive, not with the clock. Participants see the same "covers N questions" line under a shared conversation insight. Their "Group insights are ready" button changes to "Earlier group insights" once the session has moved a question past it.

Responses to a shared insight are a normal question. You can generate insights on those too, to see how the group engaged, and share them. You can repeat this as often as you like. One round per insight is the usual.

Conversation insights work the same way: save, share, and wrap-up. They look across the whole session, including every question and response, poll totals, rankings, and knowledge-check results. They summarize where the group landed.

"Save to session record" decides only what goes in the record you view and print. It has no effect on insights that look across meetings (organization, team, client, and project insights). Those read the "meeting digest" instead. The digest is a short, structured record WeEngage writes when you end a session with "Save & End Session." Names are removed. You can read it at the bottom of the session record. Its "Lens" picker (Organizational health, Coaching, or Project management) changes how its points are grouped. It doesn't change what they say. See "Client insights" and "Organizations and teams."

"Ask about your meetings" (Pro) is a private chat over the sessions you saved. Open it from the sidebar, or with "Ask about this meeting" on a session's record. Answers say which meeting they come from. Anonymous responses stay anonymous. Your chats are saved, and only you can see them. When you open a chat, "Pick up where you left off" lists your most recent chats about the same meeting, client, or project. The "Earlier chats" menu at the top lists all of them, plus "New chat." Asking about a client, a project, or all your meetings also lists the chats inside it, labeled with where they came from. Asking about a client, for example, shows chats about its projects and about any of its meetings. Opening one of those returns you to that chat's topic, such as one meeting. "Back to" takes you to the wider view. A chat is named after its first question. "Rename" gives the open chat a new name. "Delete chat" removes it. Deleting a meeting, or reaching the end of its history window, also deletes the chats about that meeting. Chats about a client, a project, or all your meetings keep their history. A chat is deleted one year after it was last updated.

The chat can also help you plan. Ask which template to use for an upcoming session, and it recommends one of your templates, one shared with you, or a WeEngage template. It explains why, using your past meetings. It gives a link that opens the template in the create form, for you to edit. When nothing fits, it suggests questions and question types. When it suggests changes to a template, it can prepare the adapted version. "Open as a new session" puts the questions in the create form for you to edit and start. The chat never changes a template or creates a session on its own.

The paper clip in the question box attaches up to five files of yours. Examples are the transcript from your notetaker (Zoom, Teams, Otter, and so on), an agenda, prep notes, or slides. The chat can answer from them too. When a point comes from one of your files, the chat says so. Use PDF (up to 50 pages), Word (.docx), .txt, .vtt, .srt, or .md files, up to 5 MB each. Pasting a long text into the question box attaches it the same way. Files are read to answer you and never saved. A chat you reopen later lists the files it used and asks you to attach them again. Files never change the meeting's digest or any insights.

Generated and saved insights remain when you leave for the Dashboard and come back.

If you run meetings for clients, give each session a "Client." You can set it on the create form, or later from the session record or the Edit screen. Then pick that client in the dashboard's client menu. Your sessions narrow to that client, and a "Client insights" button appears.

In an organization, team leaders manage clients. On the "Clients & Projects" tab of the organization page, a team leader adds a client with "+ Client." Select the client's name to open its Client insights page. The "Access" box there lists who's assigned, team by team. For example, "Sales: Priya, Sam · Delivery: Jo." This shows where access overlaps. To add someone, select "Assign people," then pick a team and a person. Team leaders can assign people from their own team, including themselves. Or choose "No team (anyone in the organization)" to assign someone directly. You can also pick "Add everyone on [team]" from the person list to give a whole team access at once. Remove someone with the × next to their name. Someone assigned to a client can pick it on their sessions and see its client insights. Owners and admins see the same lists and can assign or remove anyone as a fallback. Their role alone doesn't give them access to client insights. Everyone who manages clients can see who has access to each one. When someone leaves a team, the client access they had through that team goes with them.

Client insights are AI themes across a client's meetings, read through a lens you pick. "Organizational health" has three lenses that stay the same each time: "Structure and flow" (how work is set up and where it gets stuck), "Culture" (how people describe working together), and "Enablement" (whether people have what they need to get things done, and what would help). "Coaching" is for group coaching series. It reads the same meetings through "Meeting purpose," "Challenges and opportunities," "Ideas generated," and "Action steps." It's based on the GROW coaching model. "Project management" reads them through "Scope and goals," "Plan and progress," "Risks and blockers," and "Team and stakeholders." Each lens keeps its own insights, generated separately. Client insights open on Organizational health. The page remembers your last choice. Each finding shows how many meetings it came from. An arrow shows whether it has been coming up more or less often lately. The arrow appears once there are at least ten meetings, because a smaller window changes too quickly to read. Below the lenses is what carries forward from one meeting to the next: open issues, commitments, decisions, and requests.

Client insights read the meeting digest. That's the short, structured record WeEngage writes, with names removed, when a meeting ends with "Save & End Session." They don't read the responses themselves, or the in-session insights. Saving or unsaving a conversation insight makes no difference here. A meeting counts once it's held and ended with Save & End. The page lists which of your meetings with the client don't count yet, and why. In an organization, a meeting marked "Confidential" is left out of every view other people see. See "Organizations and teams." The same limits apply as for organization insights. Use these insights to decide what to ask about. Don't use them to evaluate a person or make a personnel decision. See the Terms of Use.

• "Your meetings": the meetings you ran with that client, including Confidential ones, since they're yours. Needs at least two. It may point to a particular meeting ("raised in the Sep 12 kickoff").
• "All [client] meetings": in an organization, everyone assigned to the client sees themes across every meeting anyone held with it, whether it was Sales, Delivery, or Product. The page shows who has access. This view needs at least three meetings. It leaves out Confidential meetings. It never names a meeting, a facilitator, or a person.
• "Your team's meetings": a team leader gets one more tab on the client's insights page. If the leader runs more than one team, the tab is named after the team. It shows themes across that team's meetings with the client, whether or not the leader is assigned to it. Open it by selecting the client's name on the organization page's "Clients & Projects" tab. The same rules as "All meetings" apply: at least three meetings, no Confidential meetings, and nothing that points to one meeting or person. "Ask about these meetings" opens a chat over the same digests.

Available on Pro, a trial, or the Team plan. You can rename a client with "Rename." On the Client insights page, that works for your own clients. On the "Clients & Projects" tab, it works for an organization's clients, from the "⋯" menu on each row. In an organization, clients belong to the organization, not to one person. Sessions from before you joined show the organization's clients in the Client field, as long as you're assigned to them. Picking one brings that session into the organization.

On your own account, your clients and projects are yours alone. Besides typing them on the session form, open "Clients & Projects" from the dashboard to add, rename, move, archive, or delete them. Select a client's name to open its Client insights page. That works even before it has a session. Select a project's name to open its insights. That works once it has a session.

In an organization, a project is one team's piece of work. It can stand alone ("Q4 reorg") or sit under a client ("Northwind · Rebrand"). The projects list on the "Clients & Projects" tab is one flat list. Each project row shows its team and its client as small chips. Select a chip to set or change it. Owners and admins can pick any team. A team leader can pick the teams they lead. Add a project with "+ Project." A project must belong to a team, a client, or both — unless the organization has no teams, where a project belongs to the whole organization. "No team" is offered only to owners and admins, and only on a project that has a client, because the client's assignments already decide who sees it. Once there are two or more projects, a bar above the list lets you search by name, filter by team or client, and sort.

One rule decides who sees a project's meetings. A project with a client is seen by the people assigned to that client. A project with no client is seen by its team, or by everyone in the organization when there are no teams. A project never gives anyone access by itself. Changing a project's team or client changes who can see its meetings, and whose team usage and insights count them. So you're asked to confirm first.

Rename, Archive, and Delete are in each row's "⋯" menu. "Archive" removes a client or project from every drop-down. Its sessions, the people who can see them, and its insights all stay as they are. Archived clients and projects are listed under "Archived" at the foot of the tab, where "Unarchive" brings them back. "Delete" is for mistakes, like a typo or a duplicate. It works only when no session uses the item. A client also needs no projects. Otherwise, archive it instead.

Project insights work like client insights. Pick a project in the dashboard's project menu, then "Project insights." You can also select the project's name on "Clients & Projects." The insights fill in once the project has meetings. "Your meetings" needs at least two of yours. "All [project] meetings" needs at least three. It never names a meeting or a person. It's for the team, or, for a project under a client, the people assigned to that client and the team's leaders. This is available on Pro, a trial, or the Team plan. The "Lens" picker works the same as on client insights, and it starts on "Project management."

You have a private one-on-one line to every participant. Select a name in your participant list to open a thread with just that person. Only the two of you see the thread.

In-session chat is ephemeral. WeEngage doesn't store it, and it isn't part of the session record or the meeting digest. Once the session ends, the chat is gone, unless someone downloaded it. To download a chat thread, select "Download transcript" in the chat panel. It saves as a plain-text (.txt) file to your device.

Participants also have "Everyone," one shared channel that everyone in the session can post to and read, including you. They can also message each other in private 1:1 threads. Both are always on. You can't switch them off.

The group channel pauses automatically while a question is open and its responses are hidden. While it's paused, nobody can post in the group channel. It reopens when you show the responses or close the question. A question created with responses visible from the start doesn't pause the channel, because everyone can already see each other's responses. A 1:1 thread, between two participants or with you, is never paused. Messages to you are never affected. Participants can always reach you, and you can always reply, start a thread, or send a Broadcast, even mid-question.

To remove someone, select "remove participant" from the participant list in your facilitator panel on the left. Confirm when asked. Participants can't remove anyone. The person is shown out right away and can't rejoin. Their responses stay as they were.

Participants have no accounts. A name is the only identity in the room. Each person's browser holds a key to their own seat. A seat can be on up to two devices, such as a laptop and a phone.

When someone types a name that's already taken, from a device the session doesn't recognize, they don't get in automatically. Here's what happens:

• The person already in under that name is asked to confirm it's them.
• If that person can't be reached during a live session, you see a "Jennifer is trying to rejoin" card with Approve and Decline.
• If nobody can vouch for the newcomer, they join as a new seat, "Jennifer 2," with a "New seat" badge. The original seat's responses and chat stay out of their reach.

When you end the session, you can merge the two seats if they turn out to be the same person.

Participants can set this up in advance. An optional email on the join form (or "Switch devices" on their screen) sends a rejoin link. The link puts their seat on any device they open it on. "Switch devices" also shows a QR code their phone can scan. A "Link" badge next to a name means that person has a rejoin link. You see a short "rejoined from a new device" notice whenever a seat gains a device.

Each row in your participant list has two controls. Each asks you to confirm.

• "Reset devices" (↺) signs every device out of that seat. The next person who uses the name must be approved.
• "Revoke link" (⊘) stops an emailed rejoin link from working. Devices already in stay in.

If a link was forwarded to the wrong person, use both.

To lock a session, check "Lock the session" when you set it up, or select "Lock session" in the session controls. A locked session has no join code or link. Anyone who tries one sees "This session is locked." You add each person by name and email under "People" (in the editor) or "Personal links" (in the live session). Each person gets a personal link by email. The link is their seat. It works on any device, nobody else can take their name, and it works until the session ends.

Everyone you add counts toward the 50-person limit. "Resend link" sends a new link to the address on file, or to a new address you type. The earlier link stops working. Use it to cut off a link that was forwarded. "Remove" takes someone off the list.

You can lock or unlock a session at any point before it ends. A locked session doesn't pause itself when you step away. Everyone in it is someone you invited, so it keeps running while people respond on their own time. An unlocked session pauses after 30 minutes with no facilitator (see "Running a live session").

Sessions hold up to 50 participants.

In-session chat is temporary. Messages exist only during the session and are deleted when it ends. They aren't part of the session record or anything you print, and AI insights don't use them. To keep a copy, download the chat transcript as a text file from the chat window while the session is still running.

Select "Whiteboard" in the control bar to open a shared drawing space. Use it to sketch, write, and diagram together.

Anything you draw appears on participants' screens right away, and they can draw too. Your drawing saves automatically. A few seconds after a change, you see an "Autosaved" note. Closing the whiteboard, refreshing the page, or returning the next day doesn't lose anything.

Autosave keeps your work for you. The whiteboard becomes part of the session record only when you choose. Select "Save to record" at any point, or answer "Add it to the record" when you end the session. If the board has drawing that isn't in the record yet, the End Session dialog asks, and you decide each time. If you saved an earlier version to the record and kept drawing, the board asks whether to use the latest version or keep the earlier one.

More than one board. A whiteboard can have up to 10 boards, like sheets of flip-chart paper. They appear as tabs under the whiteboard's title. Select "+ Add board" for a blank one. Everyone moves to it with you. Select a tab to go to that board. Participants always see the board you're on. They can see the tabs, but they can't switch boards themselves. Each board keeps its own drawing and autosaves on its own.

"Rename board" (or double-click the board's tab) gives it a name, such as "Parking lot" or "Causes." "Delete board" removes it for everyone. If the board has drawing on it, you're asked first. Deleting a board also removes it from the session record. The last board can't be deleted. Locking the whiteboard locks every board.

With more than one board, the save button reads "Save this board to record." It saves only the board you're on, so you choose which boards go in the record.

Sticky notes. The row of coloured squares at the top of the whiteboard adds a note. Pick a colour, and a square appears in the middle of your view for you to type in. Anyone can add notes, unless you've locked the whiteboard for participants. Notes move and edit like anything else on the board. When you finish typing, the text resizes to fill the square. Drag a note's corner to make it larger or smaller. The text resizes to fit.

Frames. "Insert/edit frame" adds a starting shape: a two-by-two grid, a skill/will matrix (skill along the bottom, will up the side, with Guide, Delegate, Direct, and Excite in the four corners), an empathy map (Said, Did, Thought, and Felt, which you can rename), a fishbone, a timeline, options side by side, or a handoff between two teams. Pick one, type your labels, and it appears on everyone's board at once. The frame's lines are locked so nobody moves the grid by accident. The labels stay editable. A timeline asks how many marks you want between its ends.

To change a frame after it's on the board, open "Insert/edit frame" again. Frames already on the board are listed at the bottom with an "Edit" link. Edit rebuilds that frame with your new settings and leaves anything drawn on it. Only you can insert or edit frames.

On a phone, or with the phone turned sideways, the top bar is compact. "Save," "More," and "Close" are at the top, and the sticky note colours stay in view. "Insert/edit frame," "Lock Board," and "Clear Board" are inside "More." Each grid shows a short how-to line above the board for everyone. Select "×" to hide it. That hides it only on your device, and only for that kind of grid.

The menu at the top left of the canvas has "Export image," "Find on canvas," "Help," "Toggle grid" (a dotted grid that things snap to, shown on your screen only), dark mode, and canvas background colours. Drawing tools stay selected after you use them, so you can type in several boxes or draw several arrows without picking the tool again. The small padlock at the far left of the drawing toolbar switches this off. The tool then returns to the arrow after each use.

Whiteboard questions. When a question's type is "Whiteboard," the group answers it on its own board. Nothing opens by itself. Show the question the usual way, tell the group what you're about to do together, then select "Open the whiteboard" under the question. That step gets its own board, named after the question (for example, "Q4 · Fishbone"). The grid you chose is already on it. Everyone gets the usual invitation to join. Board 1 stays free for anything unplanned. You can add more boards as you go.

While the whiteboard is closed, you and participants see a picture of the step's board under the question. Anyone can open the question list and look back at it while answering the next step. A whiteboard question has no typed answers. There's nothing to show or close, and no AI insight for it. If the drawing raises something worth putting into words, add a question about it with "+ New Question."

In the session record, a whiteboard question shows its board right under the question, once that board has been added to the record. The end-of-session question covers it like any other board. If you delete the step's board, opening the step again creates a fresh one.

You can lock the whiteboard to make it view-only, for example when you're presenting. Unlock it when you want everyone drawing.

Select "Stop Broadcasting" to close the whiteboard for everyone.

Select "End Session." If the whiteboard has drawing that isn't in the record yet, you're asked first whether to add it or leave it out. If you have several boards, each one not yet in the record is listed with a small picture of its drawing. Choose for each one, or use "Add all" or "Leave all out." Boards already in the record are kept, and they aren't listed.

Then choose one of two options:

• "Save & End Session" keeps the responses and insights in Previous Sessions.
• "End Without Saving" deletes them right away.

Either way, this can't be undone. The session closes, participants see "Session has ended," and all chat is deleted.

If you never end a session and it sits untouched for 30 days, it closes automatically and is saved. It's shown as "Auto-closed (inactivity)" in Previous Sessions.

Participants are then offered a short feedback form: a star rating with an optional comment. They can skip it. What they send is saved without their name. Right now, no facilitator view of this feedback exists in the app. WeEngage uses it to improve the product.

After a session is over, open it from Previous Sessions to see its full record. Each question appears with its results, shown in a form that fits its type:

• Full responses for open-ended, poll, brainstorm, Start/Stop/Continue, and laddering questions. Anonymous responses show as "Anonymous." A ladder shows every step in order, and notes if the person stopped before the last rung.
• Tallies for ranking, knowledge, word cloud, scale, and dot vote questions. These never show who answered what, either live or in the record.
• The insights in the record, shown under each question. "Hide insights" folds them away. This includes insights saved under "Insight" and insights shared with the group under "Shared with the group."
• The whiteboard, if you put it in the record. Each board you saved appears as a picture under its name, in tab order. Boards you left out, and boards you deleted, don't appear.
• Your session note and question notes, and any questions you queued but never showed. These appear only if you tick "Session & question notes" or "Questions not asked" next to "Include:" at the top. Both are off by default, so the record is ready to share with your team. A ticked box adds them on screen and to the printout. Nothing is deleted either way. "Clone" and "Save as template" still copy every question and note.

Meeting digest (Pro). At the bottom of the record is the name-free digest WeEngage wrote when you chose Save & End. Insights across meetings read it. "+ Add a transcript" lets you add your notetaker's transcript (Zoom, Teams, or Otter, as a .txt, .vtt, .srt, Word, or PDF file). What was said out loud then becomes part of the digest. Decisions and commitments made in the room reach your insights too.

Before Claude reads a transcript, WeEngage replaces the names it can identify with a placeholder, and it numbers each speaker. The transcript itself isn't stored. Only its file name and the date are kept. "Remove transcript" rewrites the digest from the record alone. Adding another transcript replaces the first. For a shared meeting in an organization, the updated digest reaches team and organization insights.

To keep a copy, select "🖨️ Print Session" at the top of the record. Print it, or save it as a PDF from your browser's print dialog. There's no separate download file. The printed record is the export.

Free includes 4 sessions a calendar month, a 7-day history window, and the Open-ended, Poll, Brainstorm, and Whiteboard question types. On Free, sessions must start right away. You can't schedule one in advance, use a session template, or clone a past session. AI insights aren't included. Your dashboard shows how many free sessions you have left.

Pro is $29 a month and includes:

• Unlimited sessions and all 11 question types.
• Scheduling sessions in advance.
• Session templates, including saving your own.
• Cloning a past session.
• AI insights.
• Clients and projects, with insights across each one's meetings (see "Client insights").
• "Ask about your meetings," a private chat over the sessions you saved.
• A 365-day history window and priority support.

Team is $25 per seat a month, with a two-seat minimum and a 10-seat maximum. Everyone in the organization gets Pro. The organization has a roster with owner, admin, and member roles. It has teams, each with its own leader. Templates can be shared with a team or the whole organization. Sessions can be handed off. Usage is shown by team and by member, and organization and team insights are included. An owner starts the Team plan from the organization page and picks the number of seats. More than 10 members takes an Enterprise plan, which is priced case by case. See "Organizations and teams" below.

Every new account starts with a 30-day free trial. No card is required. The trial counts from the moment you confirm your email, and a banner shows the countdown. When the trial ends, you move to the Free plan automatically, and you get an email. You can upgrade at any time from the Pricing page or your dashboard.

Inside the Zoom desktop app, "Upgrade to Pro" opens the Zoom App Marketplace. Zoom takes the payment. A plan bought there shows as "Pro, managed through Zoom," and you change or cancel it in Zoom (see the Zoom guide).

If your trial ends and you don't upgrade, the sessions you made during the trial move to the 7-day history window instead of keeping 365 days. If you upgrade before that window closes, they keep the full 365 days.

With an Early Adopter invite code, you get unlimited sessions free for a limited time. You also get a lifetime discount on Pro ($20 a month instead of $29) for when you decide to upgrade. The discount still applies after your free access ends.

An organization is a group of WeEngage accounts at one company. Each person keeps their own sessions and templates. The organization adds a shared roster, the ability to hand a scheduled session to a colleague, shared templates, one plan for everyone, and teams. Teams are named groups inside the organization, such as HR or Product. Each has its own leader and its own usage numbers.

Creating an organization. In the dashboard sidebar, under "Organization," select "Create an organization." Give it a name. You become its owner. Then invite colleagues by email from the organization page's "Members & billing" tab. Each invitation link is good for 14 days. A person who already has a WeEngage account signs in and joins with one click. A new person creates an account with the same email address and joins the organization. An invitation works only for the address it was sent to, so a forwarded link can't add someone else. An account can belong to one organization at a time.

Roles. Owners run the organization. Only owners change roles, and an organization always keeps at least one owner. Admins invite and remove members, rename the organization, and manage teams. Members run their own sessions. Anyone can leave from the organization page. An owner must first make someone else an owner.

The organization page. Open it from your organization's card in the dashboard sidebar. Owners and admins see five tabs: "Usage," "Org & team insights," "Teams," "Clients & Projects," and "Members & billing." The last one holds the full roster, invitations, roles, and the plan. Team leaders see the first four. Members see "Teams." Each team on the Teams tab opens and closes. The teams you're on start open. Owners and admins change the organization's name and logo with "Edit" next to its name.

Teams. The "Teams" tab lists the teams in the organization. Owners and admins create, rename, and delete teams. They add people from the roster to teams and choose each team's leader. A person can be on several teams. A team leader adds and removes the team's members, can rename the team, and sees the team's usage. If you're on two or more teams when you create a session, the form asks which team it belongs to. If you're on one team, the session is filed there. The choice only decides which team's usage the session counts toward. Deleting a team keeps every session filed under it. Those sessions become organization-wide. A template shared with that team becomes shared with everyone in the organization. Its owner can narrow the sharing again from the template's sharing settings.

Departments. An organization with four or more teams can group its teams into departments. Owners can turn this on early from the notice at the foot of the Teams tab. The word "department" can be changed to match the organization, such as "division" or "practice." Owners and admins choose the word on the Teams tab. A department needs at least two teams. Until it has two, it shows a "needs one more team" note and has no insights of its own. Owners and admins create and rename departments. They move a team in or out with the drop-down on its row, and they choose each department's leaders. A department leader can rename the department.

A team can sit outside any department. Cross-functional teams and committees usually do. Those teams count toward the organization, but not toward any department. Filing a meeting doesn't change: it's filed under a team, and it counts toward that team's department.

A department leader sees the department's insights and usage, and can build its report. They don't see the views of the teams inside it, and they never see client data.

On organization-wide insights and reports, each theme names the departments it came from, such as "in Operations and People" or "Operations only." This happens once two or more departments held a meeting in the period. Inside a department, each theme counts the department's teams. It never names one team.

Deleting a department leaves its teams where they are, outside any department. It removes only the department's own insights and reports.

What admins and leaders can see. Owners, admins, and a team's leader can see who is on the organization or team, their roles, and how much the team uses WeEngage. They never see a session's name, questions, responses, chat, insights, or record. Those belong to the session's facilitator alone.

Usage. The "Usage" tab of the organization page shows, for the last 30 or 90 days, the last 12 months, or all time:

• Meetings held. These are sessions that were actually started. Scheduled sessions that never ran aren't counted.
• Participants across those meetings.
• Overall participation.
• An engagement score.
• The share of participants who left before the end.

Meetings, participants, participation, and engagement are broken down by month, session type, team, and member. "Download CSV" gives one row per meeting, and the CSV includes the share who left before the end.

Owners and admins can view the whole organization, any department, or any one team. A team leader sees the teams they lead. A department leader sees the departments they lead.

Participation is the share of participants who responded to at least one question, averaged across meetings. The engagement score is 0 to 100. For each question shown, it's the share of people in the meeting while it was live (plus anyone who responded later) who responded or chose to decline. The score averages across each meeting's questions. Then it averages across meetings, so each meeting counts the same. A facilitator sees the same number as their response rate. Whiteboard steps are left out, because they collect no responses.

Left before the end is the share of participants who had left when the facilitator ended the meeting, averaged across meetings. It's shown separately, so leaving doesn't lower the engagement score.

Meetings held before October 8, 2026 use the earlier definition. Under that definition, everyone who had been in the meeting counted for every question. Averages that go back past that date combine both definitions. Locked sessions count every person on the list for every question, so their score isn't adjusted for when each person started or stopped. Both measures count only responses entered in WeEngage. Someone who contributed by voice or in the meeting chat isn't counted.

Sessions run by someone who has since left the team stay in the totals, under one "No longer on the team" line. Every number is a count. Nothing on the page or in the CSV names a session, a participant, or a response.

Organization and team insights. The "Org & team insights" tab shows AI themes across meetings. You read them through the lens you pick:

• "Organizational health": "Structure and flow," "Culture," and "Enablement." These are the same three every time.
• "Coaching": "Meeting purpose," "Challenges and opportunities," "Ideas generated," and "Action steps."
• "Project management": "Scope and goals," "Plan and progress," "Risks and blockers," and "Team and stakeholders."

Organization insights open on Organizational health. The page remembers your last choice.

Each finding shows how many meetings it came from. An arrow shows whether it has been coming up more or less often lately. The arrow appears once there are at least ten meetings, because a smaller window changes too quickly to read.

The insights read the meeting digest. WeEngage writes the digest, with names removed, when a facilitator ends a meeting with "Save & End Session." They never read a session's responses, questions, or names. They also never read the in-session AI insights, so saving a conversation insight to the record has no effect here.

They need at least three such meetings in the chosen period. Each finding must appear in at least two of them, so no single meeting stands out. Owners and admins can generate them for the whole organization or for one team. A team leader generates them for their team. When the view is one team, "Ask about these meetings" opens a chat over the same digests.

Meetings tagged with a client are left out. Those belong to the people working with that client. A team leader finds their team's meetings with a client on that client's insights page (see "Client insights").

The insights are a starting point for a conversation. The AI can miss things. It only sees what went through WeEngage. What was said out loud is included only when a transcript was added. The meeting's own chat, and anything said after the meeting, are never included.

Under the Terms of Use, these insights can't be used to evaluate an individual or to make personnel decisions. That includes hiring, firing, promotion, pay, performance reviews, and discipline. The first time you generate organization, team, client, or project insights, you tick a box agreeing to this. You're asked only once. This is part of the Team plan.

Confidential meetings. When you create a session in an organization, a "Confidential meeting" checkbox appears on the form. Left unchecked, the meeting contributes anonymously to the organization's learning. Checked, the meeting stays with you. It never appears in organization, team, client, or project insights that other people see. Your own client and project views still include it. Use it for HR, restructuring, or other sensitive conversations. Participants see which setting applies when they join. You can change it until the session starts.

Clients & Projects. The "Clients & Projects" tab is available to owners, admins, and team leaders. It has two plain lists, "Projects" and "Clients." Each client row shows its sessions, projects, and people counts. Team leaders add the organization's clients and projects. They assign people from their team to clients on each client's screen. Owners and admins can assign or remove anyone. Meetings tagged with a client are left out of organization and team insights. They appear in client insights instead, for the people assigned to that client. For a team's own meetings, the leaders see them too (see "Client insights"). Selecting a client's name opens its screen, which works even before the client has any sessions. Selecting a project's name opens its insights. Those are generated once the project has sessions and you have access to them.

Handing off a session. If you can't run a session you scheduled, open it under Upcoming Sessions. Select "Hand off to a teammate." Pick a colleague. The session moves to their dashboard with its questions, notes, meeting context, and join code, and they become its facilitator. You both get an email. Only the facilitator can hand a session off, and only before it starts. A session that is already live stays where it is.

When someone leaves. Removing a member takes them off every team. Owners can remove anyone. Admins can remove members. The removal asks who should take over the person's organization sessions, so the company keeps its meetings when people move on. If nobody is chosen, the person keeps their sessions. If someone deletes their WeEngage account while in an organization, their organization sessions move to the longest-standing owner automatically.

The Team plan. The Team plan gives every member of the organization Pro while they're in it. Covered members get no trial reminders or upgrade emails. An owner starts the plan from the "Plan" card on the "Members & billing" tab. Checkout is through Stripe. The plan costs $25 per seat a month, with a two-seat minimum and a 10-seat maximum. The owner picks how many seats to start with, and can raise or lower the number later from the same card. A raise is prorated on the next invoice. A lower number can't go below the current member count. If every seat is taken, a new member adds a seat when they join, up to 10. Removing someone frees a seat, but it stays on the bill until the number is lowered. Once the organization has 10 members, the invite form is paused. More than 10 members takes an Enterprise plan, which is priced case by case. Use "contact us about an Enterprise plan" on the "Plan" card, or the "Contact us" button on the Pricing page.

"Manage billing" on the same card opens the card, invoices, and cancellation. If the plan is cancelled, it runs to the end of the paid period. Then everyone returns to their own plan. The organization, its roster, its teams, and its shared templates stay as they were.

Already paying for Pro? The Plan card then offers "Switch my Pro to the Team plan" instead of checkout. The Pro subscription becomes the Team plan in place, on the card already on file. A review step lets the owner pick the seat count and shows the exact charge before anything happens. The charge covers the seats for the rest of the month, minus credit for the unused part of the current Pro month. An Early Adopter discount that applied to Pro ends with the switch. The card on file then pays for the plan. Before leaving the organization or deleting the account, the owner cancels it under "Manage billing."

Shared templates. Anyone in an organization can share one of their saved templates. Under "Sharing" when saving, or later under "Name, tags & sharing" on the template's card, choose "Only me," one of the teams you're on, or "Everyone" in the organization. Shared templates appear for the people they were shared with, under "Your templates" in the gallery. They're in a "Shared with [team]" or "Shared with everyone at [organization]" section, and each card shows who shared it. They also appear in "Add from a template" inside the session form. Using one works like any template. The session it opens is your own copy. Only the person who shared a template can change, unshare, or delete it. When someone leaves the organization, their shared templates leave with them.

You don't need an account. Your facilitator shares either a direct link or a session code. Select the link and you're in. Or enter the code at weengage.app. Either way, you choose a display name and agree to a short privacy notice.

Names ignore capitalization and extra spaces. "sam e." and "Sam E." are the same person. Reopening the same link or code in the same browser returns you to your own name. This works with a refresh, a second tab, or the link opened again.

Your browser holds the key to your seat. A seat can be on up to two devices. To switch devices, set it up in advance. The join form has an optional "Email" field. If you enter an address, we send a rejoin link that puts your seat on whatever device you open it on. We use the address for that one email and don't keep it. Once you're in, "Switch devices" in the header does the same two things at any time: "Show QR code" (for your phone to scan; the code works for two minutes, once) or "Email yourself a link." A link works until the session ends. Your facilitator can turn it off.

Some sessions are locked. There's no code to enter. The facilitator emails you a personal link. Open it on any device, and you're in under the name they gave you. If the session hasn't started, the link says when it will, and it keeps working. If you see "This session is locked" after entering a code, ask the facilitator to send your link.

If you type a name that's already in the session from a device it doesn't recognize, you see "Hold on a moment." The person already in under that name is asked to confirm it's them. In a live session, the facilitator may be asked next. If nobody confirms, you still get in, as "Sam 2." You can take part from there. You won't see the responses or chat made under the original name. The facilitator can merge the two seats when the session ends. You can also pick a name that sets you apart. A last initial works ("Sam" becomes "Sam E."). "Facilitator" and "Everyone" can't be used as names.

Once you're in, you see who is hosting the session under your name and code. The header has "Help" (which opens this guide), "Contact support," and "Sign out of session." The logo doesn't leave the session, so a stray click won't take you out.

If someone needs to join at the last minute, you don't need to find the facilitator. "Copy invite link" and "copy the code," under your session code, work the same as the facilitator's sharing buttons.

You see the question the facilitator most recently opened, labeled "Question 1," "Question 2," and so on. The "why we're meeting" note appears with it. A dropdown lists every other question you can switch to. The most recent one is marked "— Current." The same question carries a green "LIVE" tag in the "All Questions" list, which shows the newest at the top. A facilitator can have more than one question open. Any question marked "open" in that list still accepts your answer, even if you're looking at a different one. A question marked "closed" is locked and read-only.

How you answer depends on the question type:

• Open-ended. Type your answer and submit it. It appears as your saved answer. Select "Edit response" to change it at any time until the facilitator closes the question. After that, it's locked.
• Brainstorm. Add as many short ideas as you like. The facilitator can create named groups for the ideas. Anyone, including you, can drag an idea into a group or out of one.
• Poll. Choose one option or several, depending on how the question is set up. Use the "Other" box if there is one.
• Ranking. Drag the options, or use the arrow buttons, into your order.
• Knowledge check. Choose your answer. It may be one option or several. Once results are shown, you see your own answer, with each option marked ✓ or ✗. You see only your own answer, not a leaderboard.
• Word cloud. Add as many words or short phrases as you like, one at a time. Everyone's responses appear together afterward, sized by how many people gave the same word.
• Confidence or agreement scale. Pick a number from 1 to 5.
• Dot voting. You get a fixed number of votes, shown on screen. Spread them across the options, or put more than one on a favorite.
• Start/Stop/Continue. Pick Start, Stop, or Continue for each idea as you add it. Then add another. There's no separate sorting step afterward, unlike Brainstorm.
• Whiteboard. Nothing to type. You answer by drawing on a shared board. When the facilitator opens it, you get an invitation. You can also use the "Join the whiteboard" button under the question. When the whiteboard is closed, a picture of the board so far appears under the question. While the facilitator is still sharing, an amber note above the picture says the board is live. The picture updates as people draw. A link takes you to the live board.
• Laddering. Answer one step at a time. The first rung asks about the question. Each rung after that asks about the answer you just gave. For example, "Why?" five times, "Why does that matter?" moving toward purpose, or "How might we make that happen?" moving toward action. Each step saves when you submit it. If you refresh or run out of time, your earlier steps are kept. You can edit any saved step. Once the facilitator shows responses, everyone's ladders appear as one row per person. Select a row to open the full chain.

If you see a "Submit anonymously" option, you can send that answer without your name. The facilitator sees "Anonymous" in place of your name. Your answer still counts, and it still appears in the group's results.

The facilitator may set a timer. You'll see a line such as "About 2 minutes left." The timer doesn't cut you off. When it reaches zero, the facilitator still decides when to move on. If you need more time, select "Need more time?" once. The facilitator sees that someone asked, but not who.

When the facilitator shares insights, a window opens. It shows the main takeaway, the themes, and a few questions to explore next. These describe the group's thinking as a whole, so you can see how your input fits in. Reopen the window at any time from the label next to the question.

Sometimes the facilitator opens the insight for responses. You see "The facilitator asked…" with a prompt and a box. Write your response and select "Submit." The window closes, and your response moves into that question. You can edit it until the facilitator closes the round. Or select "Skip" to close the window. If you go to that question directly, the insight appears as a short card above your response.

An insight marked "Wrap-up" is a closing summary. There's nothing to respond to.

Select "People" to see everyone in the session. From there you can message the facilitator privately, or message another participant one-on-one. You can also post to "Everyone," one shared channel that everyone in the session can read and post to. Chat is temporary. Nothing is saved in session notes.

The group channel pauses while a question is open and its responses are hidden. You'll see a short note when that happens. This keeps people from seeing each other's views while everyone is still answering. The channel reopens when the facilitator shows the responses or closes the question. Private 1:1 threads, with another participant or with the facilitator, always work, whether a question is open or not.

When the facilitator opens the whiteboard, a pop-up says "Facilitator is sharing whiteboard." Select "View Whiteboard" to join. Everything updates instantly. If the facilitator locks the board, you see "Locked, view only" and can watch. When they close it, yours closes too.

The facilitator can use more than one board. When they do, the boards appear as tabs under the whiteboard's title, with the current one highlighted. The facilitator chooses the board. When they move to another board, your screen moves too. Anything you were drawing stays on the board where you drew it.

When the facilitator ends the session, you see "Session has ended." You're offered a short feedback form: a star rating with an optional comment. You can skip it. You can leave whenever you like. Anything you downloaded during the session, such as a chat transcript, stays with you.

WeEngage is available as an app for Microsoft Teams and for Zoom. Your dashboard opens in a side panel next to the meeting. Everything works as it does in a browser. Participants join from any device at weengage.app/join. They don't need the app.

Each platform has a step-by-step page. It covers adding the app, running a session from inside a meeting, removing the app, and fixing common problems: WeEngage for Microsoft Teams and WeEngage for Zoom.

In Teams, an organizer or presenter has to attach the in-meeting tab to each meeting. They do this from Teams on desktop or web. After that, everyone in the meeting can open it, including on phones.

The Help button is in the bottom corner of most pages: the website, the guide, sign-in, and your dashboard. It's an automated assistant that answers from this guide. It can explain how things work and how to do account tasks. It can't see or change your account. For anything that needs a person, select "Email support" in the chat. Your conversation is then sent to us. The chat is for WeEngage questions only. It closes for the day if it's misused.

To reach a person directly, email support@weengage.app from any address. During a live session, you can also use "Contact support" in the header. Include the session name or join code if your question is about a specific session.

Support hours are Monday to Friday, 9 AM to 5 PM Eastern (US), excluding US holidays. First response is within one business day. Urgent issues affecting a session that is running now are answered first.

Wait a minute, then check your spam or junk folder. The email comes from support@weengage.app with the subject "Confirm your WeEngage email." Select "Resend" on the "Check your email" screen to get a new code. Each code is good for 15 minutes. If you've been waiting a while, request a new code rather than using an old one.

If the address on screen is wrong, select "Wrong address? Fix it," correct it, and we send a code to the new address. You don't need to fill in the sign-up form again. If you still have no code, email support@weengage.app.

Yes. Everyone appears in the participant list. When someone answers anonymously, their name doesn't appear on that response.

These five question types never show who said what. You see totals and tallies: average rank, how many got it right, a word cloud, a count of each 1 to 5 rating, or vote counts per option. No name appears next to an answer, even in the printed record. Because there's no name to hide, the option isn't offered. Open-ended, Brainstorm, and Poll questions show names. On Poll, only the facilitator can see who selected what, and only if they look. Those types keep the option.

They rejoin with everything intact: all the earlier questions, any responses already shown, and the insights. Their chat history is still there, as long as they return before the session ends.

From the same browser, rejoining is automatic. From a different device, use a rejoin link or a QR code that they set up from the device they joined on (see "Chat and connection"). Without one, their other device, or you in a live session, is asked to confirm it's them. If nobody can confirm, they return as "Jennifer 2" on a new seat. You can merge the two when you end the session. In a locked session, the personal link you emailed them works on any device. Nobody returns as a second seat.

Yes. Everyone uses their own device, even when they're sitting together.

A session runs as long as you need. It doesn't close while you're using it. There's no idle timeout during a meeting. You can pause it for a break and resume later.

If no facilitator screen is open in the session for 30 minutes, it pauses itself. Participants see "The facilitator has stepped away" until you return and select "Resume." This is the same as pausing it yourself. For a session that runs over days, use "Lock session." A locked session doesn't pause itself. Only people you invited by personal link can join.

The one exception is a session that has been left alone. If nothing happens in a session for 30 days (no responses, no changes, and nobody joining), WeEngage closes it and marks it "Auto-closed (inactivity)" in Previous Sessions. Its responses and insights are kept. From then on, it follows the same retention window as any other ended session.

Participants can download a chat transcript while the session is live. The full session record, including responses and insights, belongs to the facilitator. The facilitator prints it from Previous Sessions.

Yes. WeEngage follows your device's light or dark setting. You can override it with the theme button, the small monitor, sun, or moon icon in the top bar. Each click moves to the next choice: "Match device," then "Light," then "Dark."

• On a phone, the theme choice is inside the ☰ menu as "Theme: …"
• While you run a session, it's in the left-hand panel next to "Back to Dashboard." Open the panel with the tab on the left edge if it's closed.

Your choice is saved on the device where you made it, so a laptop and a phone can differ. It applies only to you. Each participant sees WeEngage in their own choice. The home page, pricing, blog, and legal pages are always light.

The whiteboard follows the same setting, so in dark mode the board is dark. To change just the board, use "Light mode" or "Dark mode" in the board's ☰ menu. On a dark board, drawn lines and shapes appear in slightly different shades (orange looks a little browner, purple a little pinker) so they stay visible. Photos and pasted images look the same. Saved boards in the session record are always white. Printing always uses the light version, whatever setting anyone has chosen.

The steps depend on which list the session is in:

• Scheduled (not started yet). Open it from Upcoming Sessions, select "Edit," and use "Delete" in the Danger Zone at the bottom.
• Running now. Select "End Session," then "End Without Saving." This ends the session and deletes its responses and insights right away, so it never appears in Previous Sessions. There's no separate delete step for an active session. Ending without saving is the delete.
• Past. Open it from Previous Sessions and choose delete there.

Deleting can't be undone.

Participant responses are used only for the session itself, and for AI insights the facilitator asks for. On Pro, the name-free meeting digest is also written when a session is saved. Chat isn't stored on our servers. An anonymous response is stored with the participant's name, but that name is hidden from everyone who reads the response. That includes the facilitator, other participants, the session record, and the AI. Each of them sees "Anonymous." The full details are in our Privacy Policy.

A lens is a way of reading the meeting digest. The digest records what each meeting surfaced. The lens groups those points so patterns are easier to see.

• Organizational health is for work meetings. It groups points into how work is set up ("Structure and flow"), how people describe working together ("Culture"), and what people lack to get things done ("Enablement").
• Coaching is for a group coaching series. It's based on the GROW coaching model. Its groups are "Meeting purpose" (what the meeting set out to address, taken from the meeting context you wrote), "Challenges and opportunities" (the current situation, including what people wish were different), "Ideas generated," and "Action steps" (what the group decided to do next).
• Project management is for a project's meetings. Its groups are "Scope and goals," "Plan and progress," "Risks and blockers," and "Team and stakeholders."

A point that fits none of a lens's groups is listed under "Other points" on the session record. Each page starts on the lens that fits it. Project insights start on Project management. The others start on Organizational health. Each page remembers your last choice. Each lens keeps its own generated insights. When you switch the picker, you see the insights last generated with that lens, or you can generate new ones. Switching lenses doesn't read the meeting again. The same digest is regrouped.

Each finding in organization, team, client, and project insights shows how many meetings it appeared in. That's the evidence a leader should weigh. A theme that comes up in separate meetings on separate days is hard to dismiss. A finding needs at least two meetings before it appears.

We don't show how many people in a meeting raised a point. A head count can make a finding raised by a few people look like one to set aside. Points about safety, voice, or a process that quietly fails are often raised by a few people first.

How widely a point was held still matters to the analysis. The meeting digest records it. One vivid response is never written up as a pattern, and breadth helps decide which findings rise to the top. On your own session record, you can see that breadth as an "a few," "some," or "most" label on each digest point, because you were in the room.

Yes. The API is available on request, for accounts that have it switched on. It isn't tied to a plan. It returns your sessions, their questions and responses, and the AI insights you generated. Another system can use that data for reporting. The API can also create and run sessions as you: create them, add and show questions, and end them. Once API access is on for your account, you create keys from "API access" in your Profile. To ask about access, email support@weengage.app. The API guide lists the endpoints, shows an example call, and explains the privacy rules that carry over from the app.

Start with a simple first session. Use one or two open-ended questions, and skip the whiteboard. Watch the responses come in, and try the insights. You'll get the hang of it quickly, and you can add more over time.