Top 20 Online Whiteboard Software In 2026: Expert Picks
Feb 03,2026
This 2026 list compares the best online whiteboard software for teams that need fast ideation, clean diagrams, and real collaboration across apps.
Online whiteboard software gives teams a shared visual workspace for brainstorming, mapping processes, running workshops, and planning projects in real time or asynchronously. The best tools feel instant, support huge canvases, and keep everyone aligned with comments, cursors, and version history.
In 2026, the category has matured: AI-assisted clustering and summarization, richer diagramming, stronger enterprise controls, and tighter integrations with Jira, Slack, Google Workspace, and Microsoft 365 are now expected.
Below are 20 expert picks covering everything from lightweight sticky-note boards to enterprise-grade visual collaboration platforms, with quick guidance on who each tool is best for and what you can expect to pay.
- Miro — Best for Facilitated team workshops
- FigJam — Best for Design team collaboration
- Microsoft Whiteboard — Best for Microsoft 365 teams
- Lucidspark — Best for Structured brainstorming sessions
- Mural — Best for Enterprise innovation workshops
- Conceptboard — Best for Client collaboration and reviews
- Stormboard — Best for Sticky note brainstorming
- Collaboard — Best for Secure enterprise collaboration
- AWW App — Best for Simple quick whiteboarding
- Limnu — Best for Natural drawing and sketching
- Google Jamboard — Best for Simple Google Workspace boards
- Zoom Whiteboard — Best for Zoom meeting collaboration
- Webex Whiteboard — Best for Webex collaboration suites
- Freehand by InVision — Best for Simple async collaboration
- ClickUp Whiteboards — Best for Whiteboards tied to tasks
- Creately — Best for Diagrams plus whiteboards
- Whimsical — Best for Fast flowcharts and docs
- Canva Whiteboards — Best for Visual brainstorming with assets
- Notion Whiteboards — Best for Whiteboards inside Notion
- Excalidraw — Best for Hand-drawn style diagrams
Comparison Chart
Microsoft Whiteboard
Lucidspark
Conceptboard
Collaboard
Google Jamboard
Zoom Whiteboard
Webex Whiteboard
Freehand by InVision
ClickUp Whiteboards
Canva Whiteboards
Notion WhiteboardsTop Tools Reviewed
Miro is a leading online whiteboard for brainstorming, workshops, and cross-team planning with a huge template ecosystem and strong integrations.
Miro is designed for teams that run frequent workshops and need an infinite canvas that stays performant as boards grow. It shines in sticky-note ideation, journey mapping, retrospectives, and cross-functional planning, with templates and facilitation tools that keep large groups organized.
Miro also fits well into modern tool stacks through integrations with Jira, Slack, Microsoft Teams, Google Workspace, and many more. For larger organizations, its admin and security options make it a common standardization choice.
If your team needs a single visual workspace that can handle both messy ideation and more structured outputs, Miro is often the safest all-around pick.
Key Features
- Infinite canvas with frames
- Workshop templates and voting
- Real-time cursors and comments
- Jira and Slack integrations
- Enterprise admin and SSO
Pros and cons
Pros:
- Best-in-class workshop experience
- Huge template community
- Strong integrations ecosystem
- Handles large boards well
- Solid enterprise controls
Cons:
- Can feel complex for beginners
- Costs rise with many editors
- Some features locked to higher tiers
- Board sprawl needs governance
- Offline use is limited
FigJam is a lightweight, fast whiteboard that pairs perfectly with Figma for product and design teams that want easy ideation and handoff.
FigJam focuses on speed and simplicity, making it easy to jump into brainstorming without heavy setup. It is especially strong for product and design organizations because it lives in the Figma ecosystem, so teams can move from early ideas to UI work with minimal friction.
The tool supports sticky notes, shapes, connectors, and interactive widgets, plus quick sharing for async input. If your company already uses Figma, FigJam often becomes the default canvas for discovery, critiques, and planning sessions.
For teams that need deep enterprise governance or highly structured workshop tooling, you may still compare it against heavier platforms, but for design-led collaboration it is hard to beat.
Key Features
- Tight integration with Figma files
- Fast sticky notes and widgets
- Multi-cursor collaboration
- Templates for discovery sessions
- Easy sharing and permissions
Pros and cons
Pros:
- Excellent for design workflows
- Very easy to learn
- Great performance in-browser
- Smooth handoff to UI design
- Affordable entry pricing
Cons:
- Less robust facilitation depth
- Diagramming is more basic
- Best value if you use Figma
- Advanced admin features vary by plan
- Not built for heavy governance needs
Microsoft Whiteboard is a straightforward collaborative canvas that works well inside Microsoft Teams for organizations already standardized on Microsoft 365.
Microsoft Whiteboard is built for simple, accessible collaboration, especially for companies that live in Microsoft Teams. It supports sketching, sticky notes, shapes, and templates that are easy to use in meetings without forcing users into a complex tool.
Its biggest advantage is convenience: if your org already pays for Microsoft 365, Whiteboard can be an easy rollout with familiar identity and sharing controls. It is particularly useful for quick meeting collaboration, lightweight planning, and classroom-style sessions.
If you need advanced facilitation, extensive templates, or a large integration ecosystem outside Microsoft, you may find dedicated whiteboard platforms more powerful.
Key Features
- Native Microsoft Teams experience
- Simple templates and sticky notes
- Pen and touch friendly
- Microsoft 365 identity and sharing
- Cross-device support
Pros and cons
Pros:
- Easy adoption for M365 orgs
- Works well in meetings
- Good for pen-first devices
- Low friction sharing in Teams
- Often included with existing licenses
Cons:
- Fewer advanced facilitation tools
- Template ecosystem is smaller
- Integrations outside Microsoft are limited
- Not ideal for very large workshops
- Diagramming depth is limited
Lucidspark is a workshop-first online whiteboard with strong facilitation controls and a smooth path into Lucidchart for diagramming.
Lucidspark is built for teams that run repeatable sessions like brainstorms, retrospectives, and planning workshops. It includes features like voting, timers, and structured ways to capture and organize ideas so facilitators can keep momentum.
A major advantage is the Lucid ecosystem. If your organization already uses Lucidchart, Lucidspark provides a natural flow from ideation to polished diagrams. That makes it a strong choice for teams that want both a whiteboard and a diagramming path without switching vendors.
For teams that prioritize a massive template marketplace or broadest third-party integrations, you should compare it directly against other top platforms, but Lucidspark is consistently strong for facilitation.
Key Features
- Voting, timers, and facilitation tools
- Sticky note organization and tagging
- Templates for common workshops
- Connects to Lucidchart diagrams
- Collaboration with comments and chat
Pros and cons
Pros:
- Excellent for facilitated sessions
- Great Lucid ecosystem fit
- Clean, structured experience
- Easy to organize brainstorm output
- Good template coverage
Cons:
- Smaller community than Miro
- Advanced features require paid tier
- Some users prefer freer canvas feel
- Integrations depend on plan
- Less ideal for heavy design handoff
Mural is a facilitation-focused digital whiteboard popular with enterprises for design thinking, workshops, and structured collaboration.
Mural is built around guided collaboration, with a strong emphasis on workshop facilitation and enterprise use cases. Teams use it for design thinking, customer journey mapping, ideation, and distributed workshops where structure matters.
It offers a deep template library and tools like voting, timers, and facilitation modes that help large groups collaborate without chaos. For larger organizations, Mural has a track record of supporting enterprise rollout needs.
If your team needs a workshop platform with solid governance and repeatable session formats, Mural remains a strong contender in 2026.
Key Features
- Design thinking template library
- Facilitation tools like timers and voting
- Frameworks for journey mapping
- Guest collaboration options
- Enterprise security features
Pros and cons
Pros:
- Great for structured workshops
- Strong template selection
- Enterprise-friendly capabilities
- Good facilitation experience
- Widely adopted in innovation teams
Cons:
- Can be pricey at scale
- Learning curve for new users
- Diagramming precision is limited
- Some features require higher tiers
- May feel heavy for simple needs
Conceptboard is a collaborative whiteboard known for visual feedback, commenting, and working smoothly with external stakeholders.
Conceptboard is a practical choice for teams that collaborate with clients, partners, or distributed stakeholders and need clear feedback workflows. Its strengths include commenting, visual annotation, and organizing content on an infinite canvas for ongoing review cycles.
It works well for agencies, product teams, and consultants who need to present ideas and capture feedback without requiring everyone to learn a complex tool. Sharing and permissions are designed for collaboration across organizations.
If your main goal is structured facilitation at scale, you may prefer other platforms, but for review-heavy work Conceptboard is a dependable option.
Key Features
- Visual commenting and annotation
- Infinite canvas with sections
- Presenter and moderation features
- File and media embedding
- External sharing controls
Pros and cons
Pros:
- Excellent for client feedback loops
- Good permission and sharing options
- Clean interface for reviewers
- Stable for ongoing boards
- Solid value for small teams
Cons:
- Smaller template ecosystem
- Less popular than top-tier tools
- Workshop facilitation is lighter
- Some integrations are limited
- Advanced diagramming is basic
Stormboard centers on structured sticky-note brainstorming with reporting outputs that help teams turn sessions into action items.
Stormboard is a brainstorming-focused online whiteboard that helps teams capture ideas quickly and organize them into structured outcomes. It is particularly strong when you need more than a canvas, such as turning notes into reports or action lists after a session.
Teams often use Stormboard for agile ceremonies, ideation, and prioritization because it supports grouping, voting, and structured boards. The experience is geared toward producing outcomes rather than maintaining endless freeform canvases.
If you want a classic infinite-canvas feel for mixed content, other tools may fit better, but if your workflow is sticky-note driven, Stormboard is worth short-listing.
Key Features
- Structured sticky-note boards
- Voting and prioritization tools
- Exports and summary reporting
- Templates for agile meetings
- Collaboration with comments and mentions
Pros and cons
Pros:
- Great for structured brainstorming
- Useful reporting and outputs
- Good for agile ceremonies
- Keeps sessions organized
- Template-driven workflows
Cons:
- Less flexible than infinite canvases
- UI can feel rigid for designers
- Integrations are not the broadest
- Pricing can be high for casual users
- Diagramming features are limited
Collaboard is an online whiteboard geared toward enterprise needs, offering collaboration features with an emphasis on security and governance.
Collaboard is positioned for organizations that need a collaborative whiteboard with stronger governance, security options, and support for enterprise deployments. It provides a familiar whiteboard experience with sticky notes, shapes, and templates for common workshops.
Teams use it for brainstorming, sprint planning, and visual collaboration across departments, with admin controls that can be important when rolling out at scale. It is also a strong option when security and compliance considerations drive procurement.
If you are comparing enterprise-ready alternatives to consumer-first tools, Collaboard is a candidate to evaluate in pilots.
Key Features
- Enterprise admin and permissions
- Templates for workshops and planning
- Real-time collaboration tools
- Integrations for team workflows
- Secure sharing configurations
Pros and cons
Pros:
- Good enterprise positioning
- Solid collaboration basics
- Useful templates for teams
- Scales beyond small groups
- Security-first mindset
Cons:
- Less brand recognition than leaders
- Template ecosystem can be smaller
- May require onboarding for best results
- Some integrations may be limited
- Not the most playful UI for ideation
AWW App is a straightforward online whiteboard for quick sketches, light brainstorming, and easy sharing without heavy setup.
AWW App is focused on simplicity: open a board, sketch or drop in sticky notes, and share a link. This makes it useful for quick collaboration, tutoring, or lightweight team discussions where you do not want a complex platform.
It supports real-time collaboration and basic organization features while keeping the interface minimal. For small teams, it can be a cost-effective alternative to larger tools when you mainly need a canvas and sharing.
If you need robust facilitation workflows, advanced templates, or enterprise governance, you will likely outgrow it, but it excels for fast, low-friction whiteboarding.
Key Features
- Fast browser-based canvas
- Drawing and basic shapes
- Sticky notes and images
- Simple link sharing
- Real-time multi-user editing
Pros and cons
Pros:
- Very easy to start using
- Good for quick sessions
- Lightweight and fast
- Affordable for small teams
- Low setup overhead
Cons:
- Limited advanced facilitation
- Smaller integration ecosystem
- Not ideal for complex boards
- Admin controls are limited
- Template library is smaller
Limnu is a digital whiteboard that emphasizes a smooth, pen-like drawing experience for teams that sketch diagrams live.
Limnu is a strong fit when the primary need is drawing, sketching, and explaining visually in real time. It aims to replicate the feel of a physical whiteboard, which can be valuable for engineering discussions, teaching, or live problem solving.
It supports collaborative editing and simple organization features while staying focused on a clean experience. Teams that do not need heavy templates and complex workshop tooling often appreciate Limnu’s straightforward approach.
If your workflow is more about sticky-note facilitation and structured frameworks, you may prefer other tools, but for sketch-first collaboration Limnu is a standout.
Key Features
- Smooth pen-first drawing tools
- Real-time collaboration and cursors
- Boards for recurring sessions
- Simple sharing and access control
- Cross-device usage
Pros and cons
Pros:
- Excellent drawing feel
- Minimal, distraction-free UI
- Great for teaching and explaining
- Easy for new users
- Affordable pricing
Cons:
- Less template-driven facilitation
- Diagramming libraries are limited
- Fewer advanced integrations
- Not ideal for heavy documentation
- May not fit enterprise governance needs
Google Jamboard is a simple collaborative whiteboard tied to Google accounts, often used for lightweight brainstorming in Google-centric teams.
Google Jamboard is a lightweight whiteboard experience designed for quick collaboration with Google accounts and simple sharing. It is commonly used for basic brainstorming, quick sketches, and classroom-style collaboration.
For organizations that already use Google Workspace, Jamboard can feel convenient for low-stakes sessions where you want minimal setup. It supports basic drawing, sticky notes, and adding images.
If you need deeper facilitation features, advanced templates, or a more modern whiteboard platform, you may want to evaluate dedicated tools. Availability and long-term product direction can also affect whether it is the right strategic choice.
Key Features
- Google account based sharing
- Basic sticky notes and drawing
- Simple multi-user collaboration
- Image and content insertion
- Easy access from browser
Pros and cons
Pros:
- Very simple to use
- Convenient for Google users
- Fast setup for quick sessions
- Good for classrooms and basics
- Low learning curve
Cons:
- Limited advanced whiteboard features
- Not ideal for large workshops
- Few integrations beyond Google
- Limited templates and exports
- Unclear roadmap risk
Zoom Whiteboard is a meeting-friendly online whiteboard that fits Zoom-first organizations for live collaboration during calls.
Zoom Whiteboard is designed to support visual collaboration during and around Zoom meetings. It works well when teams want to sketch, brainstorm, and capture ideas without leaving their video conferencing workflow.
It includes common whiteboard elements like sticky notes, shapes, and templates, plus sharing options that align with meeting participants and accounts. For Zoom-first companies, it can reduce context switching and make meetings more interactive.
If your team needs a broader template ecosystem and deep integrations outside Zoom, you may still choose a specialized whiteboard platform, but Zoom Whiteboard is a practical choice for meeting-centric collaboration.
Key Features
- Integrated with Zoom meetings
- Sticky notes, shapes, and drawing
- Templates for common sessions
- Sharing aligned to meeting context
- Async access to saved boards
Pros and cons
Pros:
- Great for Zoom-first teams
- Low friction during meetings
- Simple onboarding for participants
- Good for quick planning sessions
- Often included in Zoom bundles
Cons:
- Less advanced than dedicated tools
- Template ecosystem is smaller
- Integrations focus on Zoom
- May not suit enterprise governance needs
- Diagramming depth is limited
Webex Whiteboard supports visual collaboration for organizations standardized on Webex meetings and messaging.
Webex Whiteboard is best viewed as part of the broader Webex collaboration suite, supporting brainstorming and annotation alongside meetings and team messaging. For companies already using Cisco collaboration tools, it can simplify adoption and keep collaboration inside existing workflows.
It is suited to meeting-based sketching, light ideation, and capturing decisions visually. As with other suite-based whiteboards, the main tradeoff is depth versus convenience.
If your teams need advanced workshop facilitation, broad template ecosystems, or extensive third-party integrations, dedicated platforms may deliver more capability, but Webex Whiteboard can be the right choice when standardization matters most.
Key Features
- Works within Webex collaboration suite
- Drawing and annotation tools
- Basic sticky notes and shapes
- Sharing with meeting participants
- Boards saved for later access
Pros and cons
Pros:
- Convenient for Webex customers
- Good for meeting annotations
- Simplifies tool sprawl
- Familiar enterprise procurement path
- Easy sharing in suite context
Cons:
- Not as feature-rich as leaders
- Templates can be limited
- Integrations focus on Webex ecosystem
- Less ideal for large facilitated workshops
- Diagramming capabilities are basic
Freehand is a collaborative canvas for lightweight ideation and feedback, often used by product teams that want quick async input.
Freehand is a lightweight online whiteboard aimed at fast collaboration and visual feedback. It is commonly used for quick brainstorming, mapping, and gathering comments from teammates without needing a heavy facilitation framework.
The experience is optimized for quick sharing and async contributions, which can be valuable when teams are spread across time zones. It also works well when you want a simple canvas tied to a product-design workflow.
Before standardizing, confirm current plan availability and roadmap fit for your organization, since vendor focus can shift over time.
Key Features
- Quick canvas for ideation
- Comments and collaboration
- Simple templates and layouts
- Easy sharing for reviewers
- Async-friendly collaboration
Pros and cons
Pros:
- Low friction for contributors
- Good for quick planning
- Simple, clean interface
- Works well for async feedback
- Easy to share boards
Cons:
- Pricing and packaging can change
- Less robust facilitation tooling
- Smaller ecosystem than leaders
- May not meet enterprise governance needs
- Diagramming features are limited
ClickUp Whiteboards connect brainstorming directly to ClickUp tasks, making them ideal for teams that want ideas to become tracked work fast.
ClickUp Whiteboards are best for teams that want a whiteboard tightly connected to execution. Instead of treating a board as a separate artifact, ClickUp lets you turn notes and shapes into tasks and link them to lists, docs, and workflows.
This is especially useful for product, marketing, and operations teams that brainstorm and then immediately need ownership, due dates, and status tracking. If ClickUp is already your work hub, the whiteboard becomes a natural extension of your process.
If your priority is best-in-class facilitation or a massive template marketplace, you may still compare against dedicated whiteboard tools, but for task-centric teams ClickUp can reduce tool switching significantly.
Key Features
- Convert items into ClickUp tasks
- Link boards to docs and projects
- Real-time collaboration and comments
- Templates for planning sessions
- Permissions within ClickUp workspace
Pros and cons
Pros:
- Best for idea-to-task workflows
- Reduces context switching
- Good value in ClickUp bundles
- Works well for cross-functional teams
- Centralizes planning artifacts
Cons:
- Best experience inside ClickUp
- Facilitation depth is moderate
- Canvas experience is not as mature
- Can feel complex for new users
- External collaboration can be limited
Creately blends whiteboarding with diagramming, making it a good pick for teams that need both freeform ideation and structured visuals.
Creately is a hybrid platform that supports both collaborative whiteboards and more structured diagramming. This makes it a strong option for teams that brainstorm and then need to produce flowcharts, org charts, and process diagrams without switching tools.
It is commonly used in operations, product, and IT contexts where visual clarity matters. You get templates and shape libraries alongside a collaborative canvas, with sharing options for team-wide access.
If your work is heavily workshop-based, compare facilitation tooling to dedicated workshop platforms, but if you need diagramming depth alongside collaboration, Creately is a compelling mid-market choice.
Key Features
- Hybrid whiteboard and diagram canvas
- Shape libraries for process mapping
- Templates for teams and workflows
- Collaboration with comments and sharing
- Exports for documentation needs
Pros and cons
Pros:
- Good diagramming capability
- Useful templates for business workflows
- Fits ops and IT use cases
- Works for async collaboration
- Solid value for hybrid needs
Cons:
- Facilitation features are less deep
- UI can feel busy on large boards
- Integrations vary by plan
- Learning curve for advanced diagrams
- Not the lightest tool for quick sessions
Whimsical is a clean, fast visual workspace for flowcharts, wireframes, and lightweight whiteboarding with a strong focus on clarity.
Whimsical is popular for teams that want crisp, structured visuals without heavy tooling. It is especially strong for flowcharts, wireframes, and lightweight brainstorming where clarity and speed matter more than complex facilitation.
Its interface encourages tidy outputs, making it easy to share diagrams and planning artifacts with stakeholders. For product teams, it can serve as a quick bridge between ideas and documentation.
If you run large workshops with lots of sticky notes and facilitation steps, you might want a more workshop-first platform, but for clean flowcharts and simple collaborative planning, Whimsical is excellent.
Key Features
- Fast flowcharting and connectors
- Wireframes and visual docs
- Collaborative editing and comments
- Templates for planning and mapping
- Clean exports for sharing
Pros and cons
Pros:
- Very clean, modern UI
- Great for flowcharts quickly
- Outputs look polished
- Easy stakeholder readability
- Good for product documentation
Cons:
- Less workshop facilitation depth
- Not a sticky-note powerhouse
- Integration options are moderate
- Advanced governance depends on plan
- May not suit very large canvases
Canva Whiteboards combine whiteboarding with Canva’s design assets, ideal for marketing and content teams that want visuals fast.
Canva Whiteboards are a strong pick for teams that want brainstorming plus polished visuals in the same place. Because Canva includes an enormous library of assets, templates, and brand kits, teams can move from ideation to presentation-ready outputs quickly.
This is particularly useful for marketing, social media, comms, and small business teams that value speed and design consistency. Whiteboards can become the starting point for campaigns, content calendars, and creative direction boards.
If you need advanced facilitation controls or deep technical diagramming, dedicated whiteboard platforms may be better, but for visual-first collaboration Canva is a compelling option.
Key Features
- Whiteboards integrated with Canva design
- Massive asset and template library
- Brand kit and styling consistency
- Easy sharing and collaboration
- Export to presentations and formats
Pros and cons
Pros:
- Best for visual content teams
- Quick path to polished outputs
- Great templates and assets
- Easy for non-technical users
- Strong value for small teams
Cons:
- Facilitation tools are lighter
- Technical diagramming is limited
- Infinite canvas use cases vary
- Advanced admin controls depend on plan
- May not satisfy workshop-heavy teams
Notion Whiteboards are best for teams that already plan and document in Notion and want a canvas that stays connected to pages and databases.
Notion Whiteboards are a natural extension for teams that already run their docs, wikis, and lightweight project management inside Notion. The value is context: a whiteboard can live next to the pages, meeting notes, and databases that capture decisions and execution details.
This makes Notion Whiteboards useful for product discovery, planning sessions, and async collaboration where you want the canvas tied to documentation. It is also appealing for smaller teams trying to reduce tool sprawl.
If you require advanced facilitation controls, large-scale performance, or a broad integration ecosystem, dedicated whiteboards may still be better, but for Notion-centric teams the workflow fit is excellent.
Key Features
- Embedded in Notion workspace
- Link boards to pages and docs
- Collaboration with comments and sharing
- Templates for planning and mapping
- Works alongside Notion databases
Pros and cons
Pros:
- Best for Notion-based teams
- Keeps planning and docs together
- Reduces tool switching
- Good for async collaboration
- Easy sharing within workspace
Cons:
- Less mature than specialist tools
- Workshop facilitation is limited
- Performance on huge boards may vary
- Fewer advanced exports
- Integrations depend on Notion setup
Excalidraw is a simple, sketchy-style collaborative whiteboard that is excellent for quick diagrams, wireframes, and lightweight sharing.
Excalidraw is loved for its hand-drawn look and low-friction experience. It is ideal when you want to communicate an idea quickly without the pressure of perfect alignment and polished visuals. Teams use it for architecture sketches, wireframes, and quick meeting diagrams.
Collaboration is simple, and the tool is approachable for both technical and non-technical users. It can be a great complement to a heavier platform when you need fast sketching rather than full workshop facilitation.
If you need enterprise governance, advanced facilitation features, or deep integrations, you will likely want a larger platform, but Excalidraw is one of the best options for quick, clear sketch diagrams.
Key Features
- Hand-drawn style shapes and arrows
- Fast sketching and wireframing
- Real-time collaboration sessions
- Easy exports and sharing
- Minimal interface and quick start
Pros and cons
Pros:
- Very fast for simple diagrams
- Sketch style encourages iteration
- Easy for anyone to use
- Great for architecture sketches
- Strong free option
Cons:
- Limited facilitation and templates
- Not a full workshop platform
- Integrations are limited
- Governance controls are minimal
- Not ideal for complex diagram standards
What is Online Whiteboard Software
Online whiteboard software is a collaborative digital canvas where teams can brainstorm, plan, diagram, and run workshops using sticky notes, shapes, connectors, images, and embedded content. Unlike static documents, a whiteboard is designed for rapid visual thinking and interactive collaboration, with multiple people editing at the same time.
Businesses use online whiteboards to replace in-person wall sessions, improve cross-functional alignment, and keep artifacts like user journeys, process maps, and sprint plans accessible long after a meeting ends. The best platforms also support async collaboration with comments, timers, voting, and lightweight project or task handoff.
Trends in Online Whiteboard Software
Online whiteboards are converging with diagramming, docs, and work management. Teams expect boards to start as messy ideation and end as structured deliverables, with AI helping to summarize, categorize, and turn outputs into next steps.
AI summarization and clustering
Modern whiteboards increasingly include AI features that group sticky notes by theme, generate meeting summaries, and propose action items. This reduces the time spent cleaning up after workshops and helps distributed teams move from raw ideas to decisions faster.
For buyers, the key is whether AI works reliably on your content types (notes, shapes, comments, imports) and whether it respects permissions, retention, and data residency requirements.
Deeper diagramming and hybrid canvases
Teams want one place for both freeform ideation and precise diagrams like flowcharts, architecture sketches, and swimlanes. Many tools now offer snap-to-grid, smart connectors, and shape libraries while still keeping the low-friction whiteboard feel.
As a result, selection often comes down to whether you need diagramming rigor (symbols, alignment, export fidelity) or workshop speed (templates, facilitation controls, voting).
Enterprise governance and security
With whiteboards storing sensitive product plans and customer workflows, enterprises are prioritizing SSO, SCIM provisioning, granular sharing controls, audit logs, and data governance. Admin features are no longer optional for larger teams.
If you are in a regulated industry, confirm encryption, retention policies, and whether external collaboration can be controlled at the domain, team, or board level.
How to Choose Online Whiteboard Software
Start by mapping your most common use cases: ideation workshops, retros, journey mapping, system diagrams, or async planning. Then evaluate the tool on collaboration experience, template quality, integrations, and the admin controls your org needs.
Key Features to Look For
Look for a fast infinite canvas, strong template library, sticky notes and shapes, voting and timers, comments and mentions, version history, and export options (PNG, PDF, SVG). If you run structured sessions, prioritize facilitation features like private mode, clustering, and breakout frames.
Pricing Considerations
Most online whiteboards use per-user monthly pricing with free tiers that limit boards, collaborators, or advanced exports. Teams should budget for paid seats for frequent editors and consider guest access rules to avoid paying for occasional reviewers.
Enterprise plans typically add SSO, SCIM, audit logs, data governance, and centralized admin controls. If external collaboration is common, confirm whether guests are free, limited, or billed.
Integrations and workflow fit
Whiteboards work best when connected to where work lives. Check native integrations for Jira, Asana, Trello, Slack, Teams, Google Drive, and Microsoft 365, plus embeds for Figma, Loom, and Notion. The right tool should reduce copy-paste and keep artifacts connected to tickets and docs.
Real-time and async collaboration
For distributed teams, async matters as much as live editing. Evaluate notifications, commenting, @mentions, board discovery, and whether users can quickly understand what changed since they last opened a board.
Security and admin controls for online whiteboards
If you handle sensitive information, verify SSO support, domain controls, link sharing settings, board ownership rules, and audit history. For larger orgs, SCIM provisioning and centralized admin analytics can save significant time and reduce risk.
Plan/pricing Comparison Table for Online Whiteboard Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Limited boards or storage, basic sticky notes and shapes, simple sharing, basic templates, limited exports. |
| Basic | $6-$10 per user/month | More boards, standard templates, comments and mentions, standard integrations, basic version history, improved exports. |
| Professional | $10-$18 per user/month | Advanced facilitation tools, advanced exports, richer integrations, permissions and roles, stronger collaboration controls, improved admin visibility. |
| Enterprise | Custom Pricing | SSO and SCIM, audit logs, data governance, advanced security controls, domain management, compliance support, centralized administration. |
Online Whiteboard Software: Frequently Asked Questions
What is the best online whiteboard software in 2026?
The best online whiteboard software depends on your workflow. Miro is a common all-around choice for workshops and cross-functional collaboration, while FigJam is a strong option for product and design teams that already live in Figma.
For Microsoft 365 environments, Microsoft Whiteboard can be the simplest adoption path, especially for Teams-first collaboration.
How do online whiteboards help remote and hybrid teams?
Online whiteboards provide a shared visual space where everyone can contribute at the same time or asynchronously. Features like cursors, comments, voting, and templates make it easier to run structured sessions without being in the same room.
They also preserve outcomes like user journeys and process maps so teams can revisit decisions, onboard new members, and link results to tasks and docs.
Which online whiteboard is best for workshops and facilitation?
Tools with strong facilitation features typically include timers, voting, private mode, clustering, and guided templates. Miro and Lucidspark are frequently chosen for structured workshops and retros.
If your sessions combine ideation with diagramming, prioritize a tool that supports both freeform and structured layout without friction.
Can online whiteboard software replace diagramming tools?
Some teams can replace basic diagramming tools because many whiteboards now include smart connectors, shape libraries, and export options. For light flowcharts, org charts, and process maps, a whiteboard may be enough.
For highly technical diagrams with strict notation or advanced formatting needs, dedicated diagramming products may still be a better fit, or you can choose a hybrid tool that emphasizes diagramming.
Do online whiteboards work with Jira and other project tools?
Most leading whiteboards integrate with Jira, Asana, Trello, and similar tools, letting you import tickets, link cards, or create tasks from notes. This reduces the gap between brainstorming and execution.
Before buying, verify whether the integration is native, what permissions are supported, and whether it works well for multi-project organizations.
Is online whiteboard software secure for enterprise use?
Many vendors offer enterprise plans with SSO, SCIM, audit logs, and granular sharing controls. These features help organizations manage access, reduce oversharing, and meet internal governance requirements.
Security varies by plan, so confirm what is included, how guest access is handled, and whether the vendor supports data residency or retention controls if needed.
What should I look for in an online whiteboard free plan?
Free plans are best for testing performance, collaboration feel, and core usability. Check board limits, export limits, guest access, and whether templates and integrations are restricted.
If you expect to collaborate with external clients, confirm whether guests can edit for free or whether they require paid seats.
How many people can collaborate on an online whiteboard at once?
Most platforms support many simultaneous editors, but the real constraint is performance, permissions, and how the tool behaves on large boards. Run a practical test with your real templates and typical board size.
If you host large workshops, evaluate cursor performance, lag, and whether facilitation tools keep sessions organized.
Final Thoughts
The right online whiteboard software should make collaboration feel effortless: fast to open, easy to contribute to, and simple to turn outcomes into decisions and next steps. Start with your primary use cases, then short-list tools based on templates, integrations, and collaboration flow.
If you are choosing for a team or company, validate pricing against guest policies and confirm security and admin controls early. A short pilot with real workshops is the fastest way to pick a platform your team will actually use.
