The most common question we hear from new users is: "Do I need to be a professional trainer to run a Makeshapes session?"
The short answer is: No.
At Makeshapes, we distinguish between facilitating and hosting. A facilitator has to manage the clock, the content, and the group dynamics all at once. A Host simply creates the space and lets the platform do the heavy lifting. If you can start a conversation and listen to your colleagues, you have everything you need to be a great host.
Watch: Hosting in 2 Minutes [Insert 2-minute overview video here]
Here is how to ensure your first session is a success.
💡 Recommended Preparation: Take a "Test Drive" If you have 10 minutes to spare a day or two before your session, we highly recommend taking the experience for a test drive.
Use the Preview Link: If provided, use the training or preview link to walk through the flow.
Get Familiar: Knowing the "bottled expert" videos and activities ahead of time helps you stay present and relaxed with your group during the live event.
Note on Data: Inputs made during a preview are not saved to your final reports, so feel free to experiment!
Step 1: Set Up and Test Your Tech (Day of Session)
Give yourself 10 minutes before the session starts to do a final check of your hardware.
What you need:
Laptop: This controls the 'Group View' (what everyone sees on the big screen).
Phone: You, like every other participant, will need your smartphone (or a second screen) to interact.
Power Cables: Always bring your laptop charger. Group learning is high-energy—don't let your battery drain!
The Live Link: Ensure you have the final session link provided by your organisation.
Choose your setup:
In a Meeting Room: Connect your laptop to the TV or projector. Ensure everyone can see the screen clearly while still facing each other.
On a Video Call: Share your screen including system audio so participants can hear the videos.
In a Hybrid Setup: If some people are in a room and others are remote, treat the session like a video call. Connect the room's "Big Screen" to the call and share your screen so everyone sees the same view.
Tip: Even if you did a test drive previously, do one final "audio and screen share" check right before you let participants into the room/call.
Step 2: Launch and Register
Open the Link: Click the link in your email and enter your work email address.
Register the Group: A QR code and URL will appear on the big screen. Ask everyone to scan it with their phones.
Confirm Attendance: Once you see everyone’s name on the screen, click "Let's Get Started."
Step 3: Master the Platform Basics
You don't need to be a tech expert, but these shortcuts will help you stay in control:
Pause/Play: Click anywhere on the video window or press [p] to pause if someone wants to speak.
Sound Control: Press [s] to toggle sound. Hover over the icon to adjust background music volume.
Agenda View: Hover over the dots on the left of the screen for a quick look at what’s coming up.
Fullscreen: Press [f] to make the content fill the screen.
Step 4: Manage the Experience
If things change during the session, use the Pause Menu (top right) to access help:
Late Arrivals: If someone joins late, they can simply scan the QR code and the platform will sync them with the team instantly.
Changing Hosts: Need to step out? Click the three dots next to a participant's name to give them "Host Controls."
Taking a Break: If a participant needs to leave briefly, they can select "Take a Break" on their phone to pause their interactions without affecting the group.
Save for Later: Can’t finish today? Use the "Pause for another day" option to receive an email link that lets you resume exactly where you left off.
Ready to be an expert host?