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Advice on Managing a Workshop with 80 Participants on Miro

  • December 9, 2025
  • 2 replies
  • 18 views
A

Hi everyone,
I’m looking for some advice on how to best manage a workshop on Miro with about 80 participants, all working simultaneously on the same board (mainly adding and moving sticky notes).

I’d like to understand:

  1. Board performance:

    • With this many users at the same time, should we expect any lag or slowdowns?

    • Are there best practices to avoid performance issues?

  2. Admin accounts:

    • What type of account or license should facilitators/admins have to properly manage the board (permissions, moderation, frames, timers, etc.)?

  3. Participant access:

    • Is it enough to invite participants as Visitors so they can write, add, and move sticky notes?

    • Are there any limitations we should be aware of for Visitors?

Any tips or recommendations for running a workshop of this size would be greatly appreciated.

      2 replies

      Eca
      Mironeer
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      • Eca
      • Mironeer
      • December 9, 2025

      Hi ​@Alice Casadei, thanks for reaching out!

       

      A session with around 80 participants working simultaneously is possible, but some performance impact may occur depending on: the overall board size, the number of widgets and images, real-time activity (e.g., many items being moved at once).

      Best practices to maintain performance:

      • Keep the board structure lean: avoid heavy images, large PDFs, or excessive widgets. Pre-create only the elements participants truly need (e.g., empty sticky notes or clean work areas).
      • Break the workshop into multiple frames and direct participants to specific areas using the navigation panel or the “Bring to me” feature.
      • Close unnecessary browser tabs and recommend participants use modern browsers.

       

      Facilitators should have a full-licensed seat (at least a paid plan editor). This ensures they can:

      • manage board permissions,

      • lock/unlock content,

      • use timers, voting, and moderation tools,

      • move participants to specific frames,

      • duplicate templates and adjust board structure as needed.

      Commenter or viewer roles will not provide adequate control.

       

      Visitors with edit access are often sufficient for workshops of this type. Visitors can: create/edit/move sticky notes, draw, add basic shapes and text.

       

      Eca :)
      Kenneth Ritley
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      • Kenneth Ritley
      • Active Contributor
      • December 10, 2025

      Hi ​@Alice Casadei 

      ​@Eca gives a really nice summary!  From my experience I can add the following:

      (1) In my experience MOST people who have never used Miro can access the board - but not everyone. Strange things happen when they try. So, it could help to make a pre-workshop board, send it to them in advance, so any problems like that are caught BEFORE the event.

      (2) LOCK everything you don’t want to see accidentally moved. Or they will move it.

      (3) BE PREPARED to see some ugly stuff. If the users can do anything more than stickies someone WILL accidentally do something.  I moderated a retro this morning and suddenly there were FRAMES all over the place!  I needed to do a quick cleanup.

      (4) And apropos cleanup . . . if you have a support person (for the aforementioned cleanups) that could help, so you can focus on the content and your helper can work helping keep the board looking nice and tidy!

      (5) When you are done, make a backup. I am a fanatic about backups. It is so easy with a few accidental mouseclicks to mess stuff up, a backup can save you a lot of grief!

      Good luck!

      Cheers, Ken

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