Saku

Notes

Saku Notes is a workspace for team knowledge: meeting notes, briefs, daily captures, and anything that should live next to your boards and CRM. Write in markdown, visual (rich text), or split view, organise notes in vaults and folders, and link to anything else in Saku without leaving the editor.

When someone else starts editing a shared note, its editing state updates promptly in your open note view. Saved changes also refresh without a manual reload.

Overview

Open Notes from the Home hub. Your team vault holds notes shared with the team; personal vaults stay private to you. Use the sidebar to browse folders, favourites, and recent notes, or start from the welcome screen and explore templates.

Right-click a note or Smart Note in Recent (including To-dos) to open it, pin it to the top of that list on this device, or hide it from recent. Pin order is stored in the browser, not on the note itself.

  • Vaults: separate libraries (team vs personal) with their own folders and permissions.
  • Folders: including a Daily Notes folder for dated captures.
  • Labels: tag notes, colour-code themes, and filter the Library by label.
  • Versions: editing-session checkpoints with manual snapshots and rollback.

Vaults

Every note lives in a vault. Personal vaults belong to you; team vaults are shared with everyone on that team. Use the sidebar to switch vaults, or open Vaults from the sidebar to review and bulk-move notes between libraries.

  • Personal vault: private by default. Daily notes are always created here so your day-to-day captures stay personal.
  • Team vault: visible to team members according to vault permissions. Good for meeting notes, shared briefs, and client-facing knowledge.
  • Move between vaults: use the vault control in the note top bar, or select multiple notes on the Vaults page and move them in one go.

Linking a personal note to a CRM record or card does not move it to the team vault automatically. See personal notes on CRM and cards.

Daily notes

Daily notes live in your personal vault and are tied to a calendar date. Alongside the editor, the Your day panel shows that day's calendar entries and cards due on that date. This works for earlier daily notes too, so you can revisit the actual plan and work from a past day.

Use the link button beside an entry to add it to the note as a linked card or calendar item. From the panel you can also create a due task in a board list or a calendar entry, then Saku adds the new item to the note automatically.

Checklist tasks

Hover an open checklist item in the rich editor and choose Create task. Saku uses the checklist text as the title, lets you choose a board column, description, due date, and label, then replaces the item with a linked card.

Linked checklist tasks stay in step with your board. Checking an item moves its card to that board's Done column when one exists. Moving a linked card into or out of a Done column checks or reopens the linked checklist item in notes you can edit.

Checklist items can also carry a status, priority, and due date directly in markdown. Use - [ ] for To Do, - [/] for In Progress, and - [x] for Done. Add ⚠️ for high priority or 🚨 for critical priority. A due date uses 📅 YYYY-MM-DD at the end of the line.

Labels

Labels help group notes by client, project, status, or topic without moving them between folders. Add labels from a note’s Details panel, then manage the vault’s label list from Library.

  • Filter by label: select a label in Library to show only matching notes in the current vault.
  • Rename and colour labels: edit labels in Library so related notes use the same visible colour.
  • Remove unused labels: labels can be removed once no notes use them.

Smart Notes

Open Smart Notes from the sidebar (below Explore) for views built automatically from your notes across every vault you can access.

  • To-dos: every checklist item from every note you can access, shown either as a three-column board or grouped by vault and note. The board has fixed To Do, In Progress, and Done columns. Dragging an item changes its marker in the source note. You can also rename an item, set its priority, or add a due date. Changes made in the note and changes made on the board stay in sync. On the board, each card names its source note. In the list, items are grouped under their note: the note title opens that note, the eye icon previews the whole note, a checkbox marks the item done, and clicking the item text opens the editor. The play button starts a Saku Time timer linked to that note.
  • Board and list views: the board is the default and remembers your last view. The list keeps the compact grouped view and gives in-progress items their own mixed-state marker. Tick the checkbox beside a list item to mark it done. The board only represents existing checklist items, so create and remove items in their source notes. The same views and edits are available in Flow and the mobile app, including offline mobile updates that sync when your connection returns.
  • Quick metadata: while writing a non-empty checklist item in the visual editor, a menu appears at the end of the line so you can add a due date or priority without leaving the keyboard. Keep typing the item as usual; use the up and down arrows to highlight an option, then Return to apply it. Due-date presets include today, tomorrow, and next week, with a custom date option.
  • Additional smart views (unresolved links, public links, favourites, and more) appear in the hub as they are released.

Editor modes

Each note can be edited in one of three modes. Switch from the note toolbar; your preference can be remembered per vault.

  • Visual: rich text with formatting toolbar, slash commands, and live wiki-link chips.
  • Markdown: plain markdown source in a monospace editor.
  • Split: markdown on the left and preview on the right.

Notes are stored as markdown. Visual mode converts formatting and links to markdown when you save.

You can paste images directly into a note in any editor mode, including selections that mix text and multiple images. Saku uploads the images and inserts markdown image links so they save with the note.

Autosave and device sync

Notes save to your browser immediately while you type, then sync to Saku in the background every few seconds. If you close the tab or move away from the note, Saku makes a final save attempt before leaving.

  • One active editor: if the same note is open on another device or by another person, the second editor opens locked.
  • Take over editing: use the banner to sync to the latest saved content and make this device the active editor.
  • Read mode: the lock button in the editor footer still lets the active editor switch to local read-only mode.

Personal notes on CRM and cards

You can link a personal vault note to CRM accounts, contacts, leads, deals, or cards using the same [[ or @ picker. The link is stored in the note content; Saku also shows inbound links on the CRM record and in the card modal Links tab.

Who sees linked personal notes

  • Note owner: always sees and can open their own linked notes.
  • Anyone with existing access (team vault, share grant, public link, etc.) sees a normal clickable link.
  • Team owners and admins: see the note title on CRM and card panels with a lock icon, but cannot open the note until access is granted. They can use Request access.
  • Other team members: only see personal notes they can already read, or their own personal notes linked to that record. Other people's private notes stay hidden.

Wiki-link chips to notes you cannot open show a lock and offer request access from the tooltip. Opening a forbidden note directly shows a Note unavailable screen with the same option.

CRM panels with linked notes: Linked Saku notes. Card inbound links: Card links tab.

Access requests

When a team owner or admin requests access to your personal note, you receive an in-app notification. Review pending requests from the bell icon or open Notes → Access requests (/notes?view=accessRequests).

Requester experience

  • Click Request access on a locked CRM or card row, or from a locked wiki-link chip / unavailable note screen.
  • Status shows as Request pending until the owner responds. You can cancel a pending request from the same place.
  • If access was recently denied, you must wait before requesting again.

Owner responses

Approve or deny from the note's Sharing tab or from the access requests list. For each pending request you can:

  • Share with them: grant view-only access to that person only (does not move the note).
  • Move to team vault: move the note into the team's default vault so all members can see it.
  • Enable public link: turn on a read-only public URL and notify the requester.
  • Deny: decline the request; the requester is notified.

Notification types and preferences: Note access notifications.

@ trigger (same picker as [[)

If you prefer a familiar @ shortcut (like chat or social apps), type @ after a space or at the start of a line. You get the same entity picker as [[: notes, boards, cards, CRM records, calendar items, and team members.

Selecting a result still saves a wiki link in markdown (for example [[user:…|Jane]]), so backlinks and the link graph stay consistent. This is intentional: @ is a typing shortcut, not a separate mention syntax.

Card comments and replies use the same picker (board members first). See linking in card comments.

Provenance (who created and edited)

Anyone with view access on a note can see who worked on it.

  • Settings → About: created by, created date, last updated, and last updated by.
  • Versions tab: each save lists the author, timestamp, and save type (editing session, manual save, or restored).
  • Compare version: modal header includes who saved that snapshot.
  • Export: from Details → Sharing, download the latest saved version as Markdown, PDF, or plain text. Linked Saku records export with readable titles; Markdown and PDF keep real links, while plain text keeps only the visible words.

Locked inbound rows on CRM or cards show the owner's name for context, but not full version history until you have view access.

Sharing and permissions

Open a note and choose Details, then the Sharing tab to see who can access the note and invite others. Notes inherit access from their vault (private or team). You can also grant read-only or full access to specific people, share a public read-only link, and review pending access requests for that note.

Who you see in Sharing

  • Full access: you (the owner), people with edit access, and team admins on team vault notes.
  • Read only: people with view access and, on team vault notes, each team member who can read the note by default.
  • Title only: team owners and admins who see a locked personal note on CRM or a card but cannot open it yet.

Inviting by email

Enter an email address and choose Read only or Full access. If they already use Saku, access is granted immediately. If they are new, they receive an email explaining that they need to sign up for a free Saku account. They create their own workspace and vault; they do not join your team, only this note.

Comments moved to the Settings tab in note details. Access requests can be approved from Sharing on the note or from Access requests. Board visibility is separate: Sharing and access.

Wiki links to boards, cards, CRM records, calendar items, or other notes on a public shared note are labelled and not opened directly. Viewers can click a link for a short explanation, then sign in to try opening it in Saku if their account has permission.

Images embedded in the note are visible on public shared notes. Viewers can click an image to open a larger preview.

Public note links refresh automatically while the viewer keeps the page open. Changes from the editor usually appear on the shared page within a few seconds without a manual reload.

In Smart Notes, open Public links to review each active link: when it was shared, total views, when it was last viewed publicly, and whether it is password protected or due to expire. Editors can copy or open the public URL, or revoke the link.

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