Notes: Capture, Process, and Organize

1. Capture

Write a QuickNote from anywhere in the app. The note bar is always visible at the top of the screen. Don't think about where it goes — just write it down. See QuickNotes for all capture methods (typing, voice dictation, offline, T+ shortcuts).

2. Inbox

Your note lands in the Inbox. The Inbox is a holding space — it's not the final destination. Notes wait here until you decide what to do with them.

3. Process

For each note, you choose one of five actions: transform into a task (something to do), transform into an entry (something that happened), archive (keep for reference), pin (keep visible), or delete (no longer needed).

Transform into a task

If the note is something you need to do, convert it into a task. Choose ASAP (urgent), a specific due date, or Someday. The note disappears from the Inbox and becomes a task in your task list.

Transform into an entry

If the note describes something that happened — a call, a meeting, an observation — convert it into a dated entry. Link it to the relevant contacts and it will appear on their profiles.

Archive

If the note is useful reference material but doesn't require action, archive it. It leaves the Inbox and goes to the Notes view, where you can search and filter it anytime.

Pin

If you need a note to stay visible for a while — a hotel room number, a reservation code, an idea you're working on — pin it. Pinned notes sit at the top of your Inbox and don't count toward your unread total.

Delete

If a note is no longer relevant, delete it. It goes to the trash and stays there for 30 days, so you can recover it if needed.

On contact profiles

If a note mentions a contact with @, it appears on that contact's profile. This builds a history of everything related to that person — notes, entries, and tasks, all in one place. See Contact Profiles.

On tag pages

If a note uses #tag# or [[tag]] syntax, it appears on the corresponding tag page alongside related entries, tasks, and contacts. See Tags & Pages.

In the Notes view

Archived notes live in the Notes view, accessible from the sidebar. You can search by content and filter by tag or contact to find what you need — and there's a dedicated filter to show only notes published to your Keepsake Page.

In the Inbox

Unprocessed and pinned notes stay in the Inbox until you decide what to do with them.

Open a note's page

Click on any archived note to open its dedicated page. The page auto-saves as you type — no save button needed.

Rich text editing

Format your text with bold, italic, lists, and headings using the floating toolbar. Type # or [[ to autocomplete tags and contacts inline.

Manage tags and contacts

Add or remove tags and contacts directly from the note page. The note will appear on the corresponding tag pages and contact profiles.

Copy a permanent link

Each note has a unique URL you can copy and share. Paste it in another app, save it as a bookmark, or use it in Cmd+K search to navigate directly to that note.

A note is something to keep

Ideas, drafts, reference material, checklists, quotes, procedures. Notes are about information — things you want to remember or use later. They're not tied to a specific moment.

An entry is something that happened

A phone call, a meeting, a lunch, a milestone. Entries are about events — things that occurred on a specific date. They build a chronological timeline on contact profiles and in the Journal.

When in doubt

Ask yourself: "Is this about something that happened on a specific day?" If yes, it's an entry. If it's information to keep or an idea to develop, it's a note. And don't worry too much — you can always reorganize later.

Capture immediately

The moment an idea crosses your mind, write it down. Even a few words are enough. The QuickNote bar is designed for this — zero friction, instant save.

Link to people and projects

Use @mentions and #tags in your notes. A note that says "Book recommendation from @Sarah: Deep Work" is far more useful than one that just says "Deep Work". Six months from now, you'll find it on Sarah's profile.

Process regularly

Don't let notes pile up. A quick Inbox review once a day — even just 2 minutes — keeps everything flowing. Archive what you've processed, transform what needs action, delete what's done.

Use the Notes view

The Notes view is not a graveyard — it's a library. Put reference material there: procedures, meeting prep, ideas you've already explored. It's searchable and filterable, so you'll find things fast.