Spaces & Structure
KnowHub is organised into Spaces — top-level containers that group related pages together. Think of a Space as a department or project area, with pages nested beneath it.
- Create a Space by clicking + New Space in the KnowHub sidebar. Give it a name and an optional icon.
- Typical spaces: Engineering, Product, QA, Design, Onboarding.
- Each Space has its own page tree — pages and sub-pages are visible only under their parent Space.
- Spaces can be set to private (members only) or shared with the whole project.
Creating Pages
Inside a Space, click + New Page to create a page. Choose a page type and give it a title — the editor opens immediately.
| Field | Description |
|---|---|
| Document | Full rich-text page with headings, tables, code blocks, images, callouts, and task lists. The go-to type for specs, runbooks, meeting notes, and process docs. |
| Whiteboard | Visual canvas for diagrams, wireframes, flowcharts, and mind maps. Drag, draw, and annotate freehand. |
Organising pages
- Create a child (sub-page) by right-clicking any page in the sidebar and choosing Add subpage.
- Drag and drop pages in the sidebar to reorder or nest them under a different parent.
- Add an emoji icon and a cover colour to each page for quick visual identification in long lists.
- Use top-level pages inside a Space as index pages — list what lives beneath with short descriptions.
Rich Text Editor
KnowHub uses a block-based editor (powered by ProseMirror). Every paragraph, heading, or table is its own block. Type / anywhere on an empty line to open the block insertion menu.
Supported block types
Headings H1–H3
Page title (H1), major sections (H2), subsections (H3).
Bulleted & numbered lists
Nest up to four levels deep with Tab / Shift+Tab.
Tables
Insert rows and columns, merge cells, and format headers.
Code blocks
Syntax highlighting for 40+ languages with a one-click copy button.
Images & attachments
Drag-and-drop upload or paste from clipboard. Resize images inline.
Task lists
Checkbox items — ideal for action items inside meeting notes.
Callout blocks
Info, warning, and success callouts with prominent icons.
Page embeds
Embed another KnowHub page inline. Changes to the source page propagate everywhere it is embedded.
Inline formatting
- Bold, italic, underline, strikethrough, and inline code.
- Text colour and highlight colour for callouts and emphasis.
- Hyperlinks — paste any URL or type [[ to link to another KnowHub page.
- Mention a teammate with @ to notify them instantly and link to their profile.
/search or /ask commands.Page Linking
Linking to other KnowHub pages
Type [[ inside the editor to open the page picker. Start typing the page name and select it to insert an inline link.
- Links are bidirectional — both pages show each other in their Backlinks panel.
- Hover over a link to preview the target page without navigating away.
- Broken links (where the target page has been deleted) are highlighted in red.
Linking to tickets and test cases
- Click Link in the page toolbar and choose Ticket or Test Case.
- Search by ID or title. Multiple items can be linked to a single page.
- Linked tickets and test cases appear in the page's right-hand panel, and the page appears in their detail sidebar — a full bidirectional trace from requirement to code to test.
Backlinks panel
Every page has a Backlinks tab in the right-hand panel showing every page, ticket, or test case that references it. Use this to understand impact before editing a specification — if ten test cases link to a requirements page, changing the requirement means reviewing those ten tests.
Collaboration
Comments
- Click the comment bubble at the top of any page to open the threaded comment panel.
- @mention a teammate to notify them in-app — they can reply directly in the thread.
- Resolve comments to archive the thread without deleting it. Resolved threads remain accessible in the history.
Emoji reactions
Hover over the page header and click the reaction button to add an emoji. Reactions act as a lightweight approval signal — a thumbs-up from a tech lead can indicate the spec is approved for development without a formal comment thread.
Version history
- Every save creates a version snapshot automatically — nothing to configure.
- Open Version History from the page's ⋮ menu to browse all snapshots by date and author.
- Click any version to preview the exact content at that point in time.
- Click Restore to revert — the current version is preserved as a new snapshot, so nothing is permanently lost.
Best Practices
One page, one topic
Pages covering multiple topics are hard to link precisely and hard to find in search. Split aggressively — short focused pages beat long mixed ones.
Create a template page for recurring formats
Meeting notes, RFCs, runbooks, and post-mortems follow a pattern. Create one polished template page and duplicate it when needed.
Search before you write
Before creating a new page, search for existing content. Link to it rather than duplicating it. Duplication breeds inconsistency.
Update specs the same day features change
Stale documentation is worse than none — it misleads future readers. Make updating the relevant KnowHub page part of the definition of done.
Encourage contributions from everyone
Documentation is a team responsibility. Set the norm that anyone who discovers a gap writes the page. The author does not have to be an expert — clarity beats perfection.
Audit the wiki quarterly
Mark pages older than six months for review. Delete content that no longer applies. A lean, accurate wiki is far more useful than a large, stale one.