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How to use Observer mode?

Written by Imran Ahmed

Observer Mode allows admins to enter a Space without appearing to participants. When you enter as an observer, participants won’t see that you are present, while hosts can still see that an observer has joined.

💡 Pro Tip: Use Observer Mode when you want to review a live session without notifying or distracting participants! It’s useful for admins or parents to discreetly monitor sessions, review how a class is running, or support hosts without interrupting the experience.

What can you do in Observer Mode?

When you enter a Space as an observer:

  • Your avatar, cursor, and other presence indicators will be hidden from participants.

  • Only hosts will see that you’re observing the session.

  • You can move between boards, views, and rooms.

  • You can join calls and watch the session live.

Observer Mode limits certain actions to ensure that your presence will remain hidden, which means that some buttons and controls will be disabled (e.g., using public chat, annotation tools, etc.).

How to enable Observer Mode

For privacy reasons, an Institution Admin will need to manually enable Observer Mode in settings. To enable it:

  1. Go to Settings.

  2. Click Permissions.

  3. Under the General tab, scroll down to the Observer section.

  4. Toggle Observer on.

Important: As the laws for remote monitoring vary by jurisdiction, we strongly recommend verifying local regulations or seeking legal counsel prior to enabling Observer Mode for your institution.

How to enter a Space as an observer

Once Observer Mode is enabled, you can enter a Space without appearing to participants.

  1. Navigate to your Pencil Spaces dashboard, or go to Spaces, and hover over the Space you want to enter.

  2. Click the eye icon to Enter as Observer.

  3. In the confirmation window, click Enter.

Following these steps will enable you to enter the Space as an observer. Participants won’t see your presence, while hosts can see your avatar in the top bar.

Need more help?

If you have questions about Observer Mode or need help enabling it for your Institution, please contact our Pencil Spaces Support team. We’re available 24/7 and will be happy to help.

For more details on how to access our live support team, see our guide: How to access 24/7 live support.

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