NoteFlow – Notes, Checklists & Team Collaboration

Description

NoteFlow is a notes app that lives inside WordPress. Write down ideas, keep checklists, plan content, share notes with the people you work with, and discuss posts and pages right in the editor, without leaving your dashboard or signing up for another service.

It looks and feels like the notes app on your computer: folders on the left, your notes in the middle, and a clean page to write on. Everything is saved as you type, and everything stays in your own WordPress database.

Discuss posts and pages with your team

Leave feedback where the work is. NoteFlow adds a panel to the editor where everyone who can edit a post can talk about it, like in a shared document:

• Comment on any block from the block toolbar. Blocks with open comments are highlighted, so nothing gets missed.
• Raise issues and assign them to a teammate.
• @mention people to bring them in. They are told in the toolbar and by email.
• Reply, resolve and reopen. Open and resolved threads are kept apart.
• See what needs attention in the posts list, where a column shows how many comments and issues are open.
• Works on posts, pages and custom post types, in the block editor and the classic editor. Comments stay in the admin: they never appear on your site or among its comments.

Write the way you think

• Rich notes with titles, headings, bulleted, dashed and numbered lists, block quotes, code, links, tables and images.
• Checklists with round tick boxes. Tick items off, move ticked items to the bottom, and see progress like 3/5 in the notes list.
• Link to anything: type [[ and pick a post, page, custom post type or another note from the suggestions.
• Shortcuts as you type: [] starts a checklist, - a list, 1. a numbered list, # a title, > a quote.
• Autosave while you write. There is no Save button to forget.
• Paste from anywhere. Formatting from Google Docs, Word and web pages is cleaned up. Paste or drop an image and it goes to your Media Library.

Stay organised

• Folders for your own notes, plus smart views: All Notes, Shared, Reminders and Recently Deleted.
• Tags: write #launch anywhere in a note and it shows up under Tags.
• Pin the notes you need most at the top.
• Search every note you can open, with matches highlighted.
• List or gallery view, sorted by date edited, date created or title, and grouped by Today, Yesterday, Previous 7 Days and so on.
• Colours to spot notes at a glance.
• Light and dark appearance, or follow your system, with five accent colours to choose from.
• Keyboard shortcuts for almost everything. Press ? to see them.
• Recently Deleted: deleted notes can be recovered for 30 days.

Work together

Notes are private until you share them. When you do, NoteFlow becomes a shared workspace:

• Share with people as viewers or editors, or with everyone who can use NoteFlow.
• See who else is here. Avatars show who has the note open, and who is typing.
• Live updates. Changes from other people appear in your note on their own.
• Safe editing at the same time. When two people edit a note at once, NoteFlow merges changes to different paragraphs, list items and table rows. If you both changed the same line, it asks which version to keep. It never silently overwrites someone’s work.
• Comments and @mentions in each note’s activity panel.
• Version history shows who changed a note and when. Preview any version and restore it.
• Notifications in a bell in the toolbar, in NoteFlow and by email when a note is shared with you, when someone mentions you or comments on your post, and when a reminder is due. Everyone can turn emails off for themselves.

Modules

Switch each one on or off in NoteFlow → Settings.

• Dashboard widget: jot down a quick note and see pinned notes and upcoming reminders.
• Quick capture: a Note button in the toolbar, in the admin and on your site, to save an idea in seconds (Alt + Shift + N). On a post or page, you can attach the note to it.
• Toolbar notifications: a bell with your unread notifications on every screen.
• Reminders: set a date and time on a note and get notified when it is due.
• Discussions on content: comments and issues on posts, pages and custom post types, in the editor.
• Content notes: attach notes to posts and pages and see them next to the content in the editor.
• Templates: meeting notes, to-do list, content brief, bug report, launch checklist and weekly plan.
• Import and export: download a note as Markdown or HTML, print it, and move all your notes between sites with a backup file.

Private by default

• Each note belongs to the person who wrote it. Nobody else can see it until they share it.
• Choose which roles can use NoteFlow. Administrators always can.
• Every request checks who owns the note and who it is shared with.
• Notes never appear on your site, in search results, in feeds, or in the REST API for posts.
• NoteFlow makes no requests to outside services. Profile pictures come from WordPress, as they do everywhere in the admin.

Free to use

Everything in NoteFlow is free, and what’s free stays free. There is no account to create and no tracking.

More from the makers of NoteFlow

• Page Visit Counter: privacy-first analytics inside WordPress.
• PushRow for Google Sheets: keep Google Sheets in sync with WordPress.
• UltimaKit: admin tools, security and performance in one plugin.