ZIBRI Documentation

Creating a note

1. Click + New Note from the Notes screen or use the keyboard shortcut N
2. Select a vault from the dropdown at the top (defaults to your first vault)
3. Type a title and body. The editor auto-saves as you type.

Formatting

The editor supports rich text. Use the toolbar for bold, italic, headings, bullet lists, numbered lists, and code blocks. You can also paste content directly from websites or files.

Favorites

Star any note to add it to your Favorites list. Favorites appear at the top of the Notes view for quick access.

Listening to a note

Click Listen on any note to have it read aloud. A player appears at the bottom of the screen with playback speed and a choice of voices; the audio is generated on ZIBRI's own hardware, so note contents never leave the server. Shared notes can be listened to by whoever holds the link.

While a note is being read, the word being spoken is highlighted as it goes — and you can click any word to hear from there. The first listen takes a moment to prepare; after that it starts instantly, until you edit the note.

Exporting a note

Open any note and click the Export PDF option from the note menu to download a formatted PDF copy.

Note source tracking

Notes carry a source field that tracks how they entered ZIBRI — typed directly, via email forwarding, a recorded meeting, or import. This is visible in the note editor and searchable.

Creating a vault

From the Notes screen, click the vault selector or the Manage Vaults button. Give it a name and an optional color. It appears immediately in your vault list.

Assigning notes to vaults

Vault assignment is manual and intentional — you choose the vault when creating or editing a note using the vault dropdown at the top of the editor. You can move a note to a different vault at any time by changing the dropdown.

Reordering vaults

Drag vaults into the order you want in the Manage Vaults panel. The order persists across sessions.

Filtering by vault

Select a vault from the sidebar or vault selector to filter the Notes view to only notes in that vault. Select All vaults to see everything.

Uploading a file

Go to Notes and choose Upload files… from the New menu, or use Upload on the home page. Supported formats include PDF, Word, Excel, PowerPoint, images (PNG, JPG), audio, and plain text. Files you pick together become one note: a title and summary of what they contain, with every file attached. Audio is transcribed into the note in the background.

Text extraction (OCR)

ZIBRI automatically extracts text from PDFs and runs OCR on image files. Once processed, the note is indexed and available in Search and Chat. Processing usually takes a few seconds.

Attachments

A note's files are shown as cards above the note. Click one for a quick view (PDFs, Word, Excel, PowerPoint, images, audio and text open in place; use the arrows to step between files), or download or remove it from the card. Any note can take more files: use Attach above the files, or the paperclip in the note toolbar.

Storage

Storage usage is shown in Account settings. Both plans include generous storage for your notes, documents and meetings, under fair use. You shouldn't need to think about it.

Keyword search

Type a word or phrase into the search bar to find exact matches. Results are ranked by relevance and highlight matching text.

Semantic search

ZIBRI understands meaning, not just keywords. Searching for "notes on customer anxiety" will surface content about user concerns even if those exact words never appear. Semantic search is powered by vector embeddings stored in ChromaDB.

Unified search

One search covers everything you've captured — typed notes, uploaded files, and meeting transcripts — so you never need to search each separately.

Search from any page: press Ctrl + K (⌘ + K on a Mac), or click the shortcut badge on Search & Chat at the top of the sidebar. Use the arrow keys and Enter to open a result, or Ctrl/⌘ + Enter to open it in a new tab. Shift + Enter asks Zibri instead.

Starting a chat

Click Search & Chat at the top of the sidebar. Type a question or a few keywords and press Enter. ZIBRI answers from your knowledge base, and every related note is listed in the Related pane alongside the answer, with the notes the answer used marked. Click a note there, or a source under the answer, to read it without leaving the chat.

Sourced answers (RAG)

Answers are grounded in your actual content using Retrieval-Augmented Generation. Each response shows which notes it drew from. ZIBRI does not hallucinate facts from the open internet.

Chat threads

Each conversation is saved as a thread. Return to any past thread to continue where you left off. Threads retain full context across sessions.

Scoping to a vault

You can scope a chat to a specific vault so answers only draw from that vault's content. This is useful when you want focused responses on one project or topic area.

Custom prompts

Adjust the AI's tone and response style using custom system prompts in the chat settings. Useful for getting responses in a particular format (e.g. bullet points, formal reports).

No query limits

AI is part of every plan. There is no monthly count of questions and nothing to run out of. Normal personal use is covered by fair use.

Recording a meeting

Once you're signed in, the app sits in your system tray. It starts recording by itself when Zoom, Teams, Webex, Slack or a call in your browser uses your microphone, and stops shortly after the call ends. Record now records anything else; Stop and discard throws a recording away. In many places you must tell everyone on a call that you are recording it.

Recording from your browser

Open Record in the sidebar and press Record when the meeting starts. The recorder opens in a small window of its own, so you can keep using Zibri, or close the tab, while it listens; Record in the sidebar shows a red dot until you stop. Press Stop and save when the meeting ends (or Discard), in that window or on the Record page. Nothing to install, and it works on a phone too. To include the other side of a call held in another tab or app, turn on Include meeting audio: your browser asks what to share, so pick the meeting and tick Share audio (Chrome and Edge; Firefox and Safari record your microphone only). Keep the tab open while you record. The recording is uploaded every couple of minutes, so if the tab closes, what was already sent is still written up.

What you get

A note with a summary, key points, decisions and action items, then the transcript with your side and the other side marked. It is filed in the vault it fits best, or in Meetings. The app's window shows each meeting on its way: recorded, uploaded, transcribed, notes ready.

What happens to the audio

It is deleted as soon as it has been transcribed; only the note is kept. Computers signed in to the recorder are listed on your account page, where you can sign any of them out.

Audio files you already have

Upload an MP3, M4A, WAV or similar file from the Notes screen and it is transcribed into the note, usually within a few minutes. Meeting notes and transcripts are searchable and available in AI Chat like any other note.

Activity

A heatmap showing your note-taking activity over the past year — similar to a GitHub contribution graph. See which days you were most prolific and spot gaps in your capture habit.

Timeline

A chronological feed of all your notes, newest first. Useful for retracing what you were thinking about on a specific date.

Topics

AI-extracted topic clusters surfaced from across your knowledge base. See which themes appear most in your notes and jump to related content from any topic.

Sharing a note

1. Open the note and click the Share button
2. Optionally add a password and an expiration date
3. Copy the share link and send it to the recipient

Password protection

Share links can require a password. The recipient must enter the password to view the note. Passwords are hashed — ZIBRI staff cannot read them.

Managing shares

Go to My Shares in the sidebar to see all notes you've shared, who has viewed them, and revoke or extend access at any time.

Shared with Me

Notes others have shared with you appear in Shared with Me. You can read them in-app or save a copy to your own vaults.

Creating an agent

1. Go to Manage → Shared Agents in the sidebar
2. Click New Agent and select a vault as its knowledge source
3. Give it a name and optional system prompt to set its personality
4. Publish it — you get a shareable link like /s/agent/abc123

Public access

The agent page is publicly accessible without login. Visitors can ask the agent questions and it will respond based solely on the vault's content — never from outside sources.

Analytics

The Shared Agents screen shows how many queries each agent has received and what questions were asked. Useful for understanding what visitors care about.

Creating an initiative

Open Initiatives in the sidebar and add one with a name and a sentence about what it covers. That description is how the AI decides which notes belong to it. The first update also searches your older notes, so an initiative starts with its history filled in. Use Update with AI to run an update right away.

Reviewing suggested tasks

The AI never adds tasks to your list on its own. New tasks wait in a suggested tray above Open Tasks. Click to keep one or to dismiss it, or use Accept all / Dismiss all.

• Each initiative gets at most a few new suggestions a day. When something new relates to a task you already have, the AI updates that task instead of adding another.
• A dismissed suggestion is not suggested again.
• Suggestions you don't review disappear after a week.

Working a task

• Click any task to open its pane. There you can reword it, set a due date, say who it's waiting on, move it to another initiative, mark it complete, and see the notes behind it.
• Due dates. When a note gives a deadline ("by Friday", "before the Oct 14 workshop"), the AI sets it for you. Tasks show Overdue, Due soon, or the date. A task with a due date still ahead never goes stale.
• Board view. Use the toggle next to Open Tasks to see columns: Suggested, To do, Waiting on, and Done. Drag a card between columns to accept, complete, hand off, or reopen it. Zibri remembers your choice of list or board on each device.

Waiting on others

When someone else committed to an action in a meeting ("Jake will send the deck"), it goes under Waiting on others with their name, so you can follow up without it counting as your task. If one is really yours, click to move it to your tasks.

Keeping the list short

• Tidy up (next to Open Tasks) combines related tasks into one, moves other people's items to Waiting on, and shelves tasks that are past or no longer in play. Once a list grows past ten tasks, this also runs automatically once a week.
• A combined task shows combines N earlier tasks. Hover over it to see the originals.
• AI tasks that your notes haven't mentioned in three weeks move to Stale. Tasks you accepted or typed yourself never do. Click Restore to bring any stale task back.

Key decisions by theme

Decisions are grouped into a few theme cards, such as Platform & Tools or Team Structure. Each card shows how many decisions it holds and the latest one. Click a card to see every decision in it, newest first, with its date and the note it came from.

• New decisions are filed under an existing theme automatically. Edit a decision to move it to a different theme, or click the pencil next to a card's name to rename it.
• Tidy up also cleans up decisions. It merges duplicates and moves a decision that a later one replaced to Superseded, inside its card. Anything that wasn't really a decision, such as finished work, a finding, or something that belongs to another initiative, goes to Set aside.
• Superseded and set-aside decisions can be restored with one click.

Sending tasks to Asana

Zibri is where tasks come out of your notes; Asana can be where the work gets done. Open an initiative and click Asana, sign in to Asana once, and pick the project this initiative should send its tasks to.

• Accepted tasks go to the project. Your own tasks are assigned to you, and a task you're waiting on goes in unassigned, with the person's name in its description. Each task links back to its initiative in Zibri. Suggestions stay in Zibri until you accept them.
• With Send tasks automatically on, a task goes to Asana as soon as you accept or add it. Otherwise, use Send open tasks, or Send to Asana in a task's pane.
• Once a task is in Asana, Asana is in charge of it. Completing it, changing its due date, or renaming it there comes back to Zibri when you open the initiative, when you click Sync now, and every morning. The AI stops rewording or merging tasks that are in Asana. A task with an Asana chip is in Asana; click the chip to open it there.
• Post status update shares the initiative's health, its summary, and its latest decisions on the Asana project. Decisions themselves stay in Zibri.
• Unlinking a project or disconnecting Asana stops syncing, and doesn't delete anything in either Asana or Zibri.

Your edits win

Once you edit a task, a decision, or the status and summary, the AI leaves it alone (shown with a ). Deleting a task or decision keeps it from coming back. Drag tasks to set their priority; the morning briefing uses that order when it suggests what to work on next.

Adding an integration

Go to Manage → Integrations in the sidebar. Add an MCP server by providing its endpoint URL. ZIBRI will connect to it and make its resources available as importable content.

Browsing and importing

Once connected, browse the resources exposed by the MCP server and import selected items directly into a vault as notes.

Claude (claude.ai and the Claude desktop app)

1. Open Settings → Connectors and choose Add custom connector.
2. Name it Zibri and paste https://zibri.ai/mcp as the URL. Leave the OAuth fields empty.
3. Click Connect. Claude opens ZIBRI: sign in if asked, choose which vaults Claude can use, and click Allow.
4. In a chat, turn Zibri on from the tools menu and ask about your notes.

ChatGPT

Where your ChatGPT plan offers custom connectors (Settings → Connectors, with developer mode on), create one with the same address and OAuth sign-in. ChatGPT sends you to ZIBRI to allow it, the same way.

Claude Code, Cursor and apps that take a header

Use an API key from the Account page instead of signing in:

claude mcp add --transport http zibri https://zibri.ai/mcp \
  --header "Authorization: Bearer YOUR_API_KEY"

What it can reach, and turning it off

An app reaches only the vaults you chose when you allowed it (or the vaults on the API key). Initiatives and tasks are shared only with apps allowed all vaults. Every connected app is listed under Connected apps on the Account page, where Disconnect cuts it off at once. Connections work while your account is on Pro or in its trial, and pick up again when a lapsed plan is renewed.

Authentication

Generate an API key from the Account page. Pass it as a Bearer token on every request:

Authorization: Bearer zk_your_key_here

Each key can be scoped to specific vaults. The full key is shown only once at creation — save it securely.

Endpoints

{"query": "Sunday sermon outline", "limit": 10, "mode": "semantic"}

{"query": "Summarize my research notes from last month"}

Vault scoping

When creating an API key you can restrict it to specific vaults. All requests from that key are automatically limited to those vaults — useful for sharing access with a workflow that should only see one project's notes.

Common automation ideas

• Use n8n or Make to call /api/v1/chat weekly and send yourself a briefing email summarizing recent notes
• Feed /api/v1/search results into an AI writing tool to draft social posts from your research vault
• Pull the latest notes from /api/v1/notes into a blog-drafting workflow
• Connect any agent framework (LangChain, CrewAI, etc.) to query your knowledge base as a tool

Profile & password

Update your name, email address, and password from Account in the sidebar. Email changes require re-verification.

API keys

Generate an API key from the Account page to access ZIBRI programmatically. Send it as Authorization: Bearer <key>. The external API at /api/v1/ is read-only — search, ask, list and read notes and vaults — and a key reaches only the vaults you ticked when you made it. Keys work while your account is on Pro or in its trial.

Email forwarding

Forward emails to your personal ZIBRI inbox address (visible in Account) and they automatically become notes. Each note opens with a summary of the email and its attachments (who it's from, what's being asked, key dates and action items), with the email itself below and its files attached. Useful for saving threads, receipts, or anything you receive by email. Pro