Whiteboard & Seating Plan in an Event

In the Documents tab of any event you can create as many whiteboards as you like — for seating plans, floor plans, decoration layouts, or freehand sketches. Every whiteboard saves its state automatically and can be named, shared, and exported independently.

Creating a whiteboard

1. Open the event you want and switch to the Documents tab.
2. Click the Dokument button (top right, with the plus icon).
3. Select Whiteboard from the dropdown.

Univents immediately opens the canvas editor for the new whiteboard. The default name is "Whiteboard" — you can rename it directly inside the canvas (see below).

Alternatively, you can start a whiteboard from a saved template: click Aus Vorlage (top right, next to the Dokument button), select Whiteboard from the dropdown, and pick the template you want from the list.

Working in the canvas

The canvas is powered by Excalidraw and gives you tools for freehand drawing, shapes, arrows, text, and images.

• Rename: Click the whiteboard name in the top-left corner. A text field opens — type the new name and confirm with Enter or click elsewhere. The name is saved to the server immediately.
• Auto-save: Changes to the canvas are saved automatically after a brief pause. The status indicator in the top right shows Speichern... while saving is in progress and Gespeichert once it is complete.
• Back to the overview: The Zurück button (top left, next to the name) takes you back to the Documents tab of the event. Your drawing is already saved.
• Export as PNG: Click Als PNG exportieren to download the current canvas as a PNG file. The filename is derived automatically from the whiteboard name.

AI assistant for seating plans

While you are working in the whiteboard canvas, the in-app chat panel shows a Whiteboard-Assistent section with ready-made suggestions, for example:

• "Generate seating plans for N guests"
• "Load floor plans from templates"
• "Create flowcharts"
• "Save the current plan as a template"

Click a suggestion to send the corresponding request directly to the chat assistant. The assistant can place elements on the whiteboard — after AI-generated changes you can reload the canvas to make all elements visible.

Managing whiteboard cards

Every whiteboard appears as a card in the Documents tab. The three-dot menu (top right on the card) offers the following actions:

• Öffnen — open the canvas editor
• Duplizieren — create an identical copy in the same event
• Als Vorlage speichern — save the current state as a reusable template (available in future events via Aus Vorlage)
• Als PNG exportieren — download the whiteboard as a PNG file without opening the canvas
• Teilen — invite contacts or team members as a viewer or editor
• Löschen — permanently delete the whiteboard (confirmation required)

Sharing a whiteboard

Teilen in the card menu opens a dialog. First choose the access type:

• Als Viewer — the recipient can only view the whiteboard
• Als Editor — the recipient can edit the whiteboard

Then search for a contact or team member. Once selected, that person automatically receives a token link by email. Existing shares are shown in two lists (Viewer and Editor) and can be revoked individually.

Frequently asked questions

Can I reuse whiteboards from other events? Yes — save a whiteboard via Als Vorlage speichern and use it in the next event via Aus Vorlage in the dropdown. Templates can also be renamed and deleted under Einstellungen > Whiteboard-Vorlagen.

What happens if I close the browser before saving? The canvas saves all changes automatically after a short period of inactivity. Watch the status indicator — once Gespeichert appears, your data is secure.

How many whiteboards can I create per event? There is no fixed limit. Each whiteboard is displayed as its own card in the Documents tab and can be named, shared, and exported independently.