Short definitions of the terms you meet in CommonNote and this guide, each linked to the full article.
Applies to Web · Mac · iPhone app
CommonNote uses a few words you won’t find in most note apps. If a term on screen is unfamiliar, look it up here. Each entry links to the full article.
Notebooks other people have shared with you. They have their own section in the sidebar, and you can give them a private alias. Share notes and notebooks
Today’s note
A note titled with today’s date (for example 2026-09-28 (Mon)). Only one is made per day, and accepted handoffs, quick-added to-dos and recurring tasks land in it. Keep a daily note
Earlier versions of a note, saved automatically every 10 minutes. There are no manually saved versions. Restore an earlier version
Finalise record
Freezing the note’s current content as a version and signing it with your password. If the note changes later, the signature still points to the content as it was when finalized. Finalize a record and add witness signatures
A way to review in which comment cards float in the margin beside the note and are archived automatically once everyone who needs to confirm presses ✓. Review mode and comments
Acknowledge
A button that marks a note or task line as seen. Who acknowledged it, and when, is recorded. Turn checklist lines into tasks
Tasks and handoffs
Term
Meaning
Task
A checklist item in a note, or a list item with a standalone checkbox. It isn’t a separate card — it is that line in the note. Turn checklist lines into tasks
Source line
The line in a note where a task actually lives. The Source button in To-dos, or Open the original task line, takes you there. Use the To-dos view
Standalone checkbox
A checkbox added to one bulleted or numbered item while keeping its bullet or number. Adding one makes the item a task (⇧⌘9). Turn checklist lines into tasks
A chip such as [In progress] placed before or after a sentence. There are eight built-in markings (In progress, Success, Failed, Retry, Abandoned, Follow-up, Postpone, Delay) plus personal ones you create. Manage tasks with statuses and properties
@date
A due date written at the end of a task line, such as @tomorrow 3pm. Add due dates with @
Asking someone to check the result without changing who owns the task. They reply with Review complete or Request changes. Send and answer review requests
Recurring tasks
Tasks added automatically to today’s note at the start of the workday on the weekdays you choose. Set up recurring tasks
Calendar and projects
Term
Meaning
📅 calendar note
The note where items you add directly on the calendar are collected, month by month. Calendar and the date board
Day board
The panel that opens below the calendar grid when you click a date, listing that day’s multi-day and single-day items. Calendar and the date board
Schedule table
The calendar’s Table view, where you work with tasks like a spreadsheet, with columns, properties and groups. Work in the schedule table
Time grid
A view for timeboxing — giving tasks a slot in your day. The original due date doesn’t change. Timebox tasks on the time grid
Weekly timetable
Classes and routines that repeat on certain weekdays, laid over the calendar and time grid. Fixed weekly timetable
Alarm
A notification sent to your devices at a time you set (the Mac app while it is running). Set alarms
A screen that groups notebooks and notes into your own projects and shows them by task, materials, project map or date. Nothing is copied; items are only grouped. Build a project tree
Project map
A canvas where a project’s notes, memos and photos are placed and connected with lines. Dashed lines are automatic [[note]] links; solid lines are relations you drew. Connect evidence on the project map
People you share notes with or who are on a team with you. They appear in the colleague directory automatically. Use the colleague directory
Teams
Groups of people in the sidebar that share a team chat, team projects (shared notebooks) and an org chart. Roles are Team lead, Admin and Member. Create and manage a team
Workspace
The unit your account belongs to; plans, storage and seats are attached to it. You can share notes with and invite to teams people from other workspaces, but recurring-task assignees must be in your own workspace. Weekly timetables can be sent and requested within your workspace and with people you already work with (same team, shared notes and so on). Workspace members and seats
Seats
The number of members a team-plan workspace can hold. Members beyond that become read-only. Workspace members and seats
Messenger
The one-to-one and team chat window opened from the top bar. Files can only be sent in one-to-one conversations. Chat in Messenger
Channels
Spaces where several people talk by topic, as team channels or group conversations. Team members can find and join team-public channels. Channels and group conversations
Account and apps
Term
Meaning
Recovery email
The address that receives emails when you forget your password or username. It only works once verified. Secure your account
Passkeys
Keys for signing in without a password using Touch ID, Face ID or Windows Hello. Whether it stays on one device or syncs to your other devices depends on your passkey provider (for example, iCloud Keychain). Secure your account
The window opened with ⌘K for jumping to notes and running commands. Keyboard shortcuts
Today bookmark tab
In the Mac app, a vertical tab that slides out when you move the pointer to the left edge of the screen, showing today’s task progress. Use the Mac app
Live Activity
Today’s status and in-progress tasks shown on the iPhone Lock Screen and in the Dynamic Island. iPhone app and Live Activities
CommonNote at a glanceA line you write in a note becomes a task, can be handed to a colleague, and shows up in the calendar, project tree and dashboard. Wherever you see it, the original is that one line.
Find your way around the appThe screen has a top bar, a sidebar on the left, the note list in the middle and the editor on the right. On a phone, you switch screens with the tab bar at the bottom.
Keyboard shortcutsPress ⌘/ in the app for the shortcuts window. This page also lists the shortcuts that window leaves out.
Input syntax referenceA reference for everything you can type to add formatting, links, dates and commands in the editor and input fields.
