Write project wikis together

Every project can carry its own wiki: living documentation that stays next to the work instead of in a separate tool. Use it for runbooks, decision logs, onboarding notes, meeting minutes, anything your team needs to read and update over time.

Create a page

1. Open the project and go to the Docs section, then the Wiki tab.

2. Select New page. A blank page opens ready to type.

3. Give it a title and start writing. The editor is rich text: headings, lists, and formatting are all available as you type.

Pages appear in the page list on the left, so a project wiki can grow from a single page into a small handbook.

Editing together, at the same time

Wiki pages are collaborative in real time. When two or more people have the same page open, everyone sees everyone else’s edits as they happen, and each person’s cursor shows up in their own color so you can see who is writing where. There is no save button and no lock: changes sync live, and nobody has to wait for someone else to finish.

Tip

Real-time editing makes the wiki a great place for shared meeting notes. Open the page on a call and let everyone type into the same document at once instead of merging notes afterwards.

Best practices

1. One page per topic, not one giant document. Wiki pages are searchable when distinct. A single-page handbook becomes hard to navigate; split by topic.
2. Use real-time editing for meeting notes. Everyone types into the same document. No post-meeting merge step. The notes are ready when the call ends.
3. Link wiki pages from tasks. A task that reads “see the deploy runbook” without a link breaks down. Paste the wiki URL into the task description.
4. Treat the wiki as living documentation, not archive. Update pages as the work evolves. A wiki page that’s 12 months old should be reviewed for accuracy or marked stale.
5. Name pages by content, not by author. “Deploy runbook” beats “Jane’s notes from 2026-07”. Jane will leave; deploys will continue.

Troubleshooting / common pitfalls

• Live cursors not appearing. Refresh. Live sync relies on websocket; intermittent network drops it.
• My edits aren’t saving. They are — there’s no save button. If you don’t see them after refresh, check for connectivity issues; offline edits don’t sync.
• Page list is missing entries. Permissions: only project members see the list. Verify membership.
• Editing feels laggy with many editors. Hocuspocus/Y.js collaborative editing scales to ~10 concurrent editors smoothly. Beyond that, performance varies.
• The page seems out of date. Last-write-wins for the same character range; cross-cursor visibility helps. Check the page-history endpoint via MCP if disputes arise.

How this combines with other features

• Wikis + Document libraries. A wiki page can be linked from the library alongside files. See Organize document libraries.
• Wikis + Whiteboards. Long-form + visual together. The wiki for narrative; the whiteboard for the diagram. See Sketch on collaborative whiteboards.
• Wikis + Tasks. Tasks reference wiki pages for procedural detail. The wiki doesn’t change; the task does.
• Wikis + Issues. When an issue is resolved, document the resolution as a wiki entry for future reference. See Track issues.

Coming from another tool

Tool	Mapping
Confluence	Direct concept; project-scoped wiki
Notion	Direct
GitHub Wiki	Direct
SharePoint	Direct
Custom internal docs site	Onplana wiki replaces these for project-scoped docs

FAQs

Who can read and edit the wiki? The project’s members. The wiki lives inside the project, so access follows project membership.

Can I surface a wiki page next to the project’s files? Yes. In any document folder, use Link Onplana item to add a card that points to a wiki page, so key pages sit alongside the project’s documents.

What happens if two people edit the same sentence? The editor merges changes continuously rather than overwriting, the same way modern collaborative editors do. You will see the other person’s cursor in the text, which usually settles it faster than any merge dialog.

Is the wiki available on my plan? Wikis are included from the Pro plan up. On lower plans the Wiki tab appears locked with an upgrade prompt.

Can I embed an image in a wiki page? Yes — paste or drag images directly. They store with the page.

Is there a page hierarchy (nested pages)? Today: flat list. Use prefixes (“Onboarding / Getting started”) or naming conventions to simulate hierarchy.

Can I export the wiki to PDF? Today: page-by-page via browser print. Bulk export not supported natively.

Related

• Sketch on collaborative whiteboards — visual alongside narrative
• Organize document libraries — file storage
• Track issues — document resolutions