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RiQS IT (Whiteboard / Notes)

In one sentence: RiQS IT is a digital whiteboard for quick sticky notes, either private or shared with everyone in your unit. Menu: Not in the left menu. Open it with the round RiQS-It button in the bottom-right corner of every screen. · Status: Live

What it is

Think of the sticky notes on the fridge or the notice board in the staff room. RiQS IT is the same idea, inside RIQS. It is meant for short, informal messages: "Printer toner is ordered", "Team meeting moved to Thursday", or a personal reminder.

There are two whiteboards:

  • Personal: your private board. Only you can see it.
  • Unit: a shared board for everyone in your current unit.

RiQS IT opens as a panel that slides in from the right. You can keep working on the page behind it. You can drag the button anywhere on the screen. You can also make the panel wider or narrower, or open it full screen.

Key terms

Term Meaning
Note A small card on a whiteboard with an optional title, text, colour and attachments.
Personal whiteboard Your own board. Nobody else can see it.
Unit whiteboard The shared board of the unit you are working in.
Pinned note A note on the unit whiteboard that is fixed at the top. Nobody can move it while it is pinned.
Mention Typing @ and a colleague's name in a note or comment. The colleague is notified.
Badge The red number on the RiQS-It button. It shows unread notes on the unit whiteboard.

Who uses it

Role What they typically do here
RiQS Administrator Can open the unit whiteboard of a unit they choose, read only. Has no personal whiteboard.
Group Administrator Personal notes. Writes and comments on the unit whiteboard.
Administrator Personal notes. Writes and comments on the unit whiteboard.
Power User Moderates the unit whiteboard: pins important notes, tidies up, removes old notes.
Management Moderates the unit whiteboard, like the Power User.
Professional Personal notes. Writes and comments on the unit whiteboard.

How it works

Write note → Save → (unit board) colleagues are notified → comment / pin / move → delete when no longer needed

  • A new note goes onto the board you are looking at (Personal or Unit).
  • Notes keep their place on the board, also after you log out.
  • On the unit whiteboard, every note shows who wrote it and when. On the personal whiteboard, it shows the date.
  • When someone adds a note to the unit whiteboard, all other unit members see a badge on the RiQS-It button. Clicking the badge opens the Unit tab. When you open the unit board, the notes count as read.
  • Pinned notes stay at the top in a Pinned section.

How to …

How to open RiQS IT

Who can do this: all roles 1. Click the round RiQS-It button in the bottom-right corner. 2. Choose the Personal or Unit tab. 3. Use Expand for full screen, drag the left edge to resize, or click Close.

Result: The whiteboard opens on top of the page you were on.

How to write a note

Who can do this: Group Administrator, Administrator, Power User, Management, Professional 1. Open the board you want and click Add Notes. 2. Type a title (up to 50 characters) and your text. You can use Bold, Italic, alignment and checklists. 3. Pick a background colour. 4. Optional: click Attach to add a file from RiQS-Pedia, Upload from device, or Upload image. 5. Optional: type @ and a name to mention a colleague. 6. Click Done.

Result: The note appears on the board. On the unit board, colleagues get a notification.

How to comment on a note

Who can do this: Group Administrator, Administrator, Power User, Management, Professional 1. On the unit whiteboard, open the note's menu (More options) and choose Add Comments. 2. Type your comment and click Comment. You can Reply to other comments.

Result: The note shows how many comments it has.

How to pin a note

Who can do this: Power User, Management 1. On the unit whiteboard, open the note's menu. 2. Choose pin (or unpin).

Result: The note moves to the Pinned section and cannot be moved by anyone.

How to move or delete a note

Who can do this: moving: the author of the note (Group Administrator, Administrator, Power User, Management, Professional); Power User and Management also for other users' notes on the unit whiteboard. Deleting: the author; Power User and Management also any note on the unit whiteboard. Nobody can move a pinned note. 1. Drag the note to a new place on the board. Or open its menu and choose delete. 2. Confirm the deletion.

Result: The new order is saved for everyone, or the note is removed.

Rules to know

  • Personal notes are private. Only the author sees them.
  • Unit notes are shared with all members of the unit you are working in. If you switch unit, you see that unit's board.
  • Only the author can edit a note or a comment.
  • Deleting:
  • Everyone can delete their own notes and comments.
  • Power User and Management can delete any note or comment on the unit whiteboard.
  • Moving:
  • Everyone can move their own notes.
  • Power User and Management can also move other people's notes on the unit whiteboard.
  • A pinned note cannot be moved by anyone, not even its author.
  • Pinning is only for Power User and Management.
  • Notifications come only from the unit whiteboard. A mentioned person sees the note highlighted.
  • RiQS Administrator can only read. They pick a unit and see its unit whiteboard. They have no personal board and cannot write, comment, move or delete.
  • External users (for example people reporting from outside) do not see RiQS IT.

Who can do what

Action RiQS Administrator Group Administrator Administrator Power User Management Professional
See the RiQS-It button ✅ ✅ ✅ ✅ ✅ ✅
Personal whiteboard: see, create, edit, move, delete own notes ❌ ✅ ✅ ✅ ✅ ✅
Unit whiteboard: see notes ✅ (read only) ✅ ✅ ✅ ✅ ✅
Unit whiteboard: see author, date and time of a note primary unit only primary unit only primary unit only primary unit only primary unit only primary unit only
Unit whiteboard: create a note ❌ ✅ ✅ ✅ ✅ ✅
Unit whiteboard: edit own note ❌ ✅ ✅ ✅ ✅ ✅
Unit whiteboard: delete own note ❌ ✅ ✅ ✅ ✅ ✅
Unit whiteboard: delete any note ❌ ❌ ❌ ✅ ✅ ❌
Move own note (not pinned) ❌ ✅ ✅ ✅ ✅ ✅
Move other users' notes (not pinned) ❌ ❌ ❌ ✅ ✅ ❌
Move a pinned note ❌ ❌ ❌ ❌ ❌ ❌
Pin / unpin a note ❌ ❌ ❌ ✅ ✅ ❌
Add a comment ❌ ✅ ✅ ✅ ✅ ✅
See comments primary unit only primary unit only primary unit only primary unit only primary unit only primary unit only
Receive unit whiteboard notifications ❌ ✅ ✅ ✅ ✅ ✅
Note highlighted in colour when mentioned ❌ if mentioned if mentioned if mentioned if mentioned if mentioned
Expand, resize, full screen ✅ ✅ ✅ ✅ ✅ ✅

Connected modules

Open questions

  • The rights sheet says the unit board shows author, date and comments "only in the primary unit". What do users see on the unit board of a unit that is not their primary unit?
  • Deleting other people's comments. The rights sheet does not cover deleting comments. This page assumes the same rule as for notes (Power User and Management). Older technical notes say "Professional and Management". Which roles may delete any comment?

Last reviewed: 2026-10-26