Klatch Facilitator Getting Started Guide: Part 1

The Klatch Facilitator Getting Started Guide - Part 1: Submit Your 1st Workshop Within 7 Days of Facilitator Approval

Overview: Welcome to the Klatch Facilitator Community! If you've been sent to this page it's probably because you've been accepted as a Klatch Facilitator. We have thousands of facilitator applicants and accept only a small percentage to join our community.

Before we get into publishing your first workshop, let's cover some basics that many of our Facilitators ask about Klatch. We ask every new Facilitator to read all of the below to ensure a smooth onboarding -- we've tried to limit it to only the most important items.

Table of Contents

A.) Let's Learn More About Klatch's Vision, Capabilities, Expectations, and Commitments

What is the Klatch Vision?

Klatch is an all-in-one social learning platform specifically designed for real-time, interactive online workshops. While our facilitators often load some workshop materials (images, rubrics, worksheets, pre-recorded videos) the entire experience is built around a live, hands-on experience that our facilitators create instead of hours & hours of video recordings or webinars (lectures) where the instructor speaks 90% of the time and takes a few questions at the end. In fact, at Klatch facilitators don't use the word "course" or "webinar"  - we use "workshop" and "sessions" to refer to live sessions within the workshop. Instead of "teachers", "lecturers", or "instructors" you're a "facilitator". It's not just terminology, it's a material difference. 

You are facilitating an experience, which when done right should be far more rewarding for learners and you as well (and far more lucrative). Our best Klatch facilitators have learners who keep coming back, time & time again because they feel a part of the learning experience. So when you think about your goal as a Klatch facilitator -- it is NOT to create picture-perfect materials -- the focus should be on creating meaningful, hands-on experiences. In fact, because we believe facilitator autonomy & creativity is necessary to the innovation process, we have very view rules at Klatch -- but our golden rule is: a facilitator should speak less than 50% of a live session and in many cases when done right it may be less than 20%.  You've been selected to be a Klatch Facilitator because you're a subject matter expert, but you're not meant to be the "sage on the stage" but rather a "guide on the side".  As Maya Angelou said 'I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel."

How is the Klatch Platform Unique?

Most online platforms are focused on asynchronous or non-live content -- either hours & hours of video recordings or just straight webinars. Klatch is a custom-built platform just for live workshops. We've automated just about everything that can be automated in the workshop creation & management process, removing dozens of hours per month of email sending & admin time, and we've streamlined the rest with checklists, best practice guides, blogs, and support center articles. Most of our facilitators who were running workshops pre-Kltach had to use 6-10 different platforms costing hundreds of dollars per month & consuming incredible amounts of time. Say goodbye to those days.

This 3-minute demo video (facilitator login required) shows you some of the key features of Klatch. You can also see a great high-level walkthrough of benefits on the Klatch Facilitator Page.

Here are just a few of the top benefits that our Klatch Facilitators love:

  1. If you’re doing online, live learning, Klatch is the best platform to automate & streamline your process, slashing dozens of hours of monthly admin time, while helping you scale your audience.
  2. You can launch a workshop in minutes, not weeks & because it’s so easy you can rapidly test new workshop ideas.
  3. With group workshops & a platform suited specifically for groups you no longer have an hourly rate ceiling – attract more people at a lower cost & way more net dollars over time.
  4. Our optimized landing pages, social platform tools, and 3rd party review system can increase conversion to purchase your workshop by 5X, build trust, and increase customer retention.
  5. You don’t have to go it alone anymore! You’ll be joining a talented Klatch community of passionate creators, teachers, and entrepreneurs backed by tons of marketing, facilitation, and best practice guide to help take you to the next level.

Expectations of Klatch Facilitators

Klatch is an all-inclusive platform for live, hands-on workshops and as such we expect a level of urgency and high quality from our facilitators. Below you will find our expectations and the timeline we seek to maintain for all our prospective and current facilitators.

  1. Klatch expects facilitators to submit their first workshop within 7 days of facilitator approval (which then gets reviewed by the Klatch Learning Team), publish their workshop within 7 days of workshop approval, and host at least the first live sessions within 30 days of being accepted as a Klatch Facilitator.  It should never take more than two and a half weeks for a facilitator to go from being approved to having a workshop published. We expect new Klatch facilitators to be self-driving in launching and marketing their workshops using the best class step-by-step onboarding materials we've provided here and checklists. (see instructions below to get started on Submitting your 1st Workshop!)
  2. We expect facilitators to draw at least 15 learners across their first 3 workshops on their own and to have each of those complete the "feedback" section to get a public review, helping you draw more learners. Remember, you keep 93% (inclusive of a ~4% PayPal fee) of all revenue for learners you bring! While many facilitators bring existing audiences, our most successful facilitators who are launching online workshops for the first time won't see overnight success but organically build a considerable audience over time on Klatch over several months by reaching out to friends and past clients, building listserves, and promoting on social media and related online groups, or even running ads to their Kltach workshops. We've provided many quality marketing templates that we will share in your onboarding later (in Part 2).
  3. We want you to make your workshop as interactive as possible. Facilitators should make it their goal to speak less than 50% of their workshop by having their learners actively engaged throughout -- whether it's working problem sets, role-playing, discussion, or Q&A).  Klatch offers many resources to help show you how!)
  4. Within 3 months of joining Klatch, we suggest facilitators hold live sessions at least once a week, but no less than once a month to remain active on Klatch. If we see your account is inactive for an extended period we may suspend your Facilitator account.
  5. To abide by Klatch's workshop & live session cancellation / rescheduling policy and facilitator protocol:  To sum it up -- You can't cancel a workshop once it has learners signed up but you may reschedule live sessions in that workshop if absolutely necessary.
  6. Use the Klatch platform to engage in social learning before & after your live sessions wherever possible. Learning is not just in your live sessions! Posting a welcome message in the workshop feed & questions/discussion topics for your learners, uploading pre or post-session materials that could be helpful (could be a youtube video, diagram, or activity), and encouraging people to comment directly on it. Our most successful facilitators engage in conversations or share interesting materials before, between, and even after all of their live sessions are complete to build communities -- this means when they launch another Klatch workshop, those learners are far more likely to sign up again.
  7. Klatch is a platform for you to build, manage, and scale your online learning communities. Per the Klatch terms of service you signed, Klatch is not a platform for you to draw learners away for live online learning or similar services elsewhere; if you had a prior relationship with the customer pre-Kltach of course you can continue to offer those services to those individuals, but if first initiated on Klatch those leads must stay here and contact for Klatch should be on the platform in the feed or Klatch Direct Message. The exceptions to this include products that are not related to online learning or online coaching (e.g. if you're selling a book and sharing it during your Klatch workshop or other complementary materials).

Klatch's Commitment To You, Our Facilitators

  • Klatch provides its best-in-class platform for live workshops.
    • Klatch auto-sends emails to learners on your behalf (signed by you): a welcome email when they enroll, a reminder week before each session, a reminder a day before each session, a reminder an hour before each session, a feedback form after each workshop, an email to past learners every time you launch a new workshop, and an email every time you (the facilitator) posts in the Feed. (NOTE: You can find these in the "Email" section of each workshop after creating your workshop). On-platform notifications are also to all facilitators and learners.
    • Auto-generates a beautiful, optimized landing page & Workshop Studio (with all your tabs & learners) within seconds of completing a 1 page "Add Workshop" form (which can take as little as 2 minutes without the hundreds of options of most online pre-recorded platforms).
    • One-click joins live sessions (no complicated links to email out to your learners) for facilitators and learners; simple uploading of materials, and easy access to a feed. We also provide you with access to our Zoom just for workshops you host on Klatch; you can run a test session from the Sessions tab.
    • Provides a full review system for every learner and counts every learner who attends -- providing prospective learners with the transparency and 3rd party credibility they need to convert at rates up to 5X more.
    • One place to manage everything -- what would normally be 6-10 different platforms all in one dashboard, including the Payment Center to easily manage sales, coupons, individual orders, and view payouts.
    • A Facilitator Hub to interact with other facilitators and exchange ideas.
  • Klatch automatically collects all payments on your behalf and pays out via PayPal after the end of a workshop on the 2nd and 4th Thursday of each month.
  • Klatch automatically routes all refund requests to you, the facilitator, but provides a standardized policy for you to make it simple. You can always be more generous to the learner, but not less.
  • Provides best-in-class marketing templates and a marketing plan to help you market your workshop at every stage. You can also find a plethora of marketing guides with examples of marketing emails and social media in our blog and covered in Facilitator Onboarding: Part 2.
  • Offers a robust support center for every question under the sun (please check here first). You can also search the support center by clicking the magnifying glass in the bottom right corner of our site.  
  • An expert support team -- where something is not covered in the support center, you can message our support team questions at support@getklatch.com and we'll get back to you within 48 business hours (often faster). Please note the office is closed on the weekend.
  • Klatch reviews your first 3 workshops to ensure they all meet Klatch standards before we set your workshops to auto-approve (at which point you'll be able to go directly from draft to publish on your own) though you are still bound by our community guidelines and other policies, and our team still keeps an eye on all of your workshops. Please make sure that all of your workshops adhere to Klatch's guidelines ane examples provided in the "Add Workshop" form for best practice so that they get approved.
  • Help market your workshop after you get traction in your first few months, including facilitator spotlights across our social media accounts, joining related groups online and featuring you, and often running ads as you scale beyond 100 learners at which point you are provided with additional Klatch resources including a dedicated account manager and optional check-in calls. 
  • WHAT KLATCH DOES NOT DO
    • Provide a person to hold your hand every day; we trust you're the best at what you do & autonomy is important to our successful facilitators.
    • Conduct Live 1-on-1 platform demos because This 3-minute demo video, our workshop studio demo video, coupled with this onboarding document, platform checklist, our robust support center, blog, and automated emails and friendly nudges, and our support team covers everything far better than a live person could!
    • Tell you what workshop you should run. It's up to our facilitators, who are the subject matter experts, to determine which topics will sell. That said, our blog does provide a process for how to determine this - for great materials on how to do this see here, here, here, and here. As our facilitators gain traction we will often reach out to provide some suggestions for topics we've seen interest for. We do, however, always recommend every workshop have a very clear target customer who has the willingness to pay and every workshop must have a defined outcome (e.g. helping them get a job, role play for the interview, build a website, build a plan around parenting, etc). Note -- workshops whose outcome is purely to "explore themes" or ideas or "develop a deeper sense of self" without a very clear takeaway often do not sell because learners will pay for concrete outcomes that help them fill a critical need in their life.
    • Provide Feedback on every facilitator's workshop copy. Our Support Team sometimes will send back suggestions, but our best practice examples go in-depth on this.
    • Change copy or pricing of your workshop without your permission -- though a workshop may not be approved for not meeting the guidelines shared, we will never modify anything in your workshop without telling you.
    • Modify any of our policies for facilitators. This includes paying early. Every single one of Klatch's policies was crafted for a specific reason to protect facilitators and learners. Klatch is a facilitator-first platform; we believe if you're successful, we'll be successful. With that in mind we only have created rules or guidelines where we believe it's absolutely necessary and given you, the innovator, the autonomy to innovate.

B.) Key Concepts to Know Before You Add Your First Workshop

For a complete list of Frequently Asked Questions click here which is located in the Support Center, housing platform tutorials, policies and processes, best practice guides, and more! 

Below we briefly highlight major concepts of Klatch before you submit your first workshop. We're providing this here for informational purposes but recommend after you've reviewed, you jump right section C to submit your first workshop.

  • "Workshops" and "Sessions": A learner pays one time for a Klatch "workshop." Each workshop can meet once or multiple times -- those live meetings are called "sessions" and are created in the "Sessions Tab" of the workshop you create and can easily be joined on the day of by a click of a button.
  • Duration of a Session: We usually recommend 90 minutes although it can be less. If you opt for a session over 90 minutes you'll need to build in breaks. If you need a session over 4 hours, contact support.
  • Workshop Pricing: A leaner will pay for the workshop but in determining your pricing we recommend facilitators set the workshop price based on the number of sessions they will host for that specific workshop. We provide workshop pricing recommendations here.
  • Your Workshop Studio: "Workshop Studio" is Klatch's community learning space for each workshop inclusive of all the tabs - Feed, Sessions, Material, Feedback. As shared above here's a demo video on it.
  • Workshop Payment: As mentioned in expectations above, we automatically take payments for you and based on the payment split is determined by who originates the lead (click here for more) - 93% (inclusive of PayPal fees!) if you bring the learner and 50% if Klatch brings the learner. Pay day is only at least 10 days after the workshop is fully completed (meaning all sessions) and deposited on your PayPal account on the following second and fourth thursday of the month. Click here for details. Because you're paid via PayPal, PayPal will handle your 1099 tax paperwork at the end of the year.
  • Adding a Workshop: Adding a new workshop can take 5 minutes or less if you have everything ready and it's by clicking "Add Workshop" on your Facilitator My Workshops Dashboard. Your first 3 workshops require approval before you can publish and after that when you submit that Add Workshop form you'll be able to immediately publish. That Add Workshop form generates a beautiful, optimized landing page that you will promote to learners to purchase. Section C, below, give you a step-by-step  process of how to publish.
  • You will need to setup key items on your account before you can run it -- just follow the checklist (these include zoom, PayPal, etc)
  • What your learners will see:  view do learners see - they will not see Payment Center or Facilitator Hub and not have access to many of the facilitator-specific videos in the Support Center. 
  • Your day-of Session: you'll use our Zoom and once you're setup with Klatch (it takes 5-10m) and is one of the checklist items

C.) Submit Your 1st Workshop - Complete Within the First 7 Days of Facilitator Approval

Now that we've covered some of the important facilitator basics above, here are your next steps. When Klatch approves your application to be a facilitator, you have 7 days to add a workshop and 7 days after your workshop being approved to publish that workshop. We only approve facilitators who are ready to launch workshops. If you require an extension on this timeline, please email support@getklatch.com in advance so your offer to be a facilitator does not become rescinded.

See our full walkthrough of how to write a great workshop complete with examples of good and bad workshops.

To Submit Your Workshop:

1. Login & click "My Workshops" in the top right corner and then click the blue button that says "Add Workshop" or click here.

2. To complete your workshop application, please enter all the required information related to your workshop. To make this process easier, you may copy and paste most of the information from your original facilitator application.

***Because it can be the pitfall of so many online creators, it is worth repeating the above: We always recommend every workshop have a very clear target customer who has the willingness to pay, and every workshop must have a defined outcome (e.g. helping them get a job, role play for the interview, build a website, build a plan around parenting, etc). Note -- workshops whose outcome is purely to "explore themes" or ideas or "develop a deeper sense of self" without a very clear takeaway often do not sell because learners will pay for concrete outcomes that help them fill a critical need in their life. 

3. After submitting your workshop application, please wait for our team to review and approve it. This process usually takes 48-72 business hours. (NOTE: After your first 3 approved workshops, your workshops will auto-approve and you'll be able to go from draft to publish in one sitting!)

Publish Your Workshop - Complete Within the First 7 Days of Workshop Approval

Congratulations on getting your workshop application approved! Now that your workshop has been accepted, you need to publish it before it can be accessed by learners. The publishing process involves adding live session(s) in the workshop, uploading any materials you want your learners to first have when they enroll (you can upload any other materials later), and then recruiting learners to join your workshop. We will guide you through the steps you need to take to successfully publish your workshop and ensure a smooth learning experience for your attendees. 

Here's a step-by-step guide on how to publish your workshop:

  1. Log in to your account on Klatch and Navigate to your workshop. Once you are in your drafted workshop head over to the "Sessions" tab of your Workshop Studio (click here for a full Workshop Studio demo video) where you'll add new Sessions. NOTE: At Klatch, a "workshop" is comprised of 1 or multiple sessions. There's no limit on the number of sessions you can add and while you can always add more sessions after publishing (you shouldn't cancel a session with learners) we usually recommend you add all the sessions you want before publishing as learner's will see it on your workshop's landing page, and it's the live sessions that help sell them.

  2. Click the "Add New" button to create a new live session (adding a new session can take less than 15 seconds). Choose the date and time for your session. We recommend setting the date at least a week in the future to give people enough time to register and prepare.  Enter all the required information for your workshop, including the title, description, and any other relevant details (Note: the Session Title is seen by all learners & can be used to show what that live session will be about - e.g. "Setting up your Server", "Building a website Part 1". Your Workshop Description should provide more detail that aligns with what will be covered in these Sessions. Add a new session for each session you want.

Note: Sessions you add will automatically show on your workshop's landing page, you won't have to do a thing!

4. If everything looks good, Navigate back to the "My Workshops" Tab and click the "Publish" button to make your workshop live and available for registration.

Once Your Workshop is Published it should look something like the below image -- where the "Publish" icon changes to a "Share" icon. This is the share link you must use to get credit for bringing your own learners.

After publishing your workshop, don't forget to utilize the marketing tips and templates available on Klatch to reach a wider audience of potential learners. Remember: You can access your unique share link by clicking on the square with an arrow icon that replaces the triangular "publish" button. By using your share link to promote your workshop, you'll not only increase your chances of drawing in new learners for future workshops but also earn the proper commission for each registration.

It's important to note that failure to use your share link could result in missed opportunities for earnings. Be sure to share your link on social media, in newsletters, and in any other relevant channels to reach as many potential learners as possible.

As orders start rolling in, you'll want to keep an eye on your Klatch Facilitator payout schedule and payment center dashboard to stay up-to-date on your earnings. Additionally, it's important to be aware that refunds can impact your earnings, so familiarizing yourself with our refund policy is important, although we generally find most facilitators have a very low learner no-show rate to their workshops because of all of Klatch's reminders. By staying informed and taking advantage of the marketing tools available to you, you can maximize your earnings and build a successful career as a Klatch facilitator.


Following Steps include:

  1. Promote your workshop on social media and other channels to encourage people to register and attend.
  2. Prepare for your workshop by creating any necessary materials or presentations, testing your equipment and software, and practicing your presentation.
  3. On the day of your workshop, log in to the platform early to ensure everything is working properly and to greet any attendees who arrive early.
  4. Finally, deliver your workshop and provide a great experience for your attendees!

Top Klatch Resources We Recommend

Klatch Support Center: Our Help Center is a comprehensive resource for finding answers to frequently asked questions about using Klatch as a facilitator or attendee. You can browse articles on a variety of topics related to hosting successful workshops and events, such as how to create a compelling workshop description, how to set up and promote your workshop, and how to manage your workshop attendees.

Klatch Blogs: Our blog is a regularly updated source of helpful tips, best practices, and inspiring stories from successful Klatch facilitators. You can find articles on a wide range of topics related to workshop facilitation, including how to create engaging and interactive workshops, how to leverage technology to enhance your workshops, and how to build a successful career as a workshop facilitator.

Klatch Facilitator Hub: Our community is a supportive and collaborative space where Klatch facilitators can connect with one another, share ideas and resources, and get feedback on their workshops. You can ask questions, get advice, and network with other facilitators from around the world. Our community is a great place to find inspiration and support as you build your career as a workshop facilitator.

Next Steps

After going through the process outlined in this section and checking out our top resources, you will have published your workshop and be ready for the beginning of your future on Klatch!


We've prepared a second part of this guide for you that will give you important marketing tips and resources as well as prepare you for the day of your live session. Check out our Getting Started Guide: Part 2.

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