Clokio Docs is a built-in documentation workspace: rich pages organized in a tree, living right next to your projects and tasks. Meeting notes, onboarding guides, specs, and runbooks stay inside the same system where the work happens, with the same permissions model protecting them. This guide covers creating and organizing docs, sharing them, tracking versions, and how Clokio keeps two people from silently overwriting each other.

Creating Your First Doc

Docs live in the Docs section of the web dashboard, presented as a page tree in the sidebar:

Open Docs and choose where the new page should live: inside a project, or as a standalone doc.
Give the page a title and optionally an icon, which shows in the tree and makes frequently used pages easy to spot.
Start writing. The editor supports rich formatting: headings, lists, checklists, images, and more.
Changes save automatically as you write.

You can also start from a template instead of a blank page. Clokio ships with ready-made templates for common shapes like meeting notes and specs, so the structure is there before the first word.

Sub-pages and the Tree

Any doc can have sub-pages, forming a tree: a "Team Handbook" parent with pages per topic, or a "Meetings" parent with a page per week. Sub-pages inherit their parent's project automatically, so a page created under a project doc stays in that project's scope. Nesting has a sensible depth limit to keep trees navigable, and you can reorder and move pages as structure evolves. Moving a page brings its sub-pages with it, so the tree never splits.

Project Docs vs Standalone Docs

Docs come in two scopes, and the difference is who can create and see them:

Project docs belong to a project and follow its permissions. If you can create tasks in the project, you can create docs in it, and project members see the project's docs alongside its board and list.
Standalone docs belong to the organization rather than any project. Creating them is reserved for organization admins, which makes them the right home for company-wide material like policies and handbooks.

A doc can be moved between scopes later, and Clokio checks that you have creation rights in the destination, so moving is never a way around permissions.

Sharing and Visibility

Each doc has a visibility setting that controls who can open it. Beyond visibility, docs support per-person membership: specific people can be granted access, including management rights, to a doc. The creator of a doc always keeps access to it, even when visibility is later narrowed.

A few practical rules:

Renaming a page or changing its icon is an editing action, available to anyone with edit access.
Changing visibility or archiving is a management action, held to a higher bar.
If someone has no access to a doc, Clokio behaves as if the doc does not exist for them, which avoids leaking even the fact of its existence.

Docs can be marked as favorites for quick access, and archived when no longer active. Archiving hides a doc from everyday browsing without deleting the content.

Version History

Every doc keeps a version history. Snapshots capture the content over time, so you can open the history, review earlier versions, and restore a previous version from the web dashboard when a rewrite went the wrong way. Even deleting a doc writes a final snapshot first, so content remains recoverable through history rather than vanishing on a misclick.

Real-Time Collaboration Without Surprises

Docs are often opened by several people at once, and Clokio handles that in two layers.

Presence

When you open a doc, you can see whether colleagues currently have the same doc open. This is the everyday nudge that prevents most conflicts: you see someone is in the page and coordinate before rewriting it.

Conflict Detection

If two people do edit the same doc simultaneously, Clokio detects the collision when the second save arrives, using a content version that changes only when the actual content changes. Renames or icon changes never trigger a false alarm. When a real conflict occurs, the second saver gets a clear warning showing who else edited the doc and when, and can decide how to proceed instead of silently losing either version. No edit is ever overwritten without the writer knowing.

Docs on Mobile

The Clokio mobile app can browse the doc tree and read documents, and version history is available for review on mobile as well. Some templates use blocks that are web-only to edit; the app labels these so you know before opening the editor. For heavy writing, the web editor is the primary surface.

Common Questions

Who can create a standalone doc?

Organization admins. Docs inside a project follow the project's permissions, so project members with create rights can add docs there. This split keeps company-level documentation curated while letting teams document freely inside their projects.

What happens when two people edit the same doc at once?

The doc shows who else has it open, which usually prevents the situation. If a simultaneous edit still happens, the second save triggers a conflict warning naming who edited and when, and the writer chooses how to resolve it. Nothing is silently lost.

Can I recover a deleted doc's content?

Deletion writes a final snapshot into version history first, so the content is recoverable through history. For docs you simply want out of the way, archiving is the better tool: it hides without deleting.

Do sub-pages follow their parent's permissions?

Sub-pages inherit their parent's project scope, and moving a parent moves the whole subtree together. Visibility and membership give you finer control per doc when needed.

Can I link a doc to a task?

Docs live beside your projects, and task descriptions support rich content including links, so the practical pattern is linking the doc from the task description or comments. Everyone with access follows the link into the doc.

Clokio Docs Guide - Pages, Sharing, Versions and Live Editing