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Confluence Whiteboard Apps FAQ: Excalidraw, draw.io & Built-in Compared

· 13 min read
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Confluence has become the central hub where engineering teams write technical specs, document architecture decisions, and collaborate on project plans. But text alone is often not enough. When you need to sketch a system architecture, map out a user flow, brainstorm a retro board, or draw a quick wireframe, you need a whiteboard or drawing tool embedded directly in your Confluence pages. Switching between Confluence and an external app breaks your flow, scatters artifacts across tools, and makes it harder for teammates to find and update visual content later.

There are three main options for adding whiteboard and drawing capabilities to Confluence: the built-in Confluence whiteboard that Atlassian provides natively, Excalidraw Plus for Confluence with its freeform hand-drawn style and extensive shape libraries, and draw.io (now rebranded as Diagrams.net) for formal structured diagrams. Each tool serves a different purpose, and many teams end up using more than one depending on the situation.

This FAQ answers the questions teams ask most often when evaluating Confluence whiteboard and drawing apps, provides a detailed feature comparison, and offers a practical decision guide so you can pick the right tool for each scenario.

Does Confluence have a built-in whiteboard?​

Yes, Confluence Cloud ships with a native whiteboard feature. You can create a whiteboard from the page insert menu and use basic drawing tools -- rectangles, circles, lines, arrows, and text -- on a freeform canvas. It is convenient because it requires no installation and is immediately available to every Confluence user.

However, the built-in whiteboard has meaningful limitations for engineering teams that rely on diagrams as part of their daily workflow. The shape library is small, covering only basic geometric primitives. There is no support for specialized stencils like AWS architecture icons, Azure service symbols, UML notation, or network topology shapes. You cannot generate diagrams from Mermaid syntax. Export options are limited, and there is no way to save a diagram as a reusable template that other team members can start from.

For casual sketching -- a quick arrow-and-box diagram during a meeting, or a simple flow to illustrate a point in a meeting note -- the built-in whiteboard works fine. But for teams that create architecture diagrams, system flows, wireframes, or any structured visual documentation on a regular basis, the built-in whiteboard runs out of capability quickly. That is where dedicated drawing apps like Excalidraw Plus and draw.io come in.

What is the best drawing app for Confluence?​

There is no single best answer because the right choice depends on what kind of visual content your team produces. Here is how the main options break down by use case:

Excalidraw Plus for Confluence is the best choice for teams that value freeform sketching, brainstorming, and a hand-drawn visual style. The sketch-like aesthetic makes diagrams feel approachable and encourages participation -- people are less intimidated by a hand-drawn wireframe than by a pixel-perfect mockup. Excalidraw Plus includes 220+ shape libraries covering major cloud providers (AWS, Azure, GCP), UML, network diagrams, and more. It provides a full visual editor with freeform drawing tools, shape libraries, export to PNG/SVG/JSON, and auto-save.

draw.io (Diagrams.net) by Seibert Media is the best choice for formal, structured diagrams. If your team produces UML class diagrams, BPMN process models, entity-relationship diagrams, or detailed network topologies where precision and standard notation matter, draw.io provides the most comprehensive set of tools. It has the largest install base on the Atlassian Marketplace and supports Cloud, Data Center, and Server deployments.

Mermaid Plus for Confluence is ideal for teams that prefer text-based diagram creation. Developers write Mermaid syntax in a code block and the app renders a diagram automatically. This approach is fast, version-controllable, and works well for flowcharts, sequence diagrams, and architecture documentation.

In practice, many teams use a combination. Excalidraw Plus for brainstorming and early-stage ideation, Mermaid Plus for structured code-driven diagrams, and occasionally draw.io for formal specifications that require precise notation.

Can I use Excalidraw in Confluence for free?​

The open-source Excalidraw editor at excalidraw.com is completely free to use. You can create diagrams in the browser, export them as PNG, SVG, or JSON, and paste the exported image into a Confluence page. However, this approach has significant drawbacks: diagrams are not embedded in the page, they cannot be edited in place, and there is no integration with Confluence permissions, search, or attachments.

Excalidraw Plus for Confluence is a paid marketplace app that integrates the Excalidraw editor directly into Confluence pages. It offers a free trial on the Atlassian Marketplace so your team can evaluate the full feature set before committing. During the trial period you get access to all features including the 220+ shape libraries, export to PNG/SVG/JSON, auto-save, grid alignment, and template management.

After the trial, a paid license is required. The license is per-user and follows Atlassian's standard marketplace pricing model. For teams that create diagrams regularly, the productivity gains from having the editor embedded directly in Confluence -- no context switching, no manual image uploads, no version mismatches between external files and page content -- typically justify the cost within the first month.

How do Excalidraw diagrams compare to Confluence's native whiteboard?​

Excalidraw Plus for Confluence offers a significantly richer feature set than Confluence's built-in whiteboard. Here are the key differences:

Shape libraries. The native whiteboard provides basic shapes only. Excalidraw Plus includes 220+ shape packs from the Excalidraw community library, covering AWS, Azure, GCP, UML, network topology, office layout, user interface components, and many more categories. These pre-built stencils save hours of manual drawing and ensure that your diagrams use standard, recognizable symbols.

Mermaid syntax generation. Excalidraw Diagrams plus Whiteboards for Jira supports generating diagrams from Mermaid syntax. You type a flowchart, sequence diagram, or class diagram in Mermaid format, and the Jira app renders it as an Excalidraw canvas that you can then customize with the drawing tools. The Confluence version of Excalidraw Plus does not include built-in Mermaid support. For Mermaid diagrams in Confluence, use Mermaid Plus for Confluence. The native whiteboard has no equivalent capability.

Export options. Excalidraw Plus exports to PNG for image embedding, SVG for scalable vector graphics, and JSON for full diagram backup and re-import. The native whiteboard has more limited export capabilities.

Auto-save and version tracking. Excalidraw Plus auto-saves your work as you draw, storing the diagram as a JSON attachment on the Confluence page. This means your diagrams benefit from Confluence's built-in version history for attachments. You can roll back to a previous version of a diagram the same way you would roll back any other attachment.

Grid alignment and snapping. Excalidraw Plus includes configurable grid alignment and element snapping, which helps keep diagrams clean and organized. The native whiteboard has basic alignment tools but lacks the precision snapping that Excalidraw provides.

Template reuse. Excalidraw Plus lets you save diagrams as reusable templates, so your team can standardize on shared visual patterns. The native whiteboard does not support templates.

Can I convert Excalidraw diagrams to other formats?​

Yes. Excalidraw Plus for Confluence supports three export formats, each suited to a different purpose:

  • PNG -- Raster image format. Best for embedding diagrams in emails, Slack messages, presentations, or any context where a flat image is sufficient. PNG exports capture the current viewport, so adjust your zoom and framing before exporting to get the desired output.

  • SVG -- Scalable vector graphics. Ideal when you need resolution-independent output that looks sharp at any size. SVG files can be opened and edited in vector graphics tools like Adobe Illustrator or Inkscape, making this format useful for design teams that want to refine Excalidraw sketches into polished visuals.

  • JSON -- The full diagram source data. This is the most complete export because it preserves every element, style, position, and text property. Use JSON for backups, migration between Confluence instances, or importing into the open-source Excalidraw editor at excalidraw.com. JSON files can be version-controlled in Git, which is useful for teams that manage architecture diagrams alongside code.

All diagrams are stored as JSON attachments on the Confluence page, so you always have access to the raw data through Confluence's attachment management. This means your diagrams are included in space exports, site backups, and migrations automatically.

Is there a Jira version of Excalidraw?​

Yes. Excalidraw Diagrams plus Whiteboards for Jira adds a diagram editor to every Jira issue. It uses the same Excalidraw editor core as the Confluence version but is designed to fit the Jira workflow. Diagrams appear in a dedicated panel on the issue view, so developers and project managers can create and edit visuals without leaving the issue.

The Jira version includes 229 bundled shape libraries -- even more than the Confluence version -- covering AWS, Azure, GCP, UML, network topology, and other specialized categories. It also includes a Mermaid syntax generator that lets developers define diagrams in text-based Mermaid format and render them as Excalidraw visuals within the Jira issue.

Diagrams are saved as JSON attachments on the Jira issue, the same pattern used by the Confluence app. This means they travel with the issue through exports, backups, and project migrations. For teams that use both Confluence and Jira, having Excalidraw in both tools creates a consistent diagramming experience across your entire Atlassian stack.

Comparison: Excalidraw Plus vs draw.io vs Confluence Built-in Whiteboard​

The following table compares the three main whiteboard and drawing options for Confluence across ten key dimensions:

FeatureExcalidraw Plus for Confluencedraw.io (Diagrams.net)Confluence Built-in Whiteboard
Visual styleHand-drawn, sketch-likeFormal, precise, corporateBasic geometric shapes
Shape libraries220+ packs (AWS, Azure, GCP, UML, network, UI)Extensive stencil sets (UML, BPMN, flowchart, network, floorplan)Limited to basic shapes
Mermaid supportNo (Mermaid available in Jira version)No native Mermaid supportNo
Export formatsPNG, SVG, JSONPNG, SVG, PDF, XML, VSDXLimited (image copy)
Diagram storageJSON attachment on Confluence pageEmbedded macro content + attachmentsEmbedded in page
Template reuseYes -- save and share templatesYes -- template libraryNo
Real-time collaborationMulti-user editing on shared canvasMulti-user editing with cursorsBasic multi-user support
Auto-saveYesYesYes
Grid alignment and snappingConfigurable grid with element snappingAdvanced alignment and distribution toolsBasic alignment
Pricing modelPer-user license with free trialFree tier available; paid for advanced featuresIncluded with Confluence Cloud

Each tool has clear strengths. Excalidraw Plus excels at freeform creativity with a low barrier to entry. draw.io offers the most precision and the deepest feature set for formal diagram types. The built-in whiteboard is fine for quick, informal sketches that do not need to be preserved or reused.

When to use each tool -- a decision guide​

Choosing the right drawing tool for each situation saves time and produces better results. Here is a practical guide based on common scenarios teams encounter:

Use Excalidraw Plus for Confluence when:​

  • You are brainstorming or ideating. The hand-drawn style encourages participation and makes it clear that ideas are preliminary. Sprint retrospectives, architecture brainstorming sessions, and early-stage wireframing are all great fits.
  • You need cloud architecture stencils. The 220+ shape libraries include AWS, Azure, and GCP icons, so you can drag official cloud service symbols onto the canvas instead of drawing them from scratch.
  • You want to generate diagrams from text. Excalidraw Diagrams plus Whiteboards for Jira includes a Mermaid syntax generator that lets developers write a flowchart or sequence diagram in code and render it as an editable Excalidraw canvas.
  • You are creating diagrams that will evolve. Because Excalidraw diagrams are saved as JSON attachments with auto-save, they work well as living documents that the team updates iteratively over time.

Use draw.io when:​

  • You need formal UML or BPMN diagrams. draw.io has the most complete set of UML stencils (class, use case, activity, state, sequence, component, deployment) and BPMN notation elements.
  • Precision matters more than speed. For network topology diagrams, database schema visualizations, and technical specifications that require exact positioning and standard notation, draw.io provides the necessary control.
  • You need to import Visio files. draw.io can import and export VSDX format, making it the right choice for teams transitioning from Microsoft Visio.
  • You are on Data Center or Server. draw.io supports all three Atlassian hosting models (Cloud, Data Center, Server), while Excalidraw Plus is focused on Confluence Cloud.

Use Mermaid Plus for Confluence when:​

  • Your team prefers text-based workflows. Developers who think in code can write Mermaid syntax and get a rendered diagram without touching a drawing tool.
  • You want diagrams in version control. Mermaid diagrams are plain text, so they can be stored in Git alongside documentation and code.
  • You need consistent, reproducible diagrams. Text-based diagrams look the same every time they are rendered, which is valuable for documentation that must maintain a uniform appearance.

Use the built-in whiteboard when:​

  • You just need a quick sketch. If you are in a meeting and want to draw three boxes and two arrows to illustrate a point, the built-in whiteboard is the fastest option because it requires no setup or installation.
  • Your diagram is disposable. For throwaway sketches that will not be reused, referenced later, or shared outside the meeting, the built-in whiteboard is sufficient.
  • You cannot install marketplace apps. If your organization restricts third-party app installations, the native whiteboard is your only option.

Can I use multiple drawing tools together?​

Absolutely. In fact, most productive teams use a combination of tools depending on the phase of their work and the type of diagram they need. A common pattern is:

  1. Early ideation: Use Excalidraw Plus for freeform brainstorming sessions where the goal is to explore ideas quickly. The hand-drawn style keeps the conversation focused on concepts rather than visual polish.

  2. Refinement and documentation: As ideas solidify, either refine the Excalidraw diagram with structured shape libraries and grid alignment, or transition to Mermaid Plus for text-based diagrams that can be version-controlled alongside your documentation.

  3. Formal specifications: For diagrams that need to follow strict notation standards (UML, BPMN, ArchiMate), use draw.io to produce publication-quality visuals.

All three tools store their output on the Confluence page, so readers get a consistent experience regardless of which tool produced the diagram. The key is to match the tool to the task rather than trying to force a single app to cover every scenario.