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.

Floor plan: the real seating-plan editor

The whiteboard is great for freehand sketches and quick brainstorming — for a scaled, genuinely measurable seating plan with tables and chairs, use the event's own Floor Plan tab instead (in the tab bar next to Finance).

Placing elements

The Elements panel gives you the following building blocks:

The canvas shows a meter grid (0.5 m snapping) that placed elements align to, so the plan stays to scale. Under Room Size you set the Room Width (m) and Room Length (m). As soon as you place tables, Univents keeps a live count of Total Seats — so you can see right away whether the plan matches the expected guest count.

Floor-plan backdrop

Via Upload floor plan you add an image — for example, the venue's actual floor plan — as a backdrop behind the plan, with adjustable Opacity. Remove backdrop hides it again. Images up to 8 MB are allowed.

Variants and templates

For a single event you can create several Variants of the same room, for example for different seating layouts. Save Variant stores the current state. Save as Template makes it reusable account-wide. If the linked location already has its own floor plans, you can pull one in directly via From location template (see Creating & making the most of event locations).

Editing: undo, multi-select, locking

Use Undo (Ctrl+Z) and Redo (Shift+Ctrl+Z) to correct changes. Select several elements together and copy (Ctrl+C), paste (Ctrl+V), or remove them as a block (Del). Lock position stops an element from being moved by accident.

Adding the plan to an order confirmation

Via Add to Order Confirmation you pick an existing finance document (quote or order confirmation) and embed the current plan into it as a PNG snapshot. Univents warns you beforehand that the snapshot is then permanently embedded in the document. If there's no suitable finance document yet, create an order confirmation first.

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.

Whiteboard or floor plan — which one do I use? For freehand sketching, moodboards, or a rough idea, the whiteboard in the Documents tab is enough. As soon as you need a concrete, scaled seating plan with individual tables, chairs, and a real capacity count, use the Floor Plan tab instead — only there does Univents keep a live seat count and let you add the plan straight into an order confirmation.