Why client alignment matters
Bringing a client into your session design process—even at a light-touch level—reduces risk, builds trust, and increases the likelihood that the whole team will be fully behind the session when delivery day arrives.
The key is meeting clients where they are. Not everyone has the bandwidth or appetite to experiment with new tools. Starting with the option that feels comfortable to them often opens the door to deeper collaboration later.
In the video below you can hear Deb, freelance facilitator and part of the SessionLab team, as she goes through her process of sharing sessions with clients.
The three collaboration modes:
SessionLab offers three ways to share a session with clients. Choose based on your relationship and their willingness to engage.
1️⃣ Online Agenda — Keep them informed
Best for: New or low-engagement clients; participants who need a high-level overview without detail.
Share a high-level, view-only agenda via a QR code or link. The agenda updates automatically as you make changes—no need to resend a PDF. The client doesn't need an account.
Why it's better than a PDF:
Always reflects your latest version
Can be shared with participants too (minimal detail shown)
Zero friction for the client
See what your client will experience. Use this video as inspiration, or download and share with them:
2️⃣ Visitor Link — Invite feedback
Best for: Clients who want to give input but aren't ready to co-design; lightweight consultation workflows.
Give your client direct access to the session without requiring a login. They see exactly the view you have set up and can add comments on the whole session or individual blocks.
Before sharing a visitor link:
Configure your session view so the client sees only what's relevant
A clean layout with time, title and key info works best
Add a logistics column only if the client needs it
See what your client will experience. Use this video as inspiration, or download and share with them:
3️⃣ Collaborator Access — Co-design together
Best for: Established client relationships; co-design projects; L&D teams building together.
Add your client as a collaborator. They create a free account and can edit blocks, rearrange content, and leave colour-coded comments. Use version history to roll back if needed.
See what your client will experience. Use this video as inspiration, or download and share with them:
Choosing the right sharing option
Practical tips:
Setting up the Visitor Link view
Before sharing, configure your session view to show only what's relevant. A clean layout with time, title and key information is usually best. Whatever you see in your set view is exactly what the client will see.
Using comments effectively
In Visitor Link mode, clients can comment on individual blocks or the session as a whole
In Collaborator mode, either comment on blocks, or use colour-coded text within a block to flag areas needing attention
Agree upfront on how comments will be resolved before the session is finalised
Version history as a safety net
If you're worried a collaborator might make unwanted changes, SessionLab's version history lets you revert to any earlier state. This makes full co-design much less risky.
The progressive approach
A client who starts with just the Online Agenda often becomes curious about doing more. The Online Agenda can open the door to the Visitor Link, which in turn can lead to full co-design.
Letting clients move at their own pace builds trust—and sometimes introduces a tool their whole L&D team ends up adopting.
Pre-collaboration checklist
[ ] Choose the appropriate sharing mode based on the client relationship
[ ] Configure your session view before sharing (especially for Visitor Links)
[ ] Share the link or QR code with clear instructions
[ ] Agree on how feedback or comments will be handled
[ ] For Collaborator mode: confirm the client has created their free account
[ ] Make note of version history in case a rollback is needed
📩 Email templates for you to copy-paste and customise
Three ready-to-use emails — click to expand
Three ready-to-use emails — click to expand
Copy, paste, and customise the parts in [square brackets]. If your client needs a plain-language introduction to SessionLab, share the Client Guide with them: A Client Guide: how to work with Facilitators in SessionLab
Sending an Online Agenda (view-only) link
When to use: You want to keep a client informed and up to date on the session agenda, without requiring them to log in or take any action.
Subject: Your agenda for [Session Name / Date]
Hi [Name],
Ahead of our upcoming session, I wanted to share a live view of the agenda so you always have the latest version to hand.
You can access it here: [insert link]
The agenda is built in SessionLab, a tool I use to design and manage facilitation sessions. You'll see the session flow laid out with timing, activity titles, and colour codes that indicate the type of each activity (for example, energisers, discussions, or working groups).
The link will stay up to date as I continue to refine the design, so there's no need to ask for a new version: just bookmark it and check back any time.
Feel free to share the link with anyone else on your team who'd find it useful. If you have any questions or feedback, please reply to this email and I'll get back to you.
Looking forward to the session!
[Your name]
Sending a Visitor Link
When to use: You want the client to review the agenda in detail and leave comments, without needing to create an account.
Hi [Name],
The draft agenda for our upcoming session is now ready for your review. I'd love to get your thoughts before we finalise things.
You can open it directly here: [insert link]
The link takes you straight into the session in SessionLab, the platform I use to design workshops and facilitation sessions. No account or login is needed: you'll land straight on the agenda.
Here's what you'll see:
The session flow laid out with timings and activity titles
Colour codes to indicate the type of each activity
Detail columns with notes, materials, and instructions where relevant
To leave feedback, use the comment button. It looks like a small speech bubble icon on the right-hand side of each activity. You can leave a comment on an individual activity or on the session as a whole. I'll be notified as soon as you do, and I'll make adjustments accordingly.
If anything is unclear or you'd prefer to talk it through, just let me know.
Looking forward to your thoughts!
[Your name]
Inviting a client as Collaborator
When to use: You have invited the client to have editing access, so they can add information, move activities, or work directly in the session alongside you.
Subject: You're invited to collaborate on [Session Name] in SessionLab
Hi [Name],
I've just sent you a collaboration invite to our shared session in SessionLab. You should have received a separate email from the platform with a link to get started.
What is SessionLab?
SessionLab is the tool I use to design and manage all my facilitation work. It lets us build and refine the session agenda together in one place, so nothing gets lost in email chains and we're always working from the same version.
Joining is free: you'll just need to click the link in the invite email, create a quick account, and you'll find our session waiting for you.
What you'll see when you open the session:
The agenda is displayed as a series of columns: time, activity titles, descriptions, and any additional notes. It's straightforward to navigate and easy to make edits. You can move activities around, update text, or add new blocks as needed.
A couple of quick tips for collaborating:
To leave me a comment rather than editing directly, use the comment function (the speech bubble icon next to each activity). I'll be notified straight away.
If you edit directly in the session, please add your name or use a specific colour so I can easily see what's yours. This helps me keep track of who's suggesting what.
If you'd like a quick overview of how to get the most out of SessionLab for collaboration, this short video playlist is a great place to start.
Any questions at all, just reply here, I'm happy to help.
Looking forward to working together!
[Your name]
Please note: Anyone you invite as collaborator will also receive an automated email from SessionLab. You might want to send a personalised email alongside it to add context.
Ready to bring your client in? Share this page with them: 👋A Client Guide: how to work with Facilitators in SessionLab