Wiki
Getting started with Wiki
How spaces, pages, drafts and publishing work in Wiki, and what each role can do.
Getting started with Wiki
Wiki is your team's knowledgebase — procedures, policies, how-tos and reference material, organised into spaces and kept up to date with a lightweight review process.
Spaces and pages
A space is a collection of related pages — for example "Kitchen procedures", "HR policies" or "Front of house". Pages inside a space can be nested under one another, so you can build up a tree of topics the way you would in a folder structure.
Each space has its own settings: who can see it, who can edit it, and how strict the review process is (see below).
Drafts vs published pages
Every page keeps its published, live version separate from any work in progress:
- Working draft — changes you're still writing. Only people with edit access see drafts; everyone else keeps seeing the current published version.
- Published — the version everyone with access to the space can read. Publishing a page creates a new, permanent version in its history, so you can always look back at what a page said on a given date and restore an earlier version if needed.
This means editing a page is always safe — nobody sees a half-finished draft until it's reviewed and published.
The review flow
How a draft becomes published depends on the space's approval setting:
- Auto-publish — an editor's changes go live as soon as they save.
- Requires review — an editor submits the draft for review; a reviewer reads it and either approves (publishing it) or sends it back with notes.
People without edit access can still contribute: they can suggest an edit on any page they can view. Their suggestion is queued for a reviewer to accept, adjust, or dismiss — it never touches the live page directly.
Roles
Every space has its own membership, with four roles:
| Role | Can do |
|---|---|
| Viewer | Read published pages. Suggest edits. |
| Editor | Everything a viewer can, plus create pages and edit drafts. |
| Reviewer | Everything an editor can, plus approve reviews and act on suggestions. |
| Owner | Full control of the space, including membership, settings and archiving pages. |
Company owners and admins can always manage every space, even ones they haven't been explicitly added to.
Finding things
Use Search to find pages by keyword across every space you have access to. Tags help group related pages together (for example, everything about a specific supplier or piece of equipment) — open the Tags page to browse by topic.
What's next
- Reading wiki pages — the contents list, page status, and printing a page.
- Editing and formatting pages — the toolbar, slash menu and keyboard shortcuts.
- Templates and duplicating pages — start new pages from a ready-made structure.
- Finding things — favorites, recents and the command palette.
- Asking the Copilot — get grounded answers and make edits by chatting with Wiki's AI assistant.
- Importing documents — turn existing PDFs and files into wiki pages in minutes.
- Quizzes and onboarding — turn pages into knowledge checks and build onboarding paths for new staff.
- Working together — presence, editing locks, mentions and notifications.
- Ideas and voting — suggest and vote on changes to a page.
- Activity and insights (for admins) — company-wide usage and content health.