Notes & Collaboration
Fallback recommended. Notes sync across devices, but keep a fallback for show-critical notes.
Document every moment with real-time rich text editing.
Overview
The Notes tool is your collaborative workspace for production documentation:
- Rich text editing — Full formatting with TipTap editor
- Real-time collaboration — Multiple users edit simultaneously
- Report templates — One-click rehearsal and meeting reports
- Editable tables — Add structured rows and columns directly inside notes
- File attachments — Attach project files directly inside a note
- Outline and report map — Jump between headings, department sections, and timestamped report entries
- Snapshot history — Save and restore editor checkpoints with pre-restore safety copies
- Import and export — Import plain text and export the current note as Markdown
- Stopwatch timer — Built-in timer with timestamp insertion
- Floating editor — Detach your window for multitasking
Getting Started
Opening Notes
- Navigate to Notes in the sidebar
- You'll see the notes list on the left and editor on the right
Understanding the Interface
| Area | Purpose |
|---|---|
| Notes List (left) | All your notes, sorted by date |
| Editor (right) | Rich text editing area |
| Toolbar (top) | Formatting tools and actions |
| Outline (right) | Report map and document headings |
| Stopwatch (floating) | Timer with timestamp insertion |
Creating and Managing Notes
Creating a New Note
- Click "+ New Note" in the sidebar
- Enter a title
- Start typing in the editor
Organizing Notes
- Rename: Click the note title to edit it
- Delete: Click the trash icon on hover
- Reorder: Drag notes to reorder in the list
Rich Text Formatting
The editor supports full formatting:
Text Formatting
| Format | Shortcut | Toolbar |
|---|---|---|
| Bold | Ctrl+B | B button |
| Italic | Ctrl+I | I button |
| Underline | Ctrl+U | U button |
| — | S button |
Headers
- H1: Large section headers
- H2: Subsection headers
- H3: Minor headers
Lists
- Bullet lists: Unordered items
- Numbered lists: Ordered sequences
- Checklists: Interactive checkboxes
Other Elements
- Block quotes: Highlighted quotations
- Code blocks: Monospaced text for technical content
- Horizontal rules: Visual section dividers
Tables
Use the table button in the toolbar to insert a default 3-column by 3-row table with a header row. When your cursor is inside a table, extra toolbar controls appear for adding columns, adding rows, deleting columns, and deleting the table. Tables are saved with the note and work in collaborative editing sessions.
Attachments, Outline, and History
Attaching Files
Use the Attach File toolbar action to add project files inside a note. You can upload new files or choose existing Cloud Files. Attachments preview through the Files viewer when available; if the file is restricted or unavailable, On Book shows a warning instead of opening a broken preview.
Outline and Report Map
The outline panel can show:
- Report Map groups from leading department mentions and timestamped report entries
- Document Sections from note headings
Click an outline entry to jump back to that part of the note. Use the outline toggle in the toolbar if you need more writing space.
Snapshot History
Use History to save an editor checkpoint or restore a previous one. When you restore a snapshot, On Book first saves a safety copy of the current editor state so you can recover if you picked the wrong checkpoint.
Import and Export
Use Import Text to insert pasted plain text into the current note. Use Export Markdown to copy the current note as Markdown for sharing, archiving, or moving content into another system.
Report Templates
Rehearsal Report
Generate a professionally formatted rehearsal report:
- Click "Generate Report" in the toolbar
- Select "Rehearsal Report"
- The template populates with:
- Date and call time
- Attendance section
- Work accomplished
- Notes for departments
- Schedule for tomorrow
Meeting Report
For production meetings:
- Click "Generate Report" → "Meeting Report"
- The template includes:
- Date and attendees
- Agenda items
- Discussion notes
- Action items
- Next meeting date
Customizing Templates
Templates create structured starting points. Edit freely to match your needs:
- Add or remove sections
- Change headings
- Insert additional content
Reviewing Recipients
Before emailing a rehearsal or meeting report, On Book Pro opens a report review modal. The review includes a print preview, selected audiences, deliverable recipients, missing-email contacts, and recipients excluded by opt-out or one-send removal.
- Rehearsal reports default to the Production Team audience
- Meeting reports default to the selected or inferred meeting attendees
- You can choose standing audiences, connect a meeting, remove recipients for this send, or add a one-off external recipient
- Use Print, Save without sending, or Send Report from the review step
Stopwatch Timer
The built-in stopwatch helps track rehearsal time:
Using the Timer
- Click the stopwatch icon to show the timer
- Click Start to begin timing
- Click Pause to stop temporarily
- Click Reset to clear the timer
Inserting Timestamps
While the timer is running:
- Click "Insert Time" in the timer panel
- A timestamp pill (e.g.,
⏱ 12:34) inserts at your cursor - Use this to log key moments during rehearsal
Use Cases
- Track scene run times
- Log when issues occurred
- Document break lengths
- Time costume quick changes
Floating Editor Mode
Detach the editor for multitasking:
How to Float
- Click the "Float" button in the toolbar
- The editor opens in a draggable window
- Position it anywhere on screen
- Continue working in other tools while editing
Returning to Docked Mode
- Click "Dock" in the floating window
- Or close the floating window
This is especially useful for:
- Taking notes while reviewing blocking
- Writing reports while checking the schedule
- Documenting during live rehearsal
Real-Time Collaboration
Multiple team members can edit simultaneously:
How It Works
- Changes appear instantly for all collaborators
- See other users' cursors in real-time
- No conflicts—CRDT technology merges edits automatically
Collaboration Tips
- Communicate: Let teammates know when you're making major edits
- Use headings: Makes it easier to work in different sections
- Check presence: See who's online in the header
Keyboard Shortcuts
| Shortcut | Action |
|---|---|
Ctrl + B | Bold |
Ctrl + I | Italic |
Ctrl + U | Underline |
Ctrl + Shift + 7 | Numbered list |
Ctrl + Shift + 8 | Bullet list |
Ctrl + Z | Undo |
Ctrl + Shift + Z | Redo |
Ctrl + S | Save (auto-saves anyway) |
Tips for Success
emoji_objects Use templates — Reports start polished, customize as needed
emoji_objects Timestamp key moments — The timer creates a running log
emoji_objects Float for multitasking — Keep notes visible while working
emoji_objects Collaborate live — Real-time editing replaces email chains
emoji_objects Print regularly — Generate PDFs for your binder
Printing Notes
Export notes for physical binders:
- Click Print in the Action Toolbar
- The note formats for clean printing:
- Title as header
- Proper margins
- Page breaks where appropriate
Video Tutorial
Video walkthrough: planned.
Related Guides
Last updated: May 2026