Creating rooms
Duplicating a room
Duplicating an existing room is useful when a specific deal is a close analog of a new one — same structure, similar pricing, similar pitch. Duplicate a room Open the room you want to duplicate. Click the room menu (⋯) at the top of the left icon strip, just under the back arrow and the Present control. Select Duplicate. A new room is created as a full copy, with you as Owner. Rename it afterwards from the Settings tab of the left side panel (General → room title).Some readersCreating a room
Every great deal starts with a room. Here's how to create one — a single room in three short steps, or one room per CRM record in a guided bulk flow. ⚠️ Requires org role Admin or Pro. Basic users can be invited to rooms but cannot create them. Where to start Click + New room in the left sidebar, or the New room button on the Rooms list. From the Templates page, hover a template card and click Create room. On your Home page, ask the assistant (*"creaFew readersNaming conventions & best practices
The room title is what your buyer sees in their browser tab and welcome email. It's a first impression — and a small choice that shapes the deal's feel. Good titles Use the account name Acme Corp Contoso Partners Clean, recognizable, professional. Co-brand for emphasis Katalyz × Acme Corp Katalyz + Contoso — Partnership Signals a joint effort rather than a vendor pushing a deal. Stage-specific for clarity Acme Q2 Onboarding Contoso Renewal 2026 UsefuFew readers
Structuring a room
Adding and reordering pages and sections
Here's how to add, reorder, rename, and delete both pages and sections in a room. Quick recap: a room contains pages (top-level, shown in the header), each page contains sections (visual groupings), each section contains widgets. The Navigate tab Structural operations on pages and sections happen in the Navigate tab — the first icon on the left sidebar's icon strip. It shows a tree view of every page and the sections inside each one. (Widget-adding has moved out of the sSome readersHow rooms are organized
Every Katalyz room follows the same four-layer structure: room → pages → sections → widgets. Room The top-level container. It has: A title (visible to buyers) Logos (two of them): Seller logo — pulled from your workspace's Brand assets (set once by an admin; can't be overridden per room) Prospect logo — set per room from the Design tab → Header → Prospect logo (search a brand via Brandfetch or upload manually). See [Prospect logo](https://katalyz.crisFew readersControlling visibility — pages, sections, actions, messages & guidelines
Not every piece of a room is meant for every participant. Internal notes, sensitive tasks, side-channel chats with one stakeholder — Katalyz gives you separate controls for each kind of element. This article covers all of them in one place. Element Control Who sees it Pages & sections Hide / Show Org members always; buyers only when shown Actions (steps, tasks, subtasks) Everyone / Restricted Org members always; participants per your restriction *Some readersAdding and reordering widgets
Widgets are the pieces of content that fill a section — text, image, video, CTA, signature, meeting, etc. (Sometimes called "blocks" in other tools — in Katalyz they're widgets.) Here's how to add, reorder, duplicate, and delete them. The floating build bar All widget-adding happens from the floating build bar at the bottom of the editor. Left to right, the bar contains: Primary widgets (always visible): Text · Bento · Image · Video · Document · Step · Field · Link.Few readersStyling sections and widgets
When you select a section or a widget, two pieces of UI appear: An inline selection pill that floats above the selection — for quick actions (open, layout, edit content, design, more, ask AI). The Design panel on the left — which becomes contextual, showing the selected item's design controls at the top, above the global page Design settings. Both onlSome readersPage cover (the page-level banner)
The page cover is a full-width banner that sits at the top of a page, above all sections. It's the first thing buyers see when they open the page — use it to anchor identity (logos + title), set the tone, or spotlight a key message. Not a widget. Unlike content widgets (Text, Image, Video, etc.), the cover is a page-level element — there's one cover per page, managed from the page itself rather than from the floating build bar's widget catalog. Add or remove a cover The cFew readersPage title options
Every page has a name — set from the navigation tree on the left and shown in the room header. The page title feature lets you also display that same name as a large heading at the top of the page content, and style how it looks. It's the same text — the toggle just decides whether it also appears inside the page body. Show or hide the page title The title is shown by default. To hide it, open the title's options popover (below) and switch on Hide title — *Don't show this titleFew readers
Widgets — content & storytelling
Text widget
The Text widget is the workhorse of every room. Use it for intros, context, explanations, narratives, and anything that needs words. Adding a Text widget drops in an empty block with the placeholder "Add your text content here…". Just click and start typing. Two toolbars to know Text has two distinct toolbars, each surfacing at a different momentFew readersIntroduction to widgets
Widgets are the building blocks of every Katalyz room. Each widget does one thing well — display text, embed a video, collect a signature, let a buyer book a slot — and is designed to look right out of the box with your branding applied. How widgets are organized The widget catalog is grouped by purpose: Group Widgets Use for Content & storytelling | TeFew readersImage widget
Use the Image widget for any visual — product screenshots, team photos, architecture diagrams. How to add On the floating build bar at the bottom of the editor, click or drag Image — it sits in the primary widgets row. Drop it onto the target section. The Select image picker opens automatically, with three tabs: New — clickFew readersVideo widget
Use the Video widget to embed videos — welcome messages, product demos, customer testimonials. Drop in a hosted URL (YouTube, Loom, Vimeo, and many others) or upload a file directly. How to add On the floating build bar at the bottom of the editor, click or drag Video — it sits in the primary widgets row. Drop it onto the target section.Few readersDocument widget
Use the Document widget to embed a file inline — PDFs, decks, spreadsheets — with in-browser preview and an optional download. How to add On the floating build bar at the bottom of the editor, click or drag Document — it sits in the primary widgets row. Drop it onto the target section. The Select document picker opens automatically,Some readersSpacer widget
The Spacer widget adds visual breathing room between widgets. Small feature, big impact on how rooms read. How to add On the floating build bar at the bottom of the editor, open the ⌄ All widgets popover and locate Spacer (it's not in the primary widgets row). Drag it onto the target section. Drag its handle to set any height you waFew readersLink widget
Use the Link widget to embed any web-hosted resource via its URL — an article, a Notion page, a Figma file, a Loom video, a SaaS dashboard, a live demo environment. Anything that lives at a URL. Why a dedicated widget? Mental shortcut. Many users think "I have a link" rather than "I have a video that happens to live at a URL". The Link widget matches that intent — paste a URL, get a nicely framed embed, move on. ![](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/5548Few readersBento widget
The Bento widget is a configurable grid container — a layout shell where each cell holds its own block. Drop one in when you want a structured set of small, equal-weight items: a feature grid, a team list, a tile dashboard, a "what's included" panel. Think Bento box. Several compartments inside one frame, each filled independently, sized to the same outer shape. ![](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/screenshot-2026-06-17-at-09515_hs53j.png =PopularVideo bubble widget
The Video bubble widget is a small, round, personal video you record on the spot from your webcam — a 30-second "hi, here's what's in this room" at the top of a page, a quick walkthrough next to a pricing table, a thank-you after a call. No upload, no editing tool: open the recorder, talk, use it. Think of it as the Loom-style intro bubble, embedded in the room and recorded without leaving it. How to add On the floating build bar at the bottom of the editor, open the **⌄ AFew readersBoard widget
The Board widget is a whiteboard of sticky notes inside a room — colored cards you write on, drag around and group into zones. Use it for the loose, collaborative parts of a deal that don't fit a table: open questions, a brainstorm from the workshop, a "you / us" split of responsibilities, a parking lot for later. Think FigJam, scoped to one section of the room, and editable by anyone you've given edit rights to. How to add On the floating build bar at the bottom of thFew readers
AI
Ask AI: your assistant inside a room
Ask AI is the Katalyz assistant. Inside a room it reads the room's content and activity, answers questions, drafts and edits content, and proposes changes you review before they land. AI is included in the Core plan — most actions are free, and the ones that generate content use credits from your workspace balance. ⚠️ Ask AI is available to members editing a room (Owner or Editor). It never appears in presentation mode or to buyers. AI can make mistakes. Check important info. EFew readersGenerating a room with AI
Instead of building a room section by section, describe what it should contain and let AI assemble it — structure, content and branding — from your prompt, your resources and your meeting recordings. You then edit the result like any other room. ⚠️ Requires org role Admin or Pro (the roles that can create rooms). AI room generation is included in the Core plan and uses credits. Two ways to start From "+ New room" Click + New room and pick a template (or **StartFew readersReviewing AI suggestions
The assistant doesn't only answer when asked. After a call, when activity changes or when you ask it to look at a room, it can propose edits: update a block, rewrite a section, add a new section. Nothing is applied on its own — every suggestion waits for your review. Where suggestions appear In a room — open the Ask AI panel. A banner reads "N suggestions awaiting review" with a Review → link. The panel's Suggestions view lists them. On the Home page — the **SuggFew readersAuto-filling room fields from recordings
After a call, Katalyz can read the transcript and fill the room's fields for you — deal value, stage, stakeholders, competitors, and your own custom fields — each value traceable back to the moment in the call. You review, apply and can undo any value. ⚠️ Requires a transcript. Meetings recorded by Katalyz Recording or embedded from your meeting-intelligence tool with a transcript work; a recording with no transcript has nFew readers
Widgets — structure & narrative
Ticker widget
The Ticker widget is a horizontal strip of images. It can hold any kind of image, but it's primarily designed for logos — classic social proof use cases like "trusted by", customer roster, or partner reel. How to add The Ticker is not in the floating build bar — neither in the primary row nor under ⌄ All widgets. You add it through a **PlaceFew readersSteps widget
The Steps widget is where your action plan lives. A Step is the top level of the hierarchy — it contains tasks, which in turn contain subtasks. Each is an action with its own status, assignees, dates, and details popup. Use Steps to structure deal execution: onboarding, implementation plans, QBR follow-ups, mutual action plans. How to addFew readersTimeline widget
The Timeline widget is a Gantt-style horizontal chart for scheduling a deal. It combines three types of items on the same time axis: phases, steps, and milestones. Unlike the Steps widget (which is a pure action-plan list), Timeline is time-anchored — dates drive position, width, and ordering. How to add On the floating build bar aFew readers
Action plan
Relative dates for steps, phases & milestones
Any date on a step, phase, or milestone can be set as a Fixed Date (e.g. Mar 15, 2026) or a Relative Date (e.g. "2 business days after Step 3's due date"). Relative dates keep the schedule self-adjusting — move one date and everything that depends on it moves with it. Essential for templating and for handling real-world slippage. Where you set them Relative dates are available in the date picker of every step (and of Timeline phases and milestones). Open a step'sFew readersTurning your room into a mutual action plan
A Mutual Action Plan (MAP) is a shared roadmap between you and your buyer — an agreed-upon set of steps with owners and dates on both sides. Rooms with well-built MAPs close significantly faster across most B2B sales research, because both parties have visibility and skin in the game. This article is a strategy guide — for the mechanics of how steps, tasks, subtasks, and dates work, see the Steps widget and [Timeline widget](Some readers
Widgets — conversion & engagement
CTA widget
The CTA (Call-to-Action) widget is a styled button that drives a specific buyer action — book a meeting, accept a proposal, start a trial, download a resource. How to add On the floating build bar at the bottom of the editor, open the ⌄ All widgets popover and locate CTA. Drag it onto the target section. The Edit CTA popover opens sSome readersMeeting widget
The Meeting widget attaches a calendar meeting (past or upcoming) to the room and brings its recording, AI summary, and transcript along with it. Perfect for wrapping up a discovery call inside the deal room, or prepping context for the next meeting. Not a booking widget. It doesn't let buyers pick time slots — it pulls existing meetings from your connected calendar. To let buyers book time with you from the room, use the [Scheduler widget](https://katalyz.crisp.help/eSome readersScheduler widget
The Scheduler widget is an inline booking card: buyers pick a day and a time slot inside the room, and the meeting lands on your calendar. No Calendly tab, no email ping-pong — the ask ("let's talk next week") and the answer live in the same place as the proposal. Not to be confused with the Meeting widget, which embeds a meeting that already exists (with its recording and summary). Before you start — connect your caFew readersSignature widget
The Signature widget embeds a legally binding electronic signature directly in the room. No DocuSign roundtrip. ⚠️ Requires the Katalyz Signature module, billed per user per month on top of the Core plan. Envelopes don't consume credits. See Katalyz Signature. Quick start In the build bar, open More and pick Signature. An empty card appears — *Configure your envelope by adding documents, recipients, anFew readers
Widgets — data & context
Contact widget
The Contact widget displays a person card with photo, title, and contact details. Use it for sections like "Your team" or "Key stakeholders". How to add On the floating build bar at the bottom of the editor, open the ⌄ All widgets popover and locate Contact. Drag it onto the target section. The Select a contact dropdown opens autFew readersField widget
The Field widget displays the current value of a field on the room — deal amount, close date, target go-live, prospect score, any structured data point that lives on the room as a property. Two kinds of fields Kind Editable in the room? Where it's defined Native fields | ❌ Read-only | Built into Katalyz (e.g. room name, owFew readersTable widget
The Table widget is a mini-spreadsheet inside your room. Excel-style cells, GSheets-style formulas. Use it for pricing tables, ROI breakdowns, scoring grids, configurator output — anything where buyers want numbers in rows and columns. Behaves like Google Sheets — formulas, cell references and autocomplete follow the conventions you already know. The function set is deliberately small (see below). ![](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/screenFew readersRecording widget
The Recording widget embeds a meeting recording in the room. It's a simple video — playback only. No transcript, no AI summary, no speaker labels — just the recorded video itself. Need transcript or AI summary too? Use the Meeting widget instead — it attaches the calendar meeting and pulls the recording, transcript, and AI summary into one popup. See Meeting widget. ![](https://storage.crisp.chat/users/helpdesk/Few readers
Widgets — personalization
Using variables in text
Variables let you inject dynamic values directly into your room copy — the room name, the room owner, custom field values, anything that should adapt to each specific room. Write it once in a template, and every room created from it automatically shows the right values. It's how you personalize at scale without personalizing manually. Where variables work Variables are available inside Text widgets. They don't work in block titles, CTAs, banners, or other widgets — just body textSome readersPlaceholder widget
The Placeholder widget is a visual "add something here" slot. Drop it in where content is coming later — a video from the next meeting, a document your buyer will send, a contact they still need to introduce. It's not empty space. It's an invitation to contribute — framed and visible, with clear instructions for what should fill it. How to add OFew readers
Sharing & access
Inviting teammates
To collaborate on a room with a colleague, invite them by email and pick their role. Invite a teammate Open the room and click Share (top right) — the Share the room modal opens. In the New invitation field, type your colleague's email or pick from suggestions. Existing workspace members appear in the dropdown. Click OK. A second modal — New invitation — confirms the room role (Editor or Viewer), shows a Notify people checkbox (toggle off if you'd ratherFew readersChoosing the right access setting
Every time you share a room, you pick one of four access settings under Access settings in the Share modal. Each trades off friction for verification. Pick the one that fits the sensitivity of the content. The three modes at a glance Mode | Subtitle in the modal | How visitors get in | Friction | Best forFew readersHow magic links work
Magic links are how Katalyz authenticates everyone — members of your workspace and buyers visiting rooms. Understanding how they work helps you explain the experience to buyers and troubleshoot issues. The basics A magic link is a unique URL sent to a specific email address. Clicking it logs that person in. That's the whole mechanism — no password, no signup form. What makes a link "magic" Three properties: Unique — generated specifically for one email address *One-tapSome readersRoom roles — Owner, Editor, Commenter, Viewer
Inside a specific room, every participant has a room role — Owner, Editor, Commenter, or Viewer. The role determines what they can do in that room. The Owner is fixed at room creation. The other three are the ones you assign when inviting someone, and the ones in the role dropdown next to each person in the Share popup. Room roles are distinct from org roles (Admin / Pro / Basic). See [Room roles vs. org roles](https://katalyz.crisp.help/en/article/room-roles-vs-org-roles-15nqb7uSome readersInviting buyers
Buyers are external visitors — people at your prospect's or customer's company. Here's how to invite them. Invite a buyer Open the room. Click Share (top bar). Type their email in Search for users, add email(s) or domain name(s). Pick a room role — typically Viewer, sometimes Editor. On the New invitation step, review the pre-filled message — *"I invite you to join our space {room}, where you will find all the relevant info and the next steps of our diFew readersChanging someone's role
Participant roles can change as the deal evolves. Promote a champion from Commenter to Editor. Downgrade someone from Editor if they're no longer active. Change a role Today, role management lives inside the Share popup itself. Open the room and click Share (top right) — the Share modal opens. Under Already in space, click the stacked avatars row to open the full participant list. Click the person's current role, to the right of their name, and pick a new one fromSome readersWho can invite whom
Inviting permissions follow one simple rule. The rule You can only invite someone with the same role as yours — or a lower one. You can never invite someone with more rights than you have. Applied to the three invitable room roles (Editor > Commenter > Viewer): Your role Can invite Editor Can invite Commenter Can invite Viewer Owner ✅ ✅ ✅ Editor ✅ ✅ ✅ Commenter ❌ ✅ ✅ Viewer ❌ ❌ ✅ **Owner iSome readersRemoving a participant
When someone no longer needs access to a room — deal closed, contact left the company, wrong person invited — remove them. Remove a participant Two places do it. From the Share popup (quickest) Open the room and click Share (top right). Under Already in space, click the stacked avatars row to open the participant list. Click the person's role dropdown and pick Remove — the last item in the list. From the Participants page Open the room → ParticipantsFew readersQuick Tip — Test your room in Present mode before you send
Before sharing a room with a buyer, click Present (top right of the room) to see the room as a buyer would. Pick whose eyes you're borrowing Clicking Present opens a small picker — Present as seen by: Everyone — Default — no audience filter: the room as any generic viewer sees it One of the room's external participants — the room exactly as that person sees it, including actions restricted to them and private messages they're part of Then click **Start presentingFew readers
Collaboration
Real-time editing & presence
Multiple editors can work in the same room at the same time. Changes sync live — no "check the latest version" emails — and Katalyz prevents two people from editing the same block simultaneously to keep things conflict-free. Real-time editing When you open a room (you're in edit mode by default): Your changes save automatically — no "Save" button Other editors see your changes live as you make them Per-block locking — only one editor at a time on a given block (more onFew readersComments, mentions & threads
Comments are how participants discuss specific parts of a room without leaving for email. They live in the room's conversation panel, and any comment can be linked to a section so it shows up right where the discussion belongs. Where comments live Everything happens in one panel, opened from the Comments button in the room's top bar (between Notifications and Share). The button carries an unread badge (capped at 9+) that pulses when there is new activity. There isFew readersManaging your notifications
What you get notified about — and how — is fully configurable per user. Notification preferences are personal (no per-room or per-org overrides): each user picks what to receive on each channel. The Notifications panel Click the bell in the top bar to open the panel. Tabs filter the list — All, Unread (N) and Bookmarked — and Mark all as read clears the counter. Each row is an event (a comment, a visit, a resource, an assignment) linking to where it happened; new rowFew readersMessages
Messages are the room's built-in inbox: email-style conversations between you, your teammates and your buyers, kept next to the content they're about. Comments and messages share the same panel and the same composer — a comment is simply a message linked to a section. Opening the panel Click Comments in the room's top bar (between Notifications and Share). The panel lists every conversation; Search conversations... filters it. An empty thread reads Start the conversation.Few readers
Activity & analytics
Opening the Activity tab
Every room has an Activity tab — your single dashboard for who visited, what they viewed, what they engaged with, and how the deal is trending. It's where you turn raw signals into "what should I do next?". Open Activity Inside a room, click the Activity tab. It opens a multi-section dashboard that combines high-level KPIs, a deal overview, an activity-over-time chart, per-page and per-resource breakdowns, and a chronological activity feed.  shows: Recent activity feed — a stream of events across all your rooms Engagement summary — rooms ranked by engagement Overdue tasks — tasks past their due date  but those are not yet overridable per room — they follow workspace defaults. More per-room theme settings will land over time. Note: the Design panel is now contextual. When you have a section or widget selectFew readersUsing the buyer's logo
A co-branded room — your logo alongside your buyer's — signals partnership rather than vendor relationship. Worth doing for strategic deals. The buyer's logo (called Buyer logo in the app) is a per-room asset, set from the room itself. It does not affect your workspace branding. Where to set it Open the room. In the left icon strip, open the Design tab, then expand Header under Room / General settings. Click the Buyer logo circle (or the camera badge on it). TFew readers
Managing rooms
Changing a room's stage
Every room has a stage — where the deal sits in your pipeline. Stages let you filter your dashboard, run pipeline reviews, and keep your team aligned. Where stages come from Stages are customizable per workspace — they reflect your pipeline, not a fixed set defined by Katalyz. A new workspace ships with five default stages, each with a default progress weight and a flag marking the closed (terminal) stages: Stage Progress Closed stage Not started 0% —Few readersDeleting a room
Room deletion is permanent — there is no recovery once a room is deleted. This article explains who can delete, how it works (single + bulk), and what's affected. Who can delete Deleting a room requires being an org member with the right combination of org and room role: Org role: Admin can delete any room in the workspace, regardless of room role. Pro and Basic can only delete rooms where they also have a delete-capable room role. Room role: Owner. EditorsSome readers