Whether in meetings, workshops or everyday project work – collaborative visual work is becoming increasingly important. Teams that work remotely or in hybrid setups need tools to quickly structure thoughts and capture results. A digital whiteboard embedded directly into your own cloud infrastructure offers a decisive advantage: all ideas are created where the rest of your data already resides – protected, centralized and always accessible.

The Whiteboard Server for Nextcloud combines the flexibility of an interactive canvas with the security of a self-hosted solution. Unlike SaaS services such as Miro, Mural or Conceptboard, your content never leaves your infrastructure. This makes the Whiteboard Server particularly attractive for companies, public authorities and organizations with high requirements for data protection and information security.

What sets this Whiteboard apart

• Work together in real time: Whether two or twenty people – everyone sees changes instantly and can contribute content simultaneously. Each cursor is visible, making collaboration transparent and efficient. Ideal for remote teams, hybrid work models and distributed locations.
• Versatile drawing tools: From geometric shapes and freehand sketches to text fields and connecting lines, a comprehensive toolset is available. The characteristic hand-drawn style ensures that drafts look approachable and informal – perfect for brainstorming sessions and creative workshops.
• Technical diagrams made easy: With integrated Mermaid support, process flows, sequence diagrams, Gantt charts or state diagrams can be generated directly from text building blocks. Developers and IT architects save considerable time on technical documentation.
• Embed media: Photos, screenshots or graphics can be placed via drag and drop. The Smart Picker gives you direct access to your Nextcloud files – documents, images and presentations are seamlessly integrated into the whiteboard.
• Reuse your results: Every board can be exported as a PNG or SVG file – practical for documentation, presentations, wikis or long-term archiving of work results.
• Proven open-source foundation: The whiteboard is built on Excalidraw – an actively maintained open-source solution with a large community. Regular updates bring new features and improvements without any license costs.

Typical use cases for the Whiteboard Server

A collaborative whiteboard unfolds its benefits in virtually every work context. The following examples show how different target groups use the Whiteboard Server:

• Project teams & Scrum teams: Sketch roadmaps, visualize user stories, conduct sprint retrospectives or create Kanban boards for task distribution. The whiteboard is an excellent complement to traditional project management tools.
• Schools, universities & educational institutions: Create digital board visuals, design interactive lessons, coordinate group work or develop learning content together with students. Teachers can prepare lesson units and supplement them live during class.
• Agencies, designers & creatives: Visualize concepts and storyboards, compile mood boards, design wireframes for web projects or incorporate client feedback directly on the board. The hand-drawn style is particularly suited for early design phases.
• IT teams, developers & DevOps: Clearly illustrate system architecture diagrams, network topologies, API flows, database models or CI/CD pipelines. The Mermaid integration enables versionable diagrams from code.
• Associations, NGOs & non-profit organizations: Plan events, create organizational charts, develop strategies or gather new ideas as a team – without spending budget on expensive enterprise software.
• Consultants & coaches: Document workshop results, create mind maps for strategy consulting or visually guide change processes.

Data sovereignty and GDPR compliance

Data protection is not an optional feature but a fundamental prerequisite for professional collaboration. The Whiteboard Server is operated exclusively on servers in Germany, located in TÜV-audited, ISO 27001 certified data centers. This means the solution meets the strict requirements of the European General Data Protection Regulation (GDPR).

Unlike US-based cloud services, your data is not subject to access by foreign authorities (no CLOUD Act, no Patriot Act). You retain complete control at all times:

• All whiteboard content remains on servers within the EU
• No sharing of data with third parties or advertising partners
• Data Processing Agreement (DPA) included
• Encrypted data transfer via TLS/SSL
• Regular security updates and monitoring

This makes the Whiteboard Server particularly suitable for public authorities, municipalities, healthcare facilities, law firms and enterprises that process sensitive information and must comply with regulatory requirements.

Whiteboard Server vs. Miro, Mural & Co.

Numerous whiteboard solutions rely on a centralized SaaS model with servers outside the EU. The Whiteboard Server for Nextcloud takes a fundamentally different approach:

Setup in three steps

The Whiteboard Server can be easily connected to any existing Nextcloud instance – regardless of where it is hosted. Setup takes just a few minutes:

1. Install the Whiteboard app: The app is available in the Nextcloud App Store and can be installed directly via the administration interface.
2. Enter the server address: Enter the URL and access password of your Whiteboard Server in the app settings.
3. Get started: Create your first whiteboard – directly from the Nextcloud interface, without additional software on your devices.

The Whiteboard Server is provider-independent and works with Nextcloud installations at any host. Switching cloud providers is possible at any time without losing whiteboard functionality.

Frequently asked questions about the Whiteboard Server

Which Nextcloud version is required?
The Whiteboard Server is compatible from Nextcloud 25 onwards. We recommend using the latest stable version for optimal performance and security.

How many participants can work on a board simultaneously?
The number depends on the chosen plan: Whiteboard S supports up to 10, Whiteboard M up to 30 simultaneous users. For larger teams, Whiteboard L with individual configuration is available.

Does the whiteboard also work on tablets and smartphones?
Yes. Since the whiteboard runs entirely in the browser, it can be used on any device with a modern web browser – including iPads, Android tablets and smartphones.

Can I use the Whiteboard Server with a self-hosted Nextcloud?
Yes, the server is provider-independent and works with any Nextcloud installation, whether self-hosted or with a managed hosting provider.