WeEngage User Guide

When you sign up, we email you a 6-digit code. Enter it on the “Check your email” screen and you are in — there is nothing to click in the email, so this works the same in your browser and inside the Zoom or Teams panel. If nothing has arrived after a minute, check your spam or junk folder and use Resend. If the address on screen has a typo in it, Wrong address? Fix it lets you correct it and have a fresh code sent there, without filling in the form again. Your account stays inactive, and your free trial has not started, until the code is entered.

When you log in, you land on your dashboard — your home base for everything you facilitate.

The left sidebar has your profile at the top. Click it to edit your information, change your password, or manage your account. Below that is the blue Create New Session button, which is how you start everything, and a small New here? card that plays the “Create your first session” video. The main area to the right is your sessions.

Your sessions are grouped into three lists:

• Active Sessions — anything you are running right now, newest first and organized by when it started (Today, Last 7 days, Last 30 days, Older). Resume one with a single click; each card shows its 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 arrived also appears here at the very top with a Start now button and a countdown (“will auto-close in 22 hours unless you start it”). A started session that has had no activity for almost 30 days shows a similar countdown in its last three days (“Will auto-close in 2 days”) so you can resume it before the cleanup runs.
• Upcoming Sessions — what you have set up for later, each with its date, time, and a countdown. From there you can edit it, start it now, make a copy, or grab the link to send to participants. Deleting a scheduled session is tucked inside the Edit screen under a “Danger Zone” — that is on purpose, so nothing gets deleted by accident.
• Previous Sessions — what you have already run. Each card has View (the full read-only record — every response and insight), Clone, Delete, and a Save as template link (see Starting from a template). Clone makes a fresh session from a past one: it copies the questions and their setup (options, votes per person, ladder rungs, anonymity and hide-responses settings, the meeting context), never the responses, and every copied question starts hidden so you show them on your own timing. You choose whether the copy starts now or is scheduled for later. Clone is a Pro feature: on the Free plan the button reads Clone (Pro) and opens a short explanation instead. Any past session within three days of being removed is pulled out into its own Being removed within 3 days section at the top of the list, and we also email you once, three days before it goes — sessions stay available for 7 days on the Free plan and 365 days on Pro. If a free trial ends without upgrading, sessions from that trial follow the shorter 7-day window instead of the full 365 — you will see a dedicated banner with an exact countdown if this applies to your account.

A banner across the top shows your current plan, your trial countdown if you are on one, and how many free sessions you have left this month.

WeEngage is built for small, live, facilitated group sessions. A few kinds of use are outside that shape, or carry more risk than they are worth:

• Large or general-audience polling. Sessions cap at 25 participants — this is built for focused group facilitation, not broad-audience surveys or public polling.
• Sensitive matters better left off the record. Session content (questions, responses, and any saved insights) is retained for your plan’s retention window, not instantly and permanently discarded — the opposite of a truly off-the-record conversation. Chat is the one exception: it is always ephemeral and never stored.
• Personnel decisions. Performance reviews, disciplinary matters, hiring or termination discussions — a session’s record can be exported, retained, and later requested (subpoena, audit, records request), which raises the stakes if the conversation was never meant to be a durable record.
• Anonymous whistleblower or compliance reporting. “Submit anonymously” hides a name from view, but this is not built, reviewed, or certified as a secure whistleblower channel — there is no independent custody of the data, and a facilitator’s own account still has access to the underlying session.
• Formal or legally-binding votes. Board resolutions, union elections, shareholder votes — anyone can join a session under any display name with no identity verification, so it is not suited for a vote that needs to hold up as legitimate.
• Regulated or privileged information. Protected health information, attorney-client privileged discussions, non-public financial or M&A details — response content is sent to Anthropic’s API when you generate AI insights, and WeEngage is not built, audited, or certified as a compliant environment for those categories of data.

A simple test: would you be comfortable if this session’s questions and responses were read back to you in six months? If not, it may be the wrong tool for this particular conversation. See Is my data safe? in the FAQ for how retention actually works.

Click Create New Session to begin — or Start from a template right under it, which opens the same form already filled in (see Starting from a template below). The form has a few fields.

Session Name is required, but it is only for you — it is how you will recognise this session later in your lists, and participants never see it.

Session Type is required. Pick the one that matches what you are doing. The choices are grouped four ways:

• Culture & Connection — all-hands, town halls, onboarding, team building, and celebrations, where the goal is belonging, not a decision or a lesson.
• Shaping the Future — making decisions together, planning ahead, brainstorming, designing a course or curriculum, or setting team norms.
• Learning & Engagement — training, workshops, and leadership development, where the goal is building skill together.
• Understanding & Reflection — retrospectives, feedback sessions, root-cause analysis, and user research, where you are looking back or looking deep.

Meeting Context is optional — it is your “why we’re meeting” note. Describe what you are trying to accomplish so participants understand the frame. They see this during the session, and it also helps sharpen the AI insights.

You can format it. The easiest way is to write first and format after:

1. Type your note the way you would in any text box.
2. Highlight the words you want to change.
3. Click B for bold or I for italic. Click Link to turn the highlighted words into a link, then click into the https:// that appears after them and type the real address.
4. For a bulleted list, highlight the lines and click List. Each line becomes its own bullet.
5. Click Preview to see it exactly as participants will, and Write to keep editing.

The buttons work by putting small markers around your words — two asterisks for bold, a dash at the start of a line for a bullet. That notation is called Markdown, and participants’ screens turn it into the formatting. If you click a button with nothing highlighted, it drops in a placeholder such as “bold text” for you to type over. And if you already know Markdown, you can just type the markers yourself.

A Session note is optional too, and the opposite of Meeting Context: it is for you alone, and participants never see it. Click + Add a session note under Meeting Context to write yourself a run-of-show — how long to plan for, what to say up front, what to do with the results afterward. The same formatting buttons work here. Each question can carry its own Question note as well (see below), and both show up on your screen while you run the session as small amber Session note and Question note links that open when you click them. Blue boxes are what everyone sees; amber is yours.

Then add your 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; use Add Question for more. Reorder them by dragging the tabs or using the up and down arrows, and delete any you do not want.

Each question type asks for slightly different things when you set it up:

• Poll, Ranking, Knowledge Check, and Dot Vote need a list of at least two options; the other seven need only the question itself.
• A poll can also Allow multiple selections and Allow an “Other” option that participants write into.
• A knowledge check has you Mark correct answers (one or more) as you create it.
• A dot vote sets Votes per person — 3 by default, up to 10.
• A laddering question picks a Ladder preset — 5 Whys (five “Why?” rungs), Why ladder (three “Why does that matter?” rungs climbing toward purpose), How ladder (three “How might we make that happen?” rungs climbing down toward concrete action), or Custom — and a number of Rungs from 2 to 5. Each rung's prompt is editable. The question itself is the starting statement the first rung asks about; every rung after that asks about the participant's previous answer.
• A Whiteboard question is answered by drawing together instead of typing — for example “What might be contributing to this?” on a fishbone. You can pick a grid for its board to start with (Start the board with a grid: a two-by-two, four boxes, a fishbone, a timeline, options side by side, or a handoff) and type the grid’s labels ahead of time, or leave the board blank. It has 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 is nothing to switch.
• Every question except Whiteboard has Keep responses hidden from participants until you show them, on by default — turn it off if you want everyone to see responses as they arrive. While it is on, group chat stays paused until you show the responses or close the question.
• Every question can carry a Question note — click + Add a question note at the bottom of the question form. Use it for how you plan to introduce the question or what to watch for in the responses. Only you ever see it; a small 📝 in your question list marks the 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, so your opening question is visible the moment you go live — no “Show question” click needed for it. Turn it off if you would rather run an intro first. Any other question you add before starting still waits for you the same way; once you are live, adding a question gives you the choice per question — 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 time zone starts as wherever you are right now, but you can change it if you will be somewhere else when the session runs. Underneath, the full date and time are spelled out, and if the zone you chose is not the one you are in, you also see what that moment is where you are now. Participants always see the time in their own zone.
• If you schedule, you can also download a calendar file to add the session to your own calendar, and set its rough length anywhere from one to eight hours.
• 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 press Start now, which is also when the first question is shown. If a scheduled session is never started, it closes on its own 24 hours after its scheduled time, is saved under Previous Sessions as Never started, and you get an email — use Clone there (a Pro feature) to reschedule it.

When everything looks right, click Schedule session or Start session.

Templates are ready-to-run sessions written by WeEngage — 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 for the whole thing. They exist to take the design work off your plate and to show, by example, how a good session is put together. Using one is a Pro feature; browsing and previewing is open to everyone, and every new account’s free trial includes them.

Click Start from a template under Create New Session on your dashboard, or Browse templates at the top of the session form. Templates are grouped by the four session categories, each a click-to-open header with a count; WeEngage remembers which categories you opened. Each card shows the session type, rough length, number of questions, and who it is written for; Preview opens the whole thing — the meeting context, the run-of-show, and every question with its note — so you can judge it before committing.

Use / edit this template opens the session form with everything filled in. From there it is an ordinary draft: rename it, edit or delete any question, add your own, reorder, change the notes, schedule it or start now. A “Based on” chip at the top reminds you where it came from, and Change template takes you back to the gallery (it clears the form, and asks first).

A few templates deliberately leave blanks for you:

• Square-bracket placeholders in a question — “[top idea]”, “[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 (“Idea 1, Idea 2 …”). Their notes tell you to replace the options 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 to replace with a question about your own organization, and to copy for a few more.

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, such as a fishbone of causes or an impact/effort grid, with the grid and its labels already set for you. When you reach it, show the question, click Open the whiteboard under it, and everyone is invited to that step's own board. A few of these ask you to edit the question's grid labels just before showing it (the two teams in a handoff, the options in a decision), because they only become known during the session. The board autosaves as you go, and when you end the session you are asked whether it should be part of the record, where 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 — session type, meeting context, session note, and every question with its note — under My templates, the first section of the gallery. Nothing about your current draft changes, and no responses are ever saved. Use it to keep a starter you have tailored to 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 takes its questions and notes, never its responses. Each saved template has Rename and Delete; deleting one never touches sessions you already made from it. Saving is a Pro feature, and you can keep up to 50.

You are live. Here is what is on screen.

At the top is Share This Session, with two buttons. Copy Link is best for sharing with people individually — they click it and they are in. Copy Code is best when you are saying it out loud or showing it on screen — people go to weengage.app, type the code, and join.

Below that is your control bar:

• Broadcast sends a short pop-up message to everyone at once — handy for “back in ten minutes” or “let’s move on.”
• Whiteboard opens the shared drawing space (see Whiteboard collaboration).
• Pause Session puts the session on hold: participants see a paused screen and nothing new comes in until you press Resume.
• End Session closes the session for good and asks you to confirm first.

Next you will see Why We’re Meeting — the context you wrote, shown as a reminder for you and for participants.

Right under it, if you wrote one, is a small amber Session note link. Each question's own Question note link sits the same way, directly under the question text. Notes always start closed; click the link to open one and again to hide it, and WeEngage remembers which ones you opened for the rest of that session. Click Edit to change a note at any point — even after a question has been shown, since notes are never part of what participants see. If a question or the session has no note yet, a small + Add a question note or + Add a session note link sits in the same spot.

In the center are your question tabs. New questions start with a small padlock, which means participants cannot see them yet. Click the tab, and right under the question text, next to the “Not shown yet” pill, you will see a small Show to participants button — that is the one deliberate click that makes it visible. Once shown, the padlock disappears and the status pill next to the question text switches from “Not shown yet” to “Open”.

Adding a question mid-session works the same way, with one difference: + New Question gives you two buttons instead of one — Add + Show Everyone creates it already visible, no separate click needed, for when you are asking it right now; Add to Queue creates it hidden, the same padlocked state as above, for when you are getting a few questions ready ahead of when you will actually use them.

Responses come in as people submit them. If you set a question to show responses as they arrive, everyone sees each other’s thinking; if you set it to hide them, only you see them until you choose to show them. Show responses to everyone and Close are two independent, separate decisions, not a sequence — show responses whenever you want everyone to see what has come in so far (the question stays open; people can keep answering or change their answer), and close whenever you are actually done with a question, whether or not you have shown the responses. A typical flow is show question → responses come in → show responses to everyone → get insights → share with the group → move on to a new question, often leaving the earlier one open the whole time — questions never close on their own any more than sessions do.

Any tab still open for responses gets a thin green outline and dot, so you can tell which questions are live for the group even while you have a different tab open yourself, and a small status pill next to the question text spells out the current one's state: “Not shown yet”, “Open - responses hidden from participants”, “Open - responses visible to participants”, or “Closed” with the same hidden/visible detail — and participants can move freely between every open question themselves, 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 quiet dark grey so the board stays easy on the eyes; pick one of the preset colors if you want a group to stand out, and Reset to default brings the grey back. Participants see the groups live and can move ideas between them too — only you can create, rename, or delete a group. Each group also appears in a short summary list with how many ideas it holds — click one there to spotlight just its ideas and dim the rest, on your own screen only, the same as spotlighting a theme below; click it again or Show all ideas to clear it.

When several people post the same idea, stack the duplicates the way you would stick sticky notes on top of each other: drag one idea onto another idea's card. The two become one card with a ×2 badge (×3, ×4, and so on as you add more), headed by the wording of the card you dropped onto; click See all to read every wording and who posted it (Collapse closes it again). A dashed “Drop here to keep separate” space sits in the backlog and in every group too, in case you would rather add a new card there than risk it landing on an existing one by accident. Unstack next to it takes the whole stack apart; inside the open stack, each idea has its own Unstack to pull just that one out. Participants can stack too, just as they can move ideas between groups, and anyone can open or collapse a stack to read it. Anyone can also pull a single card back out of a stack (a mistaken stack is one click to fix, and a stack of just two comes apart the same way), but only you can take apart a larger stack in one click or give it a headline, so nobody flattens a pile while someone else is building it. When the people in a stack all said the same thing in different words, click Rename to give it a headline of your own (only you can name a stack, as with clusters); every member's wording stays listed underneath. A stack moves between clusters as one, counts as however many ideas are in it, and the AI insights and the session record both see it as that many people raising the same point, under whatever name you gave it.

Groups answer where an idea lives; themes answer what it is about, and one theme can run through several groups. In the Themes box above the ideas, add a theme with a name and one of the preset colors (only you can add, rename, or remove themes). Anyone can then 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 never lose a tag. Only you can take a theme off a shared card (a participant can still untag their own single, unstacked idea). Each theme in the box shows how many ideas carry it and across how many groups — click one to spotlight those ideas and dim the rest, on your own screen only; click it again or Show all ideas to clear it. Themes reach the AI insights and the session record alongside the groups.

Laddering questions show one row per participant, because each person climbs their own chain and what matters mid-session is where the chains end. A collapsed row reads first step → last step, with ✓ 3 steps once someone has finished or Step 2 of 3 · in progress while they are still climbing; click a row to open the whole ladder, or Expand all for the debrief. Participants save each step as they go, so chains build in front of you and the progress line adds a finished count (“5 of 8 responded · 3 finished”) to help you decide whether to wait or move on. Show responses and Close work exactly as for any other question — the step-by-step reveal happens on each participant’s own screen, not from your controls. Under the question text a small caption reminds you which ladder it is and what each rung asks.

Set a timer on a question when you want to keep the pace — 1, 2, 3, or 5 minutes. You see a precise countdown with +1 min and Clear; participants see a gentle “About 2 minutes left” (then “About a minute left” and “Less than a minute left”), never a ticking clock. It never closes anything on its own — at zero it just says “time’s up,” and you still decide. Pausing the session pauses the timer. If participants tap “Need more time?” you see a count (not who asked) next to the countdown.

Tabs run in the order you asked things, each one labelled with its number and type — “1. Open,” “3. Rank,” and so on — so you can read the agenda at a glance. A laddering question’s tab names the ladder instead (“2. 5 Whys,” “4. Why ladder,” “5. How ladder,” or just “Ladder” if you wrote your own rungs). A tab labelled “2. Q1 Insight” is a response round you opened on Q1’s insight (see Using AI insights); it sits right next to Q1, not off at the end.

You can edit, delete, or reorder any question you have not shown yet. Next to Show to participants there is an Edit question button that opens the same form you used to write the question, with everything filled in — change the wording, the question type, the options, or the note, then Save question. A small ✕ on the tab deletes it, and dragging the tab or using the arrow buttons moves it. This is meant for preloading: stage several questions, then fix the wording and order of whatever is still ahead once you hear how the conversation is going. Once a question has been shown, its wording and position become part of the session record, so it can no longer be edited, deleted, or moved — only its note stays editable (see above). Editing, reordering, and deleting only ever apply to the still-padlocked tabs.

Apart from the opening question (if you left that option on), questions wait for your Show question click — you set the pace. If you show one out of order — say you skip ahead to your fourth question right after your first — its tab number jumps to match: it becomes “2,” right after the one you just showed, and everything still waiting shifts down to make room. The numbering always tracks what you actually asked, in the order you asked it.

Your facilitator panel slides out from the left edge of the screen — the small ‹ › tab opens and hides it. It holds Back to Dashboard, a session overview, the Questions list (how many people answered each question overall), and your list of participants. A red badge next to a name means they have sent you a message you have not read; click anyone’s name to open a private chat with them. Participants can see who is in the session too (their People list, on the right of their screen), but only you can remove someone.

Pause and Resume are available at any time. Participants see a “This session has been paused” screen, and you pick up exactly where you left off. While a session is paused, participants’ screens show nothing but that notice: no responses, no chat, no insights, until you resume.

The session also looks after itself if you step away. If no facilitator screen has been open in the session for 30 minutes — you went back to the dashboard, closed the tab, or your laptop went to sleep — it pauses itself, and participants see “The facilitator has stepped away.” When you open the session again you will see that it paused itself, and you press Resume when you are ready; it does not restart on its own. Short breaks and dashboard visits are fine, since the clock only runs out after half an hour with no facilitator connected. Sessions never close on their own — they stay open until you end them.

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

Press Get Q[N] response insights. This is available for open-ended, brainstorm, Start/Stop/Continue, and laddering questions; for polls, rankings, knowledge checks, word clouds, scale, and dot vote questions it is greyed out, because those already show their own totals. You get a main takeaway, three themes, and three questions worth exploring next. Under every insight is a line saying when it was generated and how many responses it covered, and an amber note appears once more responses (or, for conversation insights, more questions) have come in since — the sign that it is behind. Regenerate if you would like a different angle or when that note appears; the Regenerate control turns amber at the same time.

The insights engine is guided by a proprietary framework and knowledge base of how real groups and teams think and work together — it is not a generic summariser. Every insight carries the note “AI-generated insights may not capture everything. Validate with the group,” you can give it a thumbs-up or thumbs-down, and your session data is never used to train the engine.

An insight has two independent actions:

• Save to session record puts it in the read-only session record (what you see and print from Previous Sessions) — nothing lands there until you save it, and regenerating clears the saved mark.
• Share with the group shows it to participants — in a gentler, participant-facing version that is written the moment you click Share, so you always see it before anyone else does. Share stays greyed out until you have generated your own insight first.

When you click Share, a short step opens. It first writes the group’s version of the insight and shows it to you as a preview: that preview is exactly what participants will receive, and Regenerate preview rewrites it if you would like a different angle. Below the preview:

• Leave “Ask the group to respond” checked and a response round opens on the insight: a new question, pre-filled with a prompt you can edit (“What resonates? What’s missing? What would you add?”), shown to participants with the insight as context. You jump to that new tab, which joins the end of the questions shown so far like any other question (so an insight on Q2 shared while the group is on Q8 becomes Q9) and is labelled with the question it came from, “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, which participants see labelled that way.

Above the panel, Your version and What the group sees switch between your own analytical insight and the version the group has — empty until you share something. Next to Share, a note tells you whether what the group has is still current (“Shared with participants · 3:45 PM”) or an earlier version; that changes only when new responses or questions arrive, never with the clock. Participants see the same “covers N questions” line under a shared conversation insight, and their “Group insights are ready” button quiets down to “Earlier group insights” once the session has moved a question past it.

The responses to a shared insight are a normal question, so you can generate insights on those — a read on how the group engaged — and share that too. It can go a level deeper as often as you like, though one round per insight is the usual case.

Conversation insights work the same way — save, share, wrap-up — but look across the whole session, every question and answer including poll totals, rankings, and knowledge-check results. Their tone is a reflective summary of where the group landed rather than a critique.

Insights stay put. If you leave for the Dashboard and resume, a generated or saved insight is still there when you come back.

You have a private one-on-one line to every participant. Click a name in your participant list to open a thread between just the two of you — send something like “Want to share your thinking on this one?” and it does not interrupt anyone else.

Participants also have Everyone — one shared channel everyone in the session (including you) can post to and read — and private 1:1 threads with each other. Both are always on; there is no facilitator switch for them. It is the participants’ own space, the same way their responses are theirs.

What you can do is pace it: the group channel pauses automatically while a question is open and its responses are still hidden, so people can’t influence each other’s responses in front of the whole group, and reopens the moment you show them or close the question. A question you created with responses visible from the start never pauses it, since everyone can already see each other’s responses. Every 1:1 thread — participant-to-participant or with you — is never paused; a private conversation between two people doesn’t carry that same risk. Messaging you is never affected either way — participants can always reach you, and you can always reply, start a thread, or send a Broadcast, even mid-question.

If someone needs to go, you can remove a participant from the participant list in your facilitator panel on the left (with a confirm) — participants cannot remove anyone. They’re shown out immediately and can’t rejoin the session; their existing responses stay exactly as they were.

Participants have no accounts, so a name is the only identity in the room. When someone picks up a name from a different device — Jennifer closes her laptop and opens her phone — they are asked “Is this you?” first, and if they say yes you get a brief “rejoined from a new device” notice and a New device badge stays next to their name for the rest of the session. It is your cue to make sure it really is the same person; if it is not, remove them. A name that is connected right now can never be taken over from a second device — that person has to close their other tab first.

Sessions hold up to 25 participants.

Chat is temporary. Messages exist only during the session and are deleted when it ends. They are not part of the session record or anything you print, and they are never used for AI insights. If you want a record, you can download a chat transcript as a text file from the chat window while the session is still running.

Click Whiteboard in the control bar to open a shared drawing space where you can sketch, write, and diagram together.

Anything you draw shows up on participants’ screens right away, and they can draw too. Your drawing is kept safe automatically: a few seconds after anything changes you will see a quiet “Autosaved” note, so closing the whiteboard, refreshing the page, or coming back tomorrow never loses it. Autosave is only for you to keep working, though. The whiteboard becomes part of the session record — what you see, print, or share later from Previous Sessions — only when you choose: click 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, it asks whether to use the latest or keep the earlier version.

More than one board. A whiteboard can have up to 10 boards, like sheets of flip-chart paper around a room. They appear as tabs under the whiteboard’s title. Click + Add board for a blank one; everyone moves to it with you. Click a tab to move to that board. Everyone follows you: participants always see the board you are on, and they see the tabs but cannot switch boards themselves. Each board keeps its own drawing, and each is autosaved on its own. Rename board gives the board on screen a name that means something later (“Parking lot,” “Causes”). Delete board removes the board on screen for everyone; if it has any drawing on it you are asked first, and deleting a board also takes it out of the session record. The last board cannot be deleted. Locking the whiteboard locks every board.

With more than one board, the save button reads Save this board to record and saves only the board you are on, so you choose which boards belong in the record.

Insert frame gives you a starting shape so nobody faces a blank canvas: a two-by-two grid, four labeled boxes, 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 drags the grid by accident, and the labels stay editable. The timeline asks how many marks you want between its two ends. To change a frame after it is on the board, open Insert frame again: frames already on the board are listed at the bottom with an Edit link, which rebuilds that frame in place with your new settings and leaves anything drawn on it alone. Only you can insert or edit frames.

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 own screen only), dark mode, and canvas background colors. Drawing tools stay selected after you use them, so you can type in several boxes or draw several arrows in a row without re-picking the tool. The small padlock at the far left of the drawing toolbar turns that off if you prefer the tool to switch back to the arrow each time.

Whiteboard questions. When a question’s type is Whiteboard, the group answers it on a board of its own. Nothing opens by itself. Show the question the usual way, tell the group what you are about to do together, then click Open the whiteboard under the question. That step gets its own board, named after the question (“Q4 · Fishbone”), with the grid you chose already on it, and everyone gets the usual invitation to join you there. Board 1 stays free for anything unplanned, and you can still add boards as you go. While the whiteboard is closed, you and participants see a picture of the step’s board under the question, so anyone can flip back to it from the question list while answering what comes next. A whiteboard question has no typed answers, so there is 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 gives it a fresh one.

You can also lock the whiteboard so it is view-only — useful when you want to present something — and unlock it again when you want everyone drawing.

Clicking Stop Broadcasting closes the whiteboard for everyone.

Click End Session. If your whiteboard has drawing that isn’t in the record yet, you are asked first whether to add it or leave it out. With several boards, each board that isn’t in the record yet is listed with a small picture of what is on it, and you choose for each one (or use Add all / Leave all out); boards you already saved to the record are in it and aren’t listed. Then choose Save & End Session to keep its responses and insights in Previous Sessions, or End Without Saving to delete them right away instead. Either way this cannot 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 is closed automatically and saved, shown as Auto-closed (inactivity) in Previous Sessions.

Participants are then offered a short feedback form with an optional rating and comment. It is saved, but there is no facilitator-side view for it yet — for now, we use it ourselves to improve WeEngage rather than surfacing it back to you in the app.

Once a session is over, open it from Previous Sessions to see its full record — every question and its results in a shape that fits its type:

• Full responses for open-ended, poll, brainstorm, Start/Stop/Continue, and laddering questions (anonymous ones shown 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, confidence scale, and dot vote questions, which never show who answered what, live or on the record.
• The insights that are on the record: the ones you saved, and the ones you shared with the group, shown side by side under “Insight” and “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 the same order as its tab. Boards you left out, and boards you deleted, do not appear.
• Your own session note and question notes, as the same click-to-open links as during the session. They are on the printed record too, labelled as not shown to participants, so check before handing a printout to someone else.

To keep a copy, click 🖨️ Print Session at the top of that view and print it or save it as a PDF from your browser’s print dialog. There is no separate download file; the printed record is the export.

Free includes 4 sessions per calendar month, a 7-day history window, and Open-ended, Poll, Brainstorm, and Whiteboard questions. Sessions must start right away — Free can't schedule one in advance, use a session template, or clone a past session — and 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 — ready-to-run sessions with a note on every question, and saving your own.
• Cloning a past session to run it again.
• AI insights.
• A 365-day history window and priority support.

Every new account starts with a 30-day free trial — no card required — counted from the moment you confirm your email, and a banner shows your countdown. When the trial ends you move to the Free plan automatically and get an email. You can upgrade anytime from the Pricing page or your dashboard. If your trial ends and you don't upgrade, the sessions you made during the trial move to the shorter 7-day history window instead of keeping the full 365 days — upgrading before that window closes keeps them.

If you have an Early Adopter invite code, you get unlimited sessions free for a limited time, plus a lifetime discount on Pro ($20/month instead of $29) whenever you decide to upgrade — even after your free access ends.

You do not need an account. Your facilitator will share either a direct link — click it and you are in — or a session code, which you enter at weengage.app. Either way, you will pick a display name and agree to a short privacy notice, and then you are in.

Names ignore capitalization and extra spaces, so “sam e.” and “Sam E.” are the same person. Reopening the same link or code in the same browser always gets you back in as yourself — a refresh, a second tab, or the link opened again all land on your own name.

If the name you picked is in use right now by someone who is connected, you will be asked to choose something that sets you apart — a last initial works well (“Sam” → “Sam E.”). If it was you on another device — you closed your laptop and are now on your phone — close the session there first; a name that is still connected somewhere cannot be picked up from a second device. If nobody is connected under that name, you will see “Is this you?” with when that name was last in the session: answer Yes, that’s me to pick up exactly where you left off, or No to choose a different name. Your facilitator is told when a name moves to a new device. “Facilitator” and “Everyone” cannot be used as names.

Once you are in, you will see who is hosting the session under your name and code. The header at the top has Help (opens this guide), Contact support, and Sign out of session when you are done — the logo itself does not double as a way to leave, so a stray click never bumps you out mid-answer.

If someone needs to join at the last minute, you do not have to track down the facilitator — Copy invite link and copy the code right under your session code work exactly like the facilitator’s own sharing buttons.

You will see the question the facilitator most recently opened, labelled “Question 1,” “Question 2,” and so on, along with the “why we’re meeting” note and a dropdown listing every other question you can switch to — the one the facilitator posted most recently is marked “— Current” there, and the same one carries a green “LIVE” tag further down in the “All Questions” list (newest at the top), so you can always tell which one that is even while looking at an older question yourself. A facilitator can have more than one question open at a time — anything marked “open” in that list still takes your answer, not just the one you are currently looking at; anything marked “closed” is locked and read-only.

How you answer depends on the question type:

• Open-ended — type your answer and submit it. You'll then see it displayed as your saved answer; click “Edit response” if you want to change it, any time until the facilitator closes the question, after which it is locked.
• Brainstorm — add as many short ideas as you like. The facilitator can create named groups to sort the ideas into, and anyone — you included — can drag an idea into a group or back out.
• Poll — choose one option or several, depending on how it is set up, and use the “Other” box if there is one.
• Ranking — drag the options, or use the arrow buttons, into your preferred order.
• Knowledge check — choose your answer (one option or several). The facilitator marked the right answers when setting the question up; once results are shown, you see your own answer with each option marked ✓ or ✗ — your answer only, never a leaderboard.
• Word cloud — add as many words or short phrases as you like, one at a time. Everyone’s responses show up together afterward, sized by how many people said the same thing.
• 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 however you like, including stacking 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 is no separate sorting step afterward the way there is for Brainstorm.
• Whiteboard — nothing to type. You answer together 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 reminds you the board is live, the picture catches up on its own as people draw, and a link takes you back 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 over, “Why does that matter?” climbing toward purpose, or “How might we make that happen?” climbing toward action). Each step is saved as soon as you submit it, so 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 — click a row to open the full chain.

If you see a “Submit anonymously” option, you can send that answer without your name attached. The facilitator sees “Anonymous” instead of your name, but your answer still counts and still shows up in the group’s results.

Sometimes the facilitator sets a timer, and you will see a quiet line like “About 2 minutes left.” It is a nudge, not a cut-off — when it reaches zero the facilitator still decides when to move on. If you need longer, tap “Need more time?” once; the facilitator sees that someone asked, without seeing who.

When the facilitator shares insights, a window opens showing what the engine noticed about your group’s thinking — a main takeaway, the themes, and a few questions to explore next. It is the group’s collective thinking handed back to you, so you can see how your input fits into the bigger picture. Reopen it any time from the label next to the question.

Sometimes the facilitator opens the insight up for responses. You will see “The facilitator asked…” with a prompt and a box. Write your take and Submit — the window closes and your response moves into that question, where you can edit it until the facilitator closes the round — or Skip to just close the window. If you go to that question directly, the insight shows as a short card above your response so you can see what you are reacting to.

An insight marked “Wrap-up” is a closing summary of the session — there is nothing to respond to.

Click People to see everyone in the session. From there you can message the facilitator privately (“I have a question,” “could you repeat that?”), message another participant one-on-one, or post to Everyone — one shared channel everyone in the session can read and post to. All of it is private and temporary; nothing is saved in session notes.

The group channel pauses while a question is open and its responses are hidden, so no one is influenced by what everyone else is saying in front of the whole group while everyone’s still answering — you’ll see a short note when that’s the case. It reopens as soon as the facilitator shows the responses or closes the question. Private 1:1 threads — with another participant or with the facilitator — always work, question open or not.

When the facilitator opens the whiteboard, a pop-up appears saying “Facilitator is sharing whiteboard.” Click View Whiteboard to join the shared drawing space, where everything updates instantly. If the facilitator locks it, you will 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, you will see the boards as tabs under the whiteboard’s title, with the current one highlighted. The facilitator chooses the board: when they move to another one, your screen moves with them, and anything you were drawing stays on the board you drew it on.

When the facilitator ends the session, you will see “Session has ended” and be offered a short feedback form with an optional rating and comment. That is it — you can leave whenever you like. Anything you downloaded during the session, like a chat transcript, stays with you.

WeEngage is available as an app for Microsoft Teams and for Zoom, so your dashboard opens in a side panel right next to the meeting. Everything works the same way as in a browser — participants still join from any device at weengage.app/join and do not need the app themselves.

Each has a dedicated step-by-step page covering adding the app, running a session from inside a meeting, removing the app, and fixes for common problems: WeEngage for Microsoft Teams and WeEngage for Zoom.

One Teams-specific thing worth knowing: the in-meeting tab has to be attached to each meeting by an organizer or presenter from Teams on desktop or web. Once that is done, everyone in the meeting can open it, including on their phones.

The quickest answer is usually the Help button in the bottom corner of most pages (the website, the guide, sign-in, and your dashboard). It is an automated assistant that answers from this guide, any time of day. It can explain how things work and how to do account tasks, but it cannot see or change your account — for anything that needs a person, choose Email support inside the chat and your conversation is sent to us. The chat is for WeEngage questions only, and it closes for the day if it is misused.

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

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

Give it a minute, then check your spam or junk folder — the email comes from support@weengage.app with the subject “Confirm your WeEngage email”. The Resend button on the “Check your email” screen sends a fresh code, and each code is good for 15 minutes, so if you have been waiting a while, ask for a new one rather than using an old email.

If the address on that screen is not quite right, click Wrong address? Fix it, correct it, and we will send a code to the new address — you do not have to fill in the sign-up form again. Still nothing? Email support@weengage.app and we will sort it out.

Yes — everyone appears in the participant list. But when someone answers anonymously, their name does not appear on that particular response.

Those five never show who said what in the first place — you see totals and tallies (average rank, how many got it right, a word cloud, a distribution of 1–5s, vote counts per option), never a name next to an answer, even in the printed record. With nothing to attach a name to, there is nothing for an anonymity setting to turn off, so it is left out rather than offered as a choice that would not do anything. Open-ended, Brainstorm, and Poll do show names (Poll only to you, as a facilitator, if you look at who selected what), so those 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 too, as long as they come back before the session ends.

From the same browser this is automatic. From a different device they are asked “Is this you?” first, with when that name was last in the session; saying yes brings back their identity, and you see a New device badge next to their name so you can make sure it is really them. If their name is still connected somewhere — a tab left open on the laptop — the new device is refused until that tab is closed.

Yes. Everyone uses their own device even while sitting together. The written responses and shared insights often spark deeper conversation than a normal meeting does.

As long as you need. A session never closes while you are using it — there is no idle timeout during a meeting, and you can pause it for a break and pick it up later.

If you step away for a while — no facilitator screen open in the session for 30 minutes — it pauses itself, and participants see “The facilitator has stepped away” until you come back and press Resume. Nothing is lost; it is the same as pausing it yourself.

The one exception is a session that has been forgotten. If nothing happens in a session for 30 days — no responses, no changes, nobody joining — WeEngage closes it for you and marks it Auto-closed (inactivity) in Previous Sessions. Its responses and insights are kept, and from that point 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 — responses, insights, and so on — belongs to you as the facilitator, and you print it from Previous Sessions.

Yes. WeEngage follows your device's light or dark setting automatically, and 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, Light, then Dark.

• On a phone, when the top bar has a ☰ menu, the theme choice is inside it as Theme: ….
• While you are running a session, it is in the left-hand panel next to Back to Dashboard (open the panel with the tab on the left edge if it is closed).

Your choice is saved on the device you made it on, so your laptop and your phone can differ. It is only for you: each participant sees WeEngage in their own choice, never yours. The home page, pricing, blog, and legal pages always stay light.

The whiteboard follows the same setting, so in dark mode you draw on a dark board. To switch just the board for a moment, use Light mode or Dark mode in the board's own ☰ menu. On a dark board, drawn lines and shapes show in slightly different shades (orange looks a little browner, purple a little pinker) so they stay visible, while photos and pasted images look exactly the same. Saved boards in the session record are always white, and printing always uses the light version, whatever anyone's setting was.

It depends on which list the session is in:

• Scheduled (not started yet) — open it from Upcoming Sessions, click Edit, and use Delete in the Danger Zone at the bottom.
• Running right now — click End Session and choose End Without Saving. That ends it and deletes its responses and insights immediately, so it never appears in Previous Sessions. There is 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 cannot be undone.

Participant responses are only used to generate AI insights, and only when the facilitator asks for them. Chat is never stored on our servers. Anonymous responses have identifying information removed everywhere. The full details are in our Privacy Policy.

Yes, a read-only one, available to enterprise accounts. It returns your sessions, their questions and responses, and the AI insights you generated, so another system can report on them. Once API access is switched on for your account, keys are created from API access in your Profile; email support@weengage.app to ask about it. The API guide has the endpoints, an example call, and the privacy rules that carry over from the app.

Keep your first session simple — one or two open-ended questions, no whiteboard yet. Watch the responses come in and try the insights feature. You will get the feel for it quickly and can add more from there.