Team Wiki

Your team’s wiki is the organizational backbone of Notes. Before you start writing, it helps to set up a folder structure that makes content easy to find, control who has access to what, and keep everything looking clean. Think of it as setting up your stack before the pull — a little structure goes a long way.

Folders

Folders are the top-level containers for organizing your team’s notes. Every note lives inside a folder, and you can create as many folders as your team needs.

Creating a Folder

1. Navigate to the Notes tab on your team page.
2. Tap the New Folder button.
3. Enter a folder name (e.g., “Offensive Playbook”, “Scouting Reports”, “Team Logistics”).
4. Choose an icon for the folder (see Customizable Icons below).
5. Set the permission level for the folder (see Permission Levels below).
6. Tap Create.

Your new folder appears in the sidebar and is ready to hold notes.

Renaming and Editing Folders

To update a folder’s name, icon, or permissions:

1. Tap the three-dot menu next to the folder name in the sidebar.
2. Select Edit Folder.
3. Make your changes and tap Save.

Deleting Folders

Deleting a folder will remove all notes inside it. This action requires confirmation.

1. Tap the three-dot menu next to the folder name.
2. Select Delete Folder.
3. Confirm the deletion.

Permission Levels

Every folder has a permission level that controls which team members can view and edit the notes inside it. This lets you keep sensitive coaching material private while making general team resources available to everyone.

Available Permission Levels

How Permissions Work

• Viewing and editing are governed by the same permission level — if you can see the folder, you can edit the notes inside it.
• Permissions are set at the folder level, not the individual note level. All notes in a folder inherit the folder’s permission.
• Changing a folder’s permission level immediately updates access for all notes inside it.

Choosing the Right Permission Level

Here’s a quick guide to help you decide:

• Owner Only — Use sparingly for truly private content. Examples: budget spreadsheets, private player evaluations, contract details.
• Coaches — Your go-to for strategy and coaching content. This level includes coaches, managers, and the owner — everyone on the leadership team. Examples: game plans, scouting reports, season priorities, practice reflections.
• All — Use for anything the whole team should see. Examples: team rules, logistics info, onboarding materials, shared playbook notes, spirit guidelines.

Customizable Icons

Every folder can have a custom icon to make it easy to identify at a glance in the sidebar. Icons are purely visual — they don’t affect functionality — but they help your wiki feel organized and polished.

Setting a Folder Icon

When creating or editing a folder, you’ll see an icon picker that lets you choose from a library of icons. Some popular choices:

Sort Order

By default, folders are displayed in the order they were created. But as your wiki grows, you’ll want to arrange folders in an order that makes sense for your team.

Customizing Sort Order

1. Navigate to the Notes tab.
2. Tap the three-dot menu at the top of the folder sidebar.
3. Select Reorder Folders.
4. Drag and drop folders into your preferred order.
5. Tap Done to save.

The custom sort order is saved for the entire team — everyone sees the same folder arrangement.

Notes Within Folders

Notes inside a folder can also be reordered using the same drag-and-drop approach:

1. Open the folder.
2. Tap the Reorder button at the top of the note list.
3. Drag notes into your preferred order.
4. Tap Done.

Suggested Folder Structure

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

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

Feel free to adapt this to your team’s needs. Some teams prefer fewer, broader folders; 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 folders and expand as needed. Too many empty folders are worse than too few well-stocked ones.
• Use Coaches permissions for strategy content — players don’t need to see your opponent scouting notes before you’ve had a chance to present them.
• Keep a “New Player Guide” folder with an All permission level. When someone joins mid-season, point them there instead of re-explaining everything from scratch.
• Review folder structure at the start of each season — archive old content and create fresh folders for the new campaign.
• Assign a “wiki owner” on your coaching staff to keep the structure tidy and ensure notes are up to date.

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