Team Wiki

Your team’s wiki is the organizational backbone of Notes. Before you start writing, it helps to set up collections that make content easy to find, decide how each document is shared, and keep everything looking clean. Think of it as setting up your stack before the pull — a little structure goes a long way.

Collections replaced the old per-folder structure. If you used Notes before, see What Changed From Folders below.

Collections

Collections are flat, non-nested groupings you use to organize documents (and any other library item) the way that makes sense for your team. Unlike the old folders, a document can belong to any number of collections at once, and collections themselves never gate access — they’re purely for organization.

Creating a Collection

Navigate to the Notes tab on your team page, or the Library tab.
Tap New Collection.
Enter a name for the collection (e.g., “Offensive Playbook”, “Scouting Reports”, “Team Logistics”).
Choose an icon from the icon picker to make it easy to spot at a glance.
Tap Save.

Your new collection appears in the Library sidebar (or sheet, on mobile) alongside your other collections.

Adding Documents to a Collection

From any document’s overflow menu, choose Add to collection, then check every collection it should belong to. You can toggle a document into or out of multiple collections from the same picker, and create a new collection on the spot if you need one.

Renaming and Editing Collections

Open the collection.
Tap Edit collection from its overflow menu.
Update the name or icon and tap Save.

Deleting a Collection

Deleting a collection removes only the collection itself — the documents inside it are untouched and remain in your Library (and any other collections they belong to).

Open the collection.
Tap Delete collection from its overflow menu.
Confirm the deletion.

Who Can Manage Collections

Collection Type	Who Can Create / Rename / Delete	Who Can Add / Remove Items
Personal	You, exclusively	You, exclusively
Team	Owner, Coaches, and Team Managers	Any team member with access to the item

Team collections are visible to every team member, the same way team documents are — but only coaches, managers, and the owner can restructure the collections themselves.

Collection membership never controls who can see or edit a document. Access is governed entirely by the document’s own audience and collaborators, described below.

Instead of a folder-level permission, every document sets its own access in two ways that work together — see Shared Content for the complete reference:

Audience — team documents move through Draft (coaches, managers, and the owner only) and Published (the whole team); both can also add Unlisted (a read-only link) or go Public for personal documents (listed on Discover).
Collaborators — add specific people as a Viewer or Editor on any document from Manage access, independent of its audience level.

Audience controls who can see a document, not who can edit it. Editing a team document is a role, not an audience, permission: coaches and the owner can always edit; managers and regular team members need to be added as an Editor collaborator, since managers don’t manage library content — see Roles & Permissions.

If you need different access levels for different documents, use the audience and collaborator settings rather than separate collections. For example, keep your “Defensive Concepts” document Published so the whole team can view it, and set a detailed opponent breakdown to Draft with only your coaching staff added as Editors.

What Changed From Folders

If your team used Notes before this release, here’s what carried over and what’s new:

Before	Now
Folders (each note belonged to exactly one folder)	Collections (flat, a document can belong to several at once)
Folder permission: Owner Only / Coaches / All	Per-document audience (Draft/Published/Unlisted/Public) plus per-document Viewer/Editor collaborators
Notes were team-only	Documents can be personal or team-owned

Your existing folders were converted into collections automatically, with the same notes as members, so no content was lost — but each document’s access now needs to be set individually rather than inherited from a folder.

Suggested Collections

Here’s a starter set that works well for most competitive teams:


Offense          -- Offensive sets, handler movements, endzone plays
Defense          -- Zone schemes, person-match concepts, transitions
Scouting         -- Opponent breakdowns, tendencies, game film notes
Practice Notes   -- Session reflections, drill effectiveness, coaching takeaways
Team Handbook    -- Rules, expectations, spirit guidelines, contact info
New Player Guide -- Onboarding material for players joining mid-season

Feel free to adapt this to your team’s needs. Some teams prefer fewer, broader collections; others like granular organization. There’s no wrong approach as long as your team can find what they need quickly.

Tips for Organizing Your Wiki

Start with 4-6 collections and expand as needed. Too many empty collections are worse than too few well-stocked ones.
Set sensitive documents to Draft — players don’t need to see your opponent scouting notes before you’ve had a chance to present them.
Keep a “New Player Guide” document Published so it’s visible to the whole team. When someone joins mid-season, point them there instead of re-explaining everything from scratch.
Review your collections at the start of each season — archive old content and create fresh collections for the new campaign.
Assign a “wiki owner” on your coaching staff to keep the structure tidy and ensure documents are up to date.

Next up: Creating Notes — learn how to write rich-text notes, add images, and track version history.