Documents
Your company's knowledge base for SOPs, how-tos and team knowledge. Organise pages in spaces and nested page trees, write with a slash-command editor, mention teammates, comment on any passage, control who can view and edit, and keep important pages verified and up to date.
Documents overview
Open Documents in the sidebar (shown to people with the Documents permission). The left sidebar holds the space switcher, Search, Home, Starred and Notifications, and the page tree for the current space. On smaller screens it opens as a drawer from the panel icon.
How support agents approve and issue refunds for card and bank payments.
☐ Confirm the refund amount with @Sam Lee
Spaces
Spaces group pages for a team, a department or a topic. Every company starts with a General space. Company admins create more from the space switcher with Create a space, giving it an icon, name and description. Each space gets a short key from its name.
| Access setting | Options |
|---|---|
| Everyone in the company | No access, Can view (the default) or Can edit. |
| People and groups | Add individual people or everyone in a group, as Can view, Can edit or Space admin. |
Space admins manage the space's settings and can see every page except ones restricted to specific people. Company admins are always space admins. Only empty spaces can be deleted — move or delete their pages first.
Page tree
- Pages can be nested as deep as you like. Click the arrows to expand or collapse branches; the tree opens to show the page you are on.
- Drag and drop a page to reorder it, or drop it onto another page to put it inside. Child pages move with their parent.
- Hover a page for its ⋯ menu — Add child page, Rename, Move to… (another place or another space), Duplicate, Copy link, Archive and Delete — or the + to add a page inside it.
- Drafts that haven't been published appear in grey with a Draft tag, and restricted pages show a lock.
Creating pages & templates
Click New page, give it a title, choose the space and pick a template. You can change everything afterwards.
| Template | What you get |
|---|---|
| Blank page | An empty page. |
| SOP / How-to | Purpose, scope, a roles table, a “before you start” checklist, numbered steps, a warning panel, checks and related links. |
| Meeting notes | Agenda, notes, decisions and action items. |
| Decision record | Context, options, the decision and its consequences. |
| Onboarding checklist | Everything a new starter needs in their first weeks. |
| Retrospective | What went well, what didn't, and what to change. |
| Database | A table with typed fields and views. See Databases below. |
| Import CSV or Excel | Turns a spreadsheet file into a database. See Databases below. |
The editor
Type / anywhere to insert a block, @ to mention someone and [[ to link to another page. You can also paste or drop files and images straight into the page.
Every file on a page is listed under Files in the page's ⋯ menu, where editors can upload, download and remove them.
Colours on a page
- Paragraphs, headings, lists and quotes — hover the block, click the grip (⋮⋮) on its left and pick a colour. Or put the cursor in it, type / and choose Background colour.
- Tables — click in a cell (or drag across several cells), then click Colour in the Table bar, or right-click the cell. Choose Cell, Row, Column, Header row or Whole table, then a colour. Header row also turns the first row into a header row.
- Panels — click the panel's icon: pick a panel type, or a Custom colour below the types.
- For any other shade, click the rainbow + (More colours), choose it and click Apply. The crossed circle removes a colour.
- Colours are shown as soft shades so text stays easy to read. They appear for readers, in the client portal and public links, in page history, when you print or save as PDF, in Word exports and when you copy and paste between pages. Teammates editing with you see them straight away.
Import files & PDFs
Bring existing documents in as pages: use Import file on the Documents home, Import file here in a page's ⋯ menu in the tree, or drag a file onto a page in the tree (or onto empty space to add it at the top of the space).
| File | Becomes |
|---|---|
| Word (.docx) | An editable page with its headings, lists, tables, links and images. |
| Excel (.xlsx, .xls) and CSV | A database with every sheet, its columns turned into fields. You check the columns before anything is saved — see Databases below. |
| Markdown and text | An editable page. |
| A page showing the PDF, with its text underneath so the page can be found in search. |
- Word, Excel and PDF files can be up to 25 MB; CSV, Markdown and text up to 5 MB. The original file is kept in the page's Files.
- Editing a PDF — on a laptop the PDF sits on the left and its editable text on the right. Change the text, then press Create updated PDF: the page shows the new PDF and both versions stay in Files.
- Focus mode — press \ (or the focus button) to hide the sidebars; Esc brings them back.
- Avatars at the top of a page show who else is viewing or editing it right now.
- Moving a whole wiki? Confluence spaces and pages (with their databases and whiteboards), and pages from Notion, ClickUp, Linear and monday.com, come in through Import with their tree, images, files and comments. See Pages into Docs.
Databases
A database is a page that holds a table. Each column is a field with a type, each row is an entry, and you can look at the same entries through several views. A database sits in the page tree like any page and keeps the page's title, icon, restrictions, sharing and trash. Anyone who can edit the page can edit the database.
Create a database
Spreadsheet pages you already had are now databases, in the same place with the same title and access. Their values were kept, and columns that used the same formula all the way down became formula fields. A spreadsheet that was never published shows Not published yet and only editors can see it: click Publish page at the top of the page, then Publish. New and imported databases are published straight away.
A database opens in view mode. Click Edit at the top of the page, just like any page, to change cells, cards, fields and views; every change saves straight away and the note at the top shows Saving… and then All changes saved. Publish keeps a version of the whole database and the version number under the title goes up. Click that number (or ⋯ → Page history) to preview an older version and Restore this version; what you had is kept, so Undo puts it back. Close editor goes back to view mode. People who can only read never see Edit.
Changes in a database save as you make them. At the top of the page you see Saving… while a change is on its way and All changes saved with the time once it is stored. If a change can't be saved you see Couldn't save in red: the cell keeps what you typed with a red corner, and you can click Retry to send it again or Discard to go back. You're asked before leaving a page with changes that aren't saved yet.
Cells only take what fits their field: Number, Currency, Percent and Progress ignore letters and show a short Numbers only hint (pasting text like 90 GBP keeps the number), dates come from the date picker, and a wrong e-mail, link or phone number keeps the cell open with a message until you fix it or press Esc. Pasted cells that don't fit are left as they were and listed with the reason. Field settings and the entry panel close when you click outside them or press Esc; you're asked first if the field settings have unsaved changes.
Field types
| Group | Types |
|---|---|
| Basic | Text, Long text, Number, Currency (one currency per field), Percent, Select, Tags, Status (to do, in progress and done groups), Date (with an optional time), Date range, Checkbox, Person. |
| Advanced | Link, Email, Phone, Files and media, Rating, Progress, Formula, Entry link (to another database, with an optional two-way link back), Entry details (sum, count, average and more of linked entries), Entry number, Created, Last edited, Created by, Last edited by. |
| TeamTrackin | Ticket, Board, Docs page and Client — link an entry to things in your workspace. |
Open a field's settings from its column header: rename it, change its type (you see a preview of how values will convert first), add a description, make it required, set a Default for new entries, and edit options and their colours.
- A default fills in however an entry is added: Add entry, the + under a board column, calendar day or group, pasted rows, a CSV or Excel import (for fields no column goes into), the API and AI tools. Existing entries never change.
- Dates can default to Today (the day the entry is added) or a set date; Person fields to Me (whoever adds the entry) and teammates; Tags to several options; Rating to a number of stars.
- Formula, Entry details, Entry number, Created / Last edited, Files, links and Date range have no default.
- A Placeholder is hint text (for example “Enter a name”) shown in grey in empty cells, in an open entry and while you type into an empty cell. It isn't a value: it's never saved, exported, filtered, sorted or counted in Calculate. Text, Long text, Number, Currency, Percent, Link, Email, Phone, Select, Tags, Status, Person, Entry link, Ticket, Board, Docs page and Client fields can have one.
Views
| View | Shows entries as |
|---|---|
| Table | Rows and columns. |
| Board | Columns by a status, select or person field. |
| Gallery | Cards with a cover image. |
| Calendar | Entries on their date, using a date field. |
| List | A simple list of entries. |
- Views appear as tabs above the table. Add a new one from the tabs, and use a tab's menu to rename, duplicate, change type, make default or delete it — Undo appears after deleting. Drag tabs to reorder them.
- Changing a view's type switches its layout and icon for everyone. A view still called by its type (Table, Board 2) takes the new type's name; a name you typed stays.
- Each view keeps its own filters, sorts, hidden fields, grouping, column widths and order, colour rules and Calculate footer.
- When you change a view's filters, sorts or hidden fields, choose Save changes to keep them in this view, or Add as new view.
Filter, sort, group and hide
| Toolbar button | What it does |
|---|---|
| Filter | Add rules such as is, contains, is empty, before, after, between or within. Pick And or Or on the second row — the whole group uses it; add a filter group to mix them. Person fields can use “Me”. |
| Sort | Sort by one field, then add more levels. |
| Group | Group entries by a field. |
| Hide | Turn fields on and off, or use Hide all / Show all. |
| Colours | Colour whole entries, or one cell, when a condition is true. |
| Search | Find entries by their text. |
Active filters show as chips under the toolbar. After three, the rest collapse into “+N”. Click Clear filters to remove them all.
Colour entries, cells and columns by hand
- Right-click a cell (or click ⋯ at the left of a row; on a phone the ⋯ is always shown) and pick an Entry colour for the whole entry or a Cell colour for just that cell. The crossed circle (None) clears it.
- Tick several entries, then click Colour in the bar above the table to colour them all at once.
- Open a column's header menu and pick a colour under Colour column to tint its header and cells.
- Colours belong to the view and everyone sees them. Colour rules win over hand colours; then a cell beats its entry, and an entry beats its column. Board, Gallery and List cards show the entry's colour (right-click a card or list row to colour it there), and an Excel export keeps the colours.
- Undo and Redo work for colours too, and each change shows in the database's history. The palette is made of soft shades that keep text easy to read.
- For any other colour, click the rainbow + (More colours) at the end of the colours: pick it in the colour square, type a code like #2563EB or reuse a Recent one, then click Apply. It is shown as a soft shade that keeps text readable, on screen and in Excel exports. Colour rules and option colours have the same button.
Calculate
Click Calculate under any column and choose what to show:
| Field | Options |
|---|---|
| Any field | Count entries, values, unique, empty or not empty; percent empty or not empty. |
| Numbers | Sum, average, median, min, max and range. |
| Dates | Earliest, latest and date range. |
| Checkboxes | Checked, unchecked and percent checked. |
Editing in the table
- Click a cell or press Enter to edit it. Move with the arrow keys, Tab and Enter; Esc stops editing.
- Copy and paste blocks of cells to and from Excel or Google Sheets. Ctrl/⌘ + D fills down, and Delete clears the selected cells.
- Tick the checkboxes beside rows to edit, duplicate or delete several entries at once. Undo appears after deleting.
- Drag rows and columns to reorder them, resize and freeze columns, and set row height and text wrap in Settings.
- Use the Undo and Redo buttons, or Ctrl/⌘ + Z. Thousands of rows scroll smoothly.
- When teammates are in the database, the toolbar shows who is here and the cell each person is on is outlined with their name. Their changes appear instantly.
Full screen
Click Full screen at the end of the toolbar to give the database the whole window, over the sidebars — in every view and on a phone. Press Esc or the button again to leave (an open menu or panel closes first). Side panels you open here (an entry, a linked ticket, page, board, client or file) take the full height of the window, from the very top, so the toolbar is never half hidden. The table always fills its width, and the + to add a field stays at the right edge while you scroll sideways.
Open linked items
| Click a… | It opens |
|---|---|
| Ticket | The ticket view you know from boards — fields, comments, history and edits as your access allows — with Open in board. |
| Docs page | A reading panel, with Open page. |
| Board | Its columns and how many tickets each holds, with Open board. |
| Client | The client's details. |
| Person | Their profile card. |
| File | A preview, with Download. |
| Linked entry | Its entry panel — even when it's in another database. |
Everything opens over the database; close it to come back to the same view, scroll and filters. If you can't open an item, a short message says so. To change or remove a link, click the empty part of the cell (or press Enter) to open the field's picker — ticket keys work in any case and with spaces.
Open an entry
Open an entry to see it in a panel on the right. It shows every field, a page where you can write notes, comments with @mentions, and the entry's history — who changed what — with Restore. Press Copy link to send a teammate straight to that entry, and use ↑ / ↓ to step through entries.
Import and export
- Confluence database CSV exports and Notion Markdown & CSV exports import the same way.
- If a Notion pages import left databases inside pages, they are listed in the import window. Once you import one, the note on the page becomes a link to the new database. Confluence databases come in with the Jira & Confluence import itself: upload each one's CSV export on the import report.
- To add rows to an existing database from a file, open Settings and choose import into this database.
- To export, open Settings and export the current view as CSV or Excel.
Settings and locking
The Settings button holds show entry numbers, wrap, row height, the default view, lock the structure, export, import into this database and the history of changes. Only the page owner or a space admin can lock the structure, so fields and views stay as they are while people keep working in the entries.
Ask the built-in AI assistant about a database — for example how many entries are in each status, or the total of a number field. It only reads databases you can open.
Whiteboards
A whiteboard is a page with an endless canvas, for workshops, retrospectives, flowcharts and planning. It sits in the page tree with a whiteboard icon and has the same title, access, sharing, Duplicate, Move, archive and trash as every other page. People who can edit the page can edit the board; people who can only view it watch the board live but can't change it.
Create a whiteboard
Move around
- Scroll or use the trackpad to pan. Hold Ctrl (or ⌘) and scroll, or pinch, to zoom.
- Hold Space and drag, or pick the Hand tool (H), to pan.
- Use the zoom buttons (−, the percentage, +), Zoom to fit (Shift + 1) or 100% (Shift + 0).
- The Minimap in the bottom-right corner shows the whole board. Click or drag in it to move around.
- Open Background to choose Dots, Grid, Lines or None, and to turn on Snap to grid.
- Click Full screen, the last button of the top toolbar, to fill the whole window; side panels open at full height. Press Esc or click it again to leave.
Tools
The tools are in the left toolbar on a computer, and in a bottom toolbar on phones and tablets.
| Tool | What it does |
|---|---|
| Select (V), Hand (H) | Select and move things, or drag the canvas. |
| Sticky note (N) | A note in size S, M, L or XL, in any colour. |
| Shapes (R) | Rectangle, rounded rectangle, ellipse (O), diamond (D), triangle, hexagon, star, parallelogram, cylinder, arrows, double arrow, callout and cloud. |
| Text (T) | Free text on the canvas. |
| Frame (F) | A titled section. Moving the frame moves what is inside it. |
| Connector (C) | Drag from the dots on a shape's sides to another shape. It stays attached when shapes move. Choose Straight, Elbow or Curved, set arrowheads at either end, and double-click to add a label. |
| Line (L), Pen (P), Highlighter (M), Eraser (E) | Draw straight lines or freehand, highlight, and rub out. |
| Stamp (S) | Emoji and stamps for quick reactions. |
| Image or file (U) | Uploads to the page's Files, with the same size and type limits as Docs files. You can also drag and drop or paste. |
| Card (K) | Link a ticket, board, Docs page, database or client. Click the card to open it right there in a side panel. |
| Templates | Insert a template into this board. |
If you can't open the item a card links to, the card shows No access.
Change what you have placed
Click an element, Shift-click to add more, or drag a box around several. A toolbar appears above the selection with Colour, Border, border width and style, text size, B, I, U, alignment, shape type, sticky size, connector style and arrows, Lock, Group or Ungroup, Align, Layer, Duplicate, Comment, Make ticket (on sticky notes) and Delete. Right-click opens the same actions.
- Align has left, centre, right, top, middle, bottom, and distribute horizontally or vertically. Layer has Bring to front, Bring forward, Send backward and Send to back.
- Double-click an element (or press Enter) to edit its text. Text can be bold, italic, underlined, struck through, in lists and with links.
- Copy and paste works, also between boards and into another browser tab.
Keyboard shortcuts
| Keys | What it does |
|---|---|
| Ctrl/⌘ + Z, Ctrl/⌘ + Shift + Z (or Ctrl + Y) | Undo and redo. Undo only undoes your own changes. |
| Ctrl/⌘ + D | Duplicate. |
| Arrow keys (Shift = 10 steps) | Nudge the selection. |
| Ctrl/⌘ + G, Ctrl/⌘ + Shift + G | Group and ungroup. |
| Ctrl/⌘ + Shift + L | Lock or unlock. |
| ] and [, Ctrl/⌘ + ] and [ | Forward and backward; to the front and to the back. |
| Shift + 1, Shift + 0 | Zoom to fit; 100%. |
| Ctrl/⌘ + F | Search the board. |
| ? | Show the shortcut list. |
Work together
- Everyone on the board sees changes instantly, with live cursors and names. Avatars at the top show who is here.
- Click an avatar and choose Follow to follow that person's view. Move the canvas to stop. Click Bring everyone here to ask everyone to follow you.
- Comments: select an element and click Comment, or click Comments to see every thread. Pins show on elements. Reply, @mention people and click Resolve. Watchers are notified like Docs comments.
Turn notes into tickets
Search, export and history
- Search: click the magnifier or press Ctrl/⌘ + F. It finds words on notes, shapes, frames, labels and file names. Click a result to jump to it.
- Export: click Export and choose PNG, SVG or PDF, for the whole board or only the selection.
- History: versions are kept automatically every few minutes while people work. Click History, then Save version to name one. Preview any version and click Restore. The current board is kept as a version first, everyone sees the restore, and Undo works.
- Save as template: open ⋯ More and choose Save as template to offer the board to your whole company.
- Lock board: the page owner or a space admin can lock the board so other editors can't change it.
Ask the built-in AI assistant to find a whiteboard or summarise it, for example "summarise the Sprint 12 retro board". It reads the words grouped by frame, with votes, and only boards you can open.
A board can hold up to 20,000 elements (it stays smooth with 2,000 and more) and 8 MB of board data. Deleted boards go to the Docs trash. Support can restore a deleted board for 6 months, then it is removed for good with its files.
Drafts & publishing
Click Edit (or press E) to change a page. Your changes are saved as a draft automatically as you type, and readers keep seeing the published version until you publish.
Several people can edit the same page at the same time: you see who else is editing, each person's cursor in their own colour with their name, and everyone's changes as they type.
Changed your mind? Use Discard unpublished changes in the ⋯ menu while editing.
Comments & mentions
- Page comments — add a comment at the bottom of any page you can view.
- Inline comments — select text while reading and click Comment. The passage is highlighted, and clicking it opens the thread.
- Reply to a thread, edit or delete your own comments, and Resolve threads when they're done. Resolved threads are hidden behind “Show resolved”.
- Use @ in comments to notify someone. Commenting on a page also starts watching it.
- Notifications for mentions, replies, comments, shares and review requests appear under Notifications in the sidebar and are sent by email.
Use Watch page in the ⋯ menu to hear about updates and comments on a page you didn't write.
Sharing & restrictions
By default, a page follows its space's access. Click Share to restrict it.
| Setting | Options |
|---|---|
| Who can view | Everyone who can see the space, or only the people and groups you list. Child pages are restricted too. |
| Who can edit | Everyone who can edit in the space, or only the people and groups you list with Can edit. |
| People and groups | Add people or groups as Can view or Can edit. The page owner always has access. |
Only the page owner or a space admin can change who has access. Copy link copies the page's address — it only opens for people in your company who have access. Anyone without access can click Request access, which notifies the owner.
Read receipts & acknowledgements
See who has read a published page. Editors open Readers on the page to see who viewed it and when, and who hasn't opened it yet.
Readers are told that the people who look after the page can see who has read it.
Public links
Share a published page with someone outside your company — no sign-in needed. In the page's share dialog, create a public link and choose:
| Option | Choices |
|---|---|
| Link works for | 1 day, 7 days, 30 days, or never expires. |
| Password (optional) | At least 6 characters. Anyone opening the link must enter it. |
| Copying | Allow or turn off copying text from the page. |
People with the link see only the published page — never drafts, comments or sub-pages. Active links are listed in the share dialog, where you can turn any of them off at once.
The link looks like teamtrackin.com/s/ followed by a random code. It never shows your company's address, the page title or any ids, and the page it opens shows only what you shared. Links made before still work.
A database page opens as its database, read-only: its view tabs, entries, colours and the Calculate footer, with Open on an entry to read it in a side panel. Readers can search, filter and sort, but nothing is saved. Fields hidden in every view stay hidden, linked tickets, boards, pages and clients show no titles, and your changes to entries show on the link straight away. Clients see a shared database the same way in their portal.
Permission: Documents → Public links: Create. The page has to be published first.
Page history
Every publish creates a new version. Open Page history from the ⋯ menu (or click the version number under the title) to see who changed what and when. Open a version to see What changed — added and removed text highlighted — or a full Preview. Editors can Restore this version, which publishes it as a new version; the history keeps everything.
Status, review & verified
Open Page details from the ⋯ menu to set a page's status, owner and next review date.
| Status | Meaning |
|---|---|
| Rough draft | Work in progress. |
| In review | Waiting for someone to check it. |
| Approved | Checked and correct. Shows a Verified badge until the review date passes, and records who approved it. |
| Outdated | Needs updating — don't rely on it. |
- Set Next review to 3 months, 6 months, 1 year or a date. After that date the badge changes to “Review overdue”, and the owner sees the page under Reviews due on their Documents home.
- Use Request review to mark the page In review and notify up to 20 people, with an optional message.
Search, starred & home
Press Ctrl/⌘ + K to search page titles, text and labels from anywhere in Documents. The full Search screen adds filters for space, person, label, status and last updated, and can include archived pages. You only ever see pages you have access to.
Spaces & tickets
Show a document space under a Space
Link pages and tickets
People only see links to pages and tickets they can already open. Deleting a page removes its links on both sides.
Page headers stay tidy however much is on them: three labels show with “+N” for the rest, and a page nested deep shows its parent pages collapsed to “…” in the path.
Export, archive & delete
| Action | What it does |
|---|---|
| Print or save as PDF | Opens your browser's print dialog. |
| Export to Word / Markdown / HTML | Downloads the page as .docx, .md or .html. |
| Export to CSV / Excel | For databases — in the database's Settings, export the current view as a .csv or .xlsx file. |
| Archive | Hides the page and its children from the tree but keeps them searchable. Restore them from Archived pages. |
| Delete | Deletes the page and its children. Undo appears for a few seconds; after that, contact TeamTrackin support if you deleted something by mistake. |
Archive and Delete are available to the page owner, space admins and company admins.
Knowledge your team can actually find
Spaces, templates, verified SOPs and fast search — in the same place your team tracks time and work.