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
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.
Note: If you do not know how to share your screen or audio on a video call, you can learn more here.
Step 2: Launch and Register
Open the Link: Click the link in your email and enter your work email address to launch the session.
Register as a Group: A QR code and URL will appear on the big screen. Have everyone in your group scan it with their phones to register. (Registering as the host provides host controls on your device.)
Confirm Attendance: Once you see everyone’s name on the screen, click "Let's Get Started" and follow the prompts on screen.
Step 3: 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?