---
url: "https://docs.on-book.app/pro/user/features/notes.md"
description: "Document every moment with real-time rich text editing."
---

# 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.**

***

![Notes — On Book Pro](../../assets/screenshots/notes/notes-hero.png)

## 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

1. Navigate to **Notes** in the sidebar
2. 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

1. Click **"+ New Note"** in the sidebar
2. Enter a title
3. 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 |
| ~~Strikethrough~~ | — | **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:

1. Click **"Generate Report"** in the toolbar
2. Select **"Rehearsal Report"**
3. The template populates with:
   * Date and call time
   * Attendance section
   * Work accomplished
   * Notes for departments
   * Schedule for tomorrow

### Meeting Report

For production meetings:

1. Click **"Generate Report"** → **"Meeting Report"**
2. 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

1. Click the **stopwatch icon** to show the timer
2. Click **Start** to begin timing
3. Click **Pause** to stop temporarily
4. Click **Reset** to clear the timer

### Inserting Timestamps

While the timer is running:

1. Click **"Insert Time"** in the timer panel
2. A timestamp pill (e.g., `⏱ 12:34`) inserts at your cursor
3. 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

1. Click the **"Float"** button in the toolbar
2. The editor opens in a draggable window
3. Position it anywhere on screen
4. 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:

1. Click **Print** in the Action Toolbar
2. The note formats for clean printing:
   * Title as header
   * Proper margins
   * Page breaks where appropriate

***

## Video Tutorial

Video walkthrough: planned.

***

## Related Guides

* [Features Overview](./overview.md)
* [Scheduler](./scheduler.md)

***

*Last updated: May 2026*