Using Padlet for process mapping

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This article contains some tips on setting up a Padlet specifically for process mapping. Whilst other software may offer more functionality this can sometimes be distracting, Padlet is a supported tool that is simple to use, making collaborating easier.

Screenshot of a Padlet
Choose the Canvas format for your Padlet

Start by selecting the Canvas format for your Padlet, this is the format that will allow you to create connectors between posts.

Change the colour of your Padlet background

Make sure you pick a dark background for your Padlet, you can’t change the colour of the connector lines which are light grey by default so choosing a darker coloured background will help your users to navigate your process map.

Set your Share Permissions so others can view/contribute to your Padlet

You’ll need to set your sharing permissions before others can view and contribute to your Padlet, click the Share button in the top right corner, the Share panel will appear.

1. Click Change Privacy

2. Select Secret (we know, this is an odd choice but it’s the one you need to choose). Do not choose Org Wide – this will mean your Padlet will be visible to every University of Leeds Padlet user.

3. The Visitor Permissions options box will appear on screen, by default this will be set to Can Read. Click the Can Read option to open a window showing all the permissions available.

4. Change Can Read to Can write. Close this window by clicking on the dark grey area above or below the Visitor Permissions option box.

Padlet Sharing Visitor Permissions Options Box with the area above and below highlighted. This is where you should click to close the box.

4. Click Save, to save your new sharing permissions.

5. Click Back to return to the main menu. You are now ready to generate the link to your Padlet to share with others, select Copy link to clipboard. You can now share this link however you prefer (email, in a chat message, teams post etc). You can also embed a Padlet in a Microsoft Teams channel or meeting window to make it easier for the team to find, see Embed a Padlet in Microsoft Teams.

Add posts to map your process

Add a post

  • Double click anywhere on the Padlet or click the round + icon to open the post composer. You’ll have the option to add a subject (optional), embed content (a file, image, gif, link etc), change the colour of the post and of course write your post. Click Publish when you are ready to add it to the Padlet.

  • Click and hold the mouse button down on a post to drag to move it around the Padlet.
  • Change the size of a post by hovering over the edge of the post, a double headed arrow will appear. Hold your mouse button down and drag the post to the size you need.
  • To work at a scale that suits you, hold down the Ctrl key on your keyboard and use your mouse wheel to scroll in or out.
  • Scroll bars at the bottom and to the right hand side allow you to move the Padlet up and down and left to right.

Edit/Delete posts

  • You can edit your own posts by double-clicking an area on your post that contains text, this will open the post composer. Make your changes and then click Update so that others can see your changes.
  • You can also click on the three ellipses in the top right of a post to see the edit menu options. Amongst additional options, you’ll have the option to edit your post, change the colour of your post, or delete it.

Change the background colour of a post (because you can’t change the shape)

Padlet doesn’t allow you to have different shaped posts so you may want to change the background colour of particular posts to differentiate them (e.g. decisions might be posts that have a blue background). You can do this in two ways, either set the colour when you are creating a post or retrospectively edit it after it’s been added to the Padlet.

When you are creating the post you will have the option in the bottom left-hand side of the post composer to select a colour. The default is white, click this to choose from the other colours available.

Once a post has already been created, click on the three ellipses on the top right-hand side of a post, and select one of the colours shown at the top of the edit menu that will appear.

Tip! Help your users by adding a post with a key explaining what each of the colours you’ve used represent.

Using connectors between your posts

To add connectors between your posts, click the three ellipses shown in the top right of a post, select Connect to a post.

You will then be able to choose which post you want to Connect to, you’ll also be given the option to add a label (optional). Find the post you want to connect to and click Connect. An single arrowed connector will be added between your two posts.

You can delete a connector by clicking the three ellipses shown in the top right of the post and selecting Disconnect from a post, and clicking the cross in the round red circle that will appear on the connector line.

Make it easy for your team to find your process map

You might want to make it easier for your team to find your process map as you continue to work on it, embedding it in a Microsoft Team channel or meeting chat makes it really easy for your team to find (no need for them to keep track of a URL), it’s really easy to do, see Embed a Padlet in Microsoft Teams

Ways to save your process map

You may want to save your process map as an image or PDF, click on the three ellipses on the top right-hand side of the screen (when using a PC) and select Export. Scroll down and select Save as image or Save as PDF.

Gif of Padlet