Design collaboration is the cornerstone of any successful creative workflow. It's the fusion of various ideas, perspectives, and skills that creates a rich cohesion propelling a project towards success.
However, achieving seamless collaboration is often a struggle for many teams. This is especially true within teams where diverse skills and perspectives can sometimes lead to friction rather than harmony.
That's where design collaboration software and tools step in. These digital platforms act as a bridge, connecting individuals within a team and facilitating communication.
Let’s take a look at some of the best tools available and how they work with your team.
What we'll cover
Table of contents
- What is a design collaboration tool?
- Why you need design collaboration tools in addition to design software
- Benefits of using a dedicated design collaboration tool
- Features to look for in design collaboration tools
- Design collaboration tools for every stage of the design process
- Which design collaboration tools will you incorporate?
What is a design collaboration tool?
A design collaboration tool is software that brings every stakeholder—designers, project managers, clients, and reviewers—into one shared workspace so feedback doesn’t get lost. From our perspective, it’s the single source of truth for every version of a creative asset, whether it’s a web mockup, a banner ad, or a motion graphic.
At its core, a design collaboration tool streamlines the entire review and approval cycle by:
- Centralizing feedback
All comments, markups, and annotations live directly on the design itself—no more hunting through scattered emails or messaging threads. - Automating workflows
You can route proofs automatically to the right reviewers, set deadlines for each review round, and trigger notifications when approvals are complete. - Managing versions
Every iteration is version-controlled and easy to compare side-by-side, so everyone is always working on the latest file. - Enforcing consistency
Built-in compliance checks and audit trails ensure that brand guidelines and regulatory requirements are met before any design goes live. - Integrating with your stack
Ziflow plugs seamlessly into popular project management platforms (Asana, Trello, Airtable, and more) and creative tools (Adobe Creative Cloud), so you can keep your team in flow without toggling between apps.
Why you need design collaboration tools in addition to design software
Busy designers may already be working with Photoshop, Figma, InDesign, and other design software to create great work. Adding yet another platform may seem unnecessary at first.
However, design software alone can’t satisfy the entire design process. Here’s why:
Many collaborators don’t have access to design software
When you want to share a PSD, .AI, or video file, you may lose precious time trying to determine how to share the file in a way that everyone can view.
Some collaborators or clients might be unable to open a file if they’re not using design software. Even if they can open the file, it might display incorrectly or they may not be able to view at the best resolution. When they want to share their feedback, they may need to re-export the file back, creating a lot of extra work and potential errors in asset management between versions.
A design collaboration platform invites all collaborators into the same space and democratizes file access, where they can easily view and comment on the most up-to-date version of a design asset.
Project management platforms don’t always capture the nuance of design review
Often, creative teams will manage the flow of design work using a project management platform. However, while many project management platforms allow teams and clients to add feedback and post updates as design iterations occur, it's only within a singular task or card. Design is a visual medium, so what designers really need is feedback on the asset itself to keep work moving.
Design collaboration tools can act as a bridge between project management and design creation, allowing stakeholders to add specific annotations and even highlight specific pixels or video frames that they’re referencing. That level of detail is impossible to capture in creative project management systems where files are simply attached to a related task.
Design projects may include various kinds of design assets created across systems
A multifaceted marketing campaign may involve several types of design mediums—including print materials, digital files, soundtracks, videos, and more—all originating from different design or multimedia creation platforms. That makes it difficult to present the “total package” in a cohesive way. Proper design collaboration tools can store and organize all files for easier viewing, use, and review across the entire design process.
Benefits of using a dedicated design collaboration tool
Here’s how a purpose-built design collaboration tool transforms your review process — cutting down unending email threads, accelerating approvals, and giving your team the clarity and confidence to deliver stunning work on time.
Iterate on design concepts faster
Rarely do clients or stakeholders approve the first version of a design. This initial version is what designers use to gauge whether they’re on the right track, so they need timely and specific feedback. Design collaboration tools improve the feedback process and shorten timeframes from the initial draft to the final deliverable.
Work directly with other designers and stakeholders
Design projects may involve internal and external collaborators. With design collaboration software, everyone can communicate within the platform, instead of using email (which is where important information may be overlooked) or sorting through project management tasks.
Maintain iterative designs in one location
Keeping every draft and iteration in one unified hub means you never have to hunt through email threads or shared drives for that “almost-final” version. A centralized design collaboration platform automatically archives each upload — complete with timestamps, comments, and who made the change — so you can instantly compare iterations side by side, roll back if needed, and ensure everyone is reviewing the right asset. This not only speeds up approvals but also eliminates costly mistakes caused by outdated files floating around.
Synchronize storage
When your team is juggling Sketch files in one tool, Illustrator assets in another, and feedback coming through email or chat, it’s easy for a critical update to slip and get missed — or worse, get overwritten. A synchronized design storage solution automatically pushes every change to the cloud the moment it happens, keeping everyone’s workspace in lockstep and preserving your project’s history. That means no more frantic searches for the latest file, no accidental overwrites, and every piece of feedback tied directly to the right version.
Without this real-time sync, you risk wasted hours tracking down “lost” work, misaligned design iterations, and stalled approvals — friction your creative process simply can’t afford.
Features to look for in design collaboration tools
Before you get lost in a sea of design collaboration platforms, it helps to know exactly what capabilities will make your team’s life easier — and your creative process smoother. A best-in-class tool should go beyond simple file sharing to offer a robust suite of features that tackle every stage of review, approval, and iteration.
Here are the must-haves to keep an eye out for:
- Centralized version control
All iterations of every file — PDFs, images, videos, and more — are stored in one place with clear version numbering and timestamps. You can instantly compare “before” and “after,” roll back to any prior draft, and ensure everyone is always working on the latest approved asset. - Real-time, in-context annotations
Stakeholders drop comments directly onto the design — down to the exact pixel or video frame — so feedback never gets lost in long email chains or vague descriptions. Ziflow’s markup tools support freehand drawing, arrows, text notes, and timed video comments, keeping conversation tightly bound to the asset itself. - Automated review workflows
Set up multi-stage approval processes — internal draft review, client review, legal sign-off, etc. — and let the system automatically route proofs to the right people at the right time. Deadlines, reminders, and escalation rules keep projects on track without manual follow-ups. - Role-based access and permissions
Define who can view, comment, approve, or reassign proofs based on their role. This helps prevent accidental edits, ensures sensitive materials remain secure, and keeps stakeholders focused on the tasks you need them to complete. - Seamless integrations
Link your design collaboration hub with project management systems (Asana, Trello, Monday.com), cloud storage (Google Drive, Dropbox), and communication platforms (Slack, Microsoft Teams). Ziflow’s out-of-the-box connectors mean feedback and approvals sync automatically with your existing workflows.
Design collaboration tools for every stage of the design process
Specific platforms support different collaboration needs at various parts of your design process. Here are some of the best niche platforms to integrate into your design process:
Best for design review and approval: Ziflow
Ziflow brings every review, comment, and version into a single, easy-to-navigate hub. Designers upload their working files — whether it’s an Adobe XD mockup, a Photoshop comp, or a video storyboard — and stakeholders leave precise, in-context notes right on the asset itself. From initial draft through final sign-off, Ziflow automates routing, tracks every iteration, and integrates seamlessly with your design apps and project management tools. The result? Faster approvals, fewer mistakes, and more time for the work you love.
Key features
- Centralized Version Control
Automatically archives every upload as a new version with date-stamped labels. Instantly compare drafts side-by-side or revert to any earlier iteration. - In-Context Markup & Annotation
Draw, highlight, and type comments directly onto your designs or video timelines. Every note is pinned to a specific pixel or frame, so there’s zero ambiguity about what needs changing. - Automated Review Workflows
Build multi-step approval chains (internal review → client review → legal sign-off) that trigger notifications and deadline reminders. Ziflow handles the hand-offs so you can focus on design. - Role-Based Permissions
Control who can view, comment, approve, or reassign proofs. Lock down sensitive layers, prevent unintended edits, and ensure each stakeholder only sees the assets and actions you choose. - Rich Integrations
Connect Ziflow with your favorite tools — Adobe Creative Cloud, Asana, Trello, Slack, Google Drive, Dropbox, and more. Feedback and status updates flow both ways, keeping every platform in sync. - Real-Time Live Review Sessions
Host on-the-fly review meetings where multiple participants annotate simultaneously and vote on options. Watch changes appear live, wrap up approvals in one session, and eliminate endless asynchronous loops. - Audit Trail & Compliance Reporting
Every comment, approval, and status change is logged with user, date, and time. Pull compliance reports in seconds — vital for regulated industries or any team that needs an unbroken record of who approved what, when.
Best for project kickoff meetings: MURAL
MURAL is a cloud-based visual collaboration platform that gives teams an infinite digital whiteboard for brainstorming, planning, and problem-solving. With ready-made templates, live video-conference integrations (Zoom, Webex, Teams), and facilitator controls like Private Mode, it empowers both in-room and remote participants to co-create, iterate, and organize ideas in real time — eliminating the friction of scattered tools and keeping everyone aligned on a single shared canvas.
Key features
- Customizable Visual Templates
Kick off projects in seconds with prebuilt canvases for brainstorming, journey mapping, retrospectives, and more. Each template guides your team step-by-step so you never stare at a blank board. - Infinite Digital Whiteboard
Expand ideas across a limitless canvas — zoom in for pixel-level sketches or zoom out for big-picture storyboards. Whether you’re mapping user flows or sketching wireframes, you’ll never run out of space. - Seamless Video-Conference Integrations
Launch or join MURAL sessions directly from Zoom, Webex, or Microsoft Teams. Video feeds and interactive whiteboards sit side-by-side, so everyone can annotate live without switching windows. - Private Mode & Facilitator Controls
Let participants add sticky notes, vote on ideas, or update solo without interrupting the main view. When it’s time to share insights, the facilitator simply reveals contributions — perfect for eliminating groupthink and encouraging candid input. - Multi-Device Synchronization
Start a session on your laptop, then switch to a tablet or large meeting-room display with zero friction. All changes sync instantly, so remote and in-room teams stay perfectly aligned.
Best for design project management: Basecamp
Basecamp is a straightforward, all-in-one project management platform that keeps design teams — and their stakeholders — on the same page. Its clean interface brings together task lists, file storage, message boards, schedules, and real-time chat into a single hub. Instead of switching between multiple apps, your team can plan work, share assets, discuss updates, and track milestones in one place — freeing everyone to focus on creativity, not administration.
Key features
- Unified Project Hub
Every project gets its own dedicated space with to-do lists, message boards, file folders, and a shared schedule. - Real-Time Group Chat & Check-Ins
Campfire chat keeps quick conversations out of email, while automated “Check-Ins” (e.g., “What did you work on today?”) let you collect status updates without one-off pings. - Flexible To-Do Management
Assign tasks with due dates, track progress at a glance, and reorder or reprioritize with simple drag-and-drop — no lengthy setup required. - Automatic Notifications & Recurring Questions
Basecamp pings team members when they’re mentioned or assigned work, and recurring questions keep routine updates rolling in without manual reminders. - Client & Stakeholder Access Controls
Invite clients or external partners as “Guests” to specific projects — so they can review deliverables and leave feedback without seeing your internal discussions.
Best for design concepting: Conceptboard
Conceptboard is a cloud-based whiteboarding platform built for distributed design teams to ideate, iterate, and collect feedback in one secure workspace. Whether you’re mapping user journeys, sketching wireframes, or running daily standups, Conceptboard’s infinite canvas and built-in templates help keep every concept and comment organized. With enterprise-grade security (ISO 27001 certified, EU-hosted), it’s ideal for agencies and in-house teams working with sensitive or proprietary materials.
Key features
- Infinite Canvas with Structured Templates
Jumpstart any session — UX flows, customer empathy maps, mood boards, or sprint agendas — using a library of customizable templates on an unlimited whiteboard. - Integrated Feedback & Annotation
Stakeholders can pin comments, draw freehand markups, and react with emoji anywhere on the board, keeping feedback contextually tied to the exact element in question. - Secure, ISO 27001-Certified Hosting
All data is stored on German servers under strict security protocols, giving design teams peace of mind when collaborating on confidential projects. - Real-Time & Asynchronous Collaboration
Co-edit boards live with cursor awareness or review updates on your own schedule — every change is recorded in a version history you can revert to at any time. - Role-Based Access Controls
Invite guests, reviewers, or full collaborators with granular permissions, ensuring that external partners see only what you want them to see.
Mockplus: Best for rapid design mockups
Mockplus is a streamlined prototyping tool tailored for designers who need to build and iterate high-fidelity mockups in record time. Its intuitive drag-and-drop interface means you can turn wireframes into clickable prototypes without writing a single line of code. Teams appreciate Mockplus for its library of over 3,000 prebuilt components and templates — everything from mobile UI kits to web dashboards — so you can focus on refining user experience rather than wrestling with basic layouts.
Key features
- Extensive Component Library
Choose from thousands of ready-made UI elements (buttons, forms, icons, charts) that automatically adapt to your project’s style guide, slashing prototyping time by up to 50%. - Interactive Prototyping
Link screens with simple drag-and-drop interactions — hover states, transitions, and dynamic components bring your mockups to life without any manual coding. - Team Collaboration & Versioning
Invite collaborators in real time: comment on specific elements, track changes, and revert to previous versions instantly. Every update is archived so your design history is always at your fingertips. - Multi-Platform Preview
Test your mockups on desktop browsers, mobile devices, or even shared large-format displays via QR code scanning — ensuring your designs look pixel-perfect across all form factors. - Developer Handoff Tools
Generate specifications, export assets, and share CSS/HTML snippets directly from Mockplus. Developers get everything they need in a single click, reducing miscommunication and speeding up implementation.
Freehand by Miro (formerly InVision): Best for handing off website designs to developers
Freehand by Miro is a flexible online whiteboard and collaborative canvas that bridges the gap between designers and developers. Instead of exporting static mockups or wrestling with disconnected handoff tools, you can import your website designs directly into Freehand, annotate them in context, and loop in engineers to capture specs — right on the same board. It’s an ideal solution for distributed teams that need both the freeform brainstorming power of a whiteboard and the precision of a developer handoff.
Key features
- Embedded Design Imports
Drag and drop Sketch, Figma, or XD artboards onto the Freehand canvas. Frames turn into interactive thumbnails that developers can click through, ensuring they always reference the latest design. - Built-in Annotation & Comments
Pin comments, draw connectors, and leave exact measurement notes directly on elements. Every annotation is timestamped and attributed, so there’s zero confusion about who requested what. - Real-Time Collaboration
Multiple team members can edit, comment, or vote simultaneously. Cursors appear live on screen, and you can host co-editing sessions or freeform brainstorms with no latency. - Pre-Built Developer Handoff Templates
Use workflow templates that automatically generate a spec sheet — listing colors, fonts, dimensions, and responsive breakpoints — so engineers get a ready-to-use style guide. - Seamless Integrations
Link Freehand boards into Jira tickets, Slack channels, or Microsoft Teams tabs. Whenever a design is updated, all connected tasks and conversations stay in sync.
Visme: Best for design presentations
Visme is an all-in-one visual content platform that empowers designers to build engaging presentations, infographics, and social graphics without juggling multiple tools. It combines a powerful slide-deck builder with robust brand-management features, making it easy to maintain consistency across every communication. Whether you’re pitching a campaign to stakeholders or training your sales team, Visme ensures your presentations are as dynamic as they are on-brand.
Key features
- Drag-and-Drop Slide Builder
Choose from hundreds of professionally designed templates for pitches, webinars, or product demos. Customize layouts, fonts, and color schemes in seconds to match your brand guidelines. - Interactive Elements & Animations
Embed rollover tooltips, clickable buttons, and animated data widgets to keep audiences engaged. You can even integrate audio narration or video clips directly into your slides. - Brand Kit & Asset Library
Store logos, color palettes, fonts, and approved imagery in a centralized Brand Kit. Every slide you create automatically draws from these assets to guarantee on-brand consistency. - Data Visualization Tools
Transform raw numbers into animated charts, maps, and graphs. Visme’s intuitive chart builder supports bar, pie, line, and area charts with live data-linking capabilities for real-time updates. - Analytics & Share Controls
Track view counts, average time spent, and interaction rates on each slide. You decide who can view, comment, or download your presentations — perfect for controlled internal reviews or public sharing.
Which design collaboration tools will you incorporate?
With the right mix of collaboration tools — from whiteboards like Miro Freehand to presentation platforms like Visme — you can transform every stage of your design process, keeping teams aligned and creative momentum high. But when it comes to review and approval, nothing beats having a single source of truth where every version, comment, and decision lives side by side with your designs.
Ziflow makes it effortless to centralize feedback, automate routing to the right stakeholders, and maintain flawless version control so your team never wastes another minute hunting down the latest file or deciphering scattered notes. Ready to cut through the chaos and keep your design workflows humming?
Try Ziflow today: https://3ttpnulfgvgjctv0b9bolia67n-53bb3ac7-f507-40b1-912c-4848573cd06e.proof-proxy.ziflow.net/signup
