Getting started with Notes in MeisterTask

In this chapter, we will show you how to:

• Create and structure notes using pages and sub-pages

• Collaborate by sharing notes, adding comments and embedding tasks

• Enhance documentation with blocks like text, tables and images

• Attach notes to tasks for better organization and communication

• Use AI-powered tools to refine and improve documentation

By the end of this chapter, you will have a structured and accessible knowledge base that makes collaboration easier and ensures that no important information is lost. 

1. Getting started with Notes

Notes in MeisterTask provide a structured way to store and organize information within a project. Whether you are documenting meeting minutes, outlining project guidelines or gathering research materials, Notes help keep everything in one place. This ensures that your team stays aligned, has access to the latest updates and can easily find the information they need.

To begin using notes in MeisterTask:

1. Open Notes from the MeisterTask dashboard

2. Click the + symbol in the top right corner of the sidebar and select Note from the drop-down menu

3. Use pages and sub-pages to structure your content effectively

 2. Understanding notes, pages and sub-pages

Notes in MeisterTask are designed to keep information structured and easy to manage. By organizing content into pages and sub-pages, you can create a clear hierarchy that makes it simple to find, update and share important details when needed.

• Notes: Serve as containers for documentation and can include multiple pages

• Pages: Individual sections within a note that help organize content

• Sub-pages: Nested under pages to further structure information

The Notes editor

The notes editor lets you format text, insert images and add content blocks to organize your documentation. With rich-text editing features, you can create clear, structured notes that highlight important details and reflect your unique way of working. This ensures your notes are more than just generic documents — they are customized, meaningful and tailored to your team's needs.

3. Sharing notes

Sharing notes is essential for keeping everyone aligned, whether it is within your team or with external collaborators like suppliers or customers. It ensures that important information is easily accessible and eliminates the risk of errors from copying and pasting between different platforms.

To share notes with others, simply:

1. Open a note and click the Share button

2. Enter the email addresses of collaborators

3. Assign appropriate access permissions (Content Manager, Contributor, Commenter or Viewer)

Adding comments to notes:

Comments make collaboration more efficient by allowing team members to respond directly to specific sections, provide updates on delays or clarify any uncertainties. Instead of repeatedly asking for status updates, you can see real-time feedback and keep all discussions in one place. Comments also help ensure that everyone stays informed and aligned without the need for back-and-forth messages.

To add a comment to a note:

1. Highlight a section of text or open a note

2. Click the speech bubble icon to add a comment

3. Type your comment and mention a team member using @username

4. Click the blue arrow to post your comment

4. Roles and permissions in Notes

Not every team member needs the same level of access when working with notes. MeisterTask allows you to set clear roles and permissions, ensuring that information stays secure while allowing the right people to contribute.

This flexibility helps maintain organization, prevents unwanted changes and keeps collaboration structured.

• Content Manager: Full control, including editing notes and managing users

• Contributor: Can edit content but cannot manage permissions

• Commenter: Can view and comment on notes

• Viewer: Read-only access

To change a role:

1. Open the note dashboard click on the ellipsis (...) next to a workspace

2. Click Sharing to access workspace preferences

3. Locate the user and click the dropdown next to their role

4. Select the new role and the changes will be saved automatically 

5. Working with blocks

Blocks are the building elements of notes in MeisterTask, helping you structure and format content in a clear and organized way. They allow you and your team to create well-structured documents by adding text, images, videos and tasks, making it easy to present information effectively and keep everything in one place.

Notes in MeisterTask use blocks to structure content effectively:

• Text blocks: Standard paragraphs and headings

• Image blocks: Insert visuals to enhance documentation

• Code blocks: Display code snippets with proper formatting

6. Archiving notes and pages

Keeping your workspace organized means knowing what to keep visible and what to store for later. Archiving notes and pages helps you manage older documentation without deleting important information, keeping your active workspace clutter-free while ensuring past records remain accessible when needed.

To manage older documentation, you can archive notes and pages:

1. Open a note or page in the left sidebar

2. Click the ellipses (...) to the right of the note or page name

3. Select Archive note or Archive page to remove it from your active workspace

To restore an archived note:

1. Click the ellipses (...)  in at the top of the left sidebar next to “Notes”

2. Select Archived Notes

3. Hover over your project and select the 3 dots the right of your project name 

1. Click Restore Note

To restore an archived page

1. Open a note in the left sidebar

2. Click on Pages under the note name in the left sidebar

3. Select Archived pages from the dropdown menu

4. Hover your mouse over the page you'd like to restore and click the ellipsis (...) which appears

5. Select Restore Page

7. Attaching notes to tasks

Keeping notes and tasks connected makes project management smoother and more efficient. With MeisterTask, you don’t lose any time searching for the right information or risk missing key details — your notes are exactly where you need them.

By attaching notes to tasks, you create a single source of information where ideas, decisions and next steps are always clear. This also ensures that important discussions, strategies and updates stay within context, making it easier for you and your team to stay aligned. 

To link notes directly to tasks:

1. Open the task to which you want to add a note.

2. Click Add Attachment

3. Select the relevant note

8. Embedding tasks in notes

Embedding tasks in notes helps you and your team stay organized by linking important action items directly to your documentation. Whether it is a follow-up meeting, an assignment or a deadline, you can turn discussions into actionable tasks without switching between tools.

To create a new task within a note:

1. Open a note in MeisterTask

2. Click on the + symbol to add a block within a note or page

3. Click Add Task 

4. Select Or link an existing task

5. Select Or create new task 

6. Select the project in which you want to create your task. 

7. Add task title, due date and assignee

8. Click Create task to embed it in your note

To embed a task within a note:

1. Open a note in MeisterTask

2. Click on the + symbol to add a block within a note or page

3. Click Add Task 

4. Select Or link an existing task

5. Enter the title of the existing task and select the corresponding task from the list to embed it in your note

9. Publishing a page to the web

Once your notes are complete, you may need to share them with your team or external collaborators. Publishing a page ensures that the latest version is accessible to everyone who needs it, eliminating confusion and reducing the need for manual updates.

Whether it is a finalized project plan, meeting minutes or important guidelines, publishing allows you to distribute content efficiently and keep everyone informed.

1. Open the page you want to publish

2. Click on the web icon in the bottom-right corner

3. Click Open Preview to review the page

4. Confirm Publish Page

5. After publishing the page, you can copy the link to the public page, view the publication history or unpublish the page

Printing pages

Sometimes, having a physical copy of your notes is helpful for meetings, presentations or record-keeping. Printing pages in MeisterTask allows you to create a hard copy of important documentation, making it easy to share information offline or keep a backup for reference.

Whether you need to review notes away from your screen or distribute printed materials, this feature ensures you always have access to your content in the format that works best for you.

1. Open the page you want to print

2. Click on the printer symbol in the bottom corner of the right sidebar

3. Adjust settings as needed

4. Click Print

10. Best practices

Whether you are capturing key decisions, outlining project details or tracking ideas, well-structured notes improve communication and keep work progressing.

Here are some simple ways to make your notes clear, engaging and effective:

• Use clear headings and sections to make information easy to scan

• Add images and tables to organize details visually

• Keep content concise so key points stand out

• Write in a simple, direct way to avoid confusion

• Mention team members using @username to ensure they see relevant updates

By keeping notes structured and to the point, you help your team work more efficiently and prevent important details from getting lost.

You’re ready to go

You now have everything you need to manage projects, collaborate with your team and keep work organized with MeisterTask. Whether you are structuring workflows, tracking progress, or documenting key details, MeisterTask brings everything into one place so you can focus on what matters.

The more you use it, the more seamless your workflow becomes. From automating tasks to keeping communication clear, every project benefits from an organized approach.

Whenever you need a refresher, this guide is here to help you make the most of MeisterTask!