· · Daniel A
Why I Switched from Notion to SimplyBoard
Switching from Notion to SimplyBoard solves the "maintenance tax" of complex hierarchies. While Notion excels at team collaboration, SimplyBoard offers a faster, search-first experience with zero-knowledge AES-256 encryption. It is designed for users who need to find notes instantly, work offline, and ensure their data remains private and client-side encrypted.
I switched from Notion to SimplyBoard because I realized I was spending more time maintaining a complex hierarchy of databases than actually retrieving my information. While Notion is a powerful all-in-one workspace for teams, its reliance on slow-loading cloud pages and a lack of default zero-knowledge encryption made it a bottleneck for my personal productivity and security. SimplyBoard solved this by providing instant, fuzzy search over client-side encrypted notes that work perfectly offline.
For years, I was a Notion power user. I had databases linked to databases, custom icons for every folder, and templates for my templates. My workspace was a work of art, but it was also a labyrinth. Every time I needed a specific Docker command or a snippet of client feedback, I found myself clicking through three levels of pages or waiting for the "Search" bar to index.
The Problem with the All-in-One Workspace
Notion is designed to be a "second brain," a concept that has gained massive popularity in the personal knowledge management space. It excels at being a blank canvas where you can build almost anything.
- The Hierarchy Trap: Notion forces you to decide where a note lives before you write it. You have to choose a workspace, a page, and perhaps a database row.
- The Maintenance Tax: When your system is built on complex relations and rollups, you spend your weekends "fixing" your setup rather than doing actual work.
- The Speed Ceiling: Because Notion is a heavy, web-based application, every page transition requires a round-trip to the server. Even with a fast connection, the "loading shimmer" becomes a constant companion.
In contrast, SimplyBoard treats your notes as a flat, searchable pool of data. There is no "where does this go?" · there is only "what is this about?"
Search-First vs. Navigation-First
The biggest shift in my workflow was moving from a navigation-first mindset to a search-first one. In Notion, I would navigate to Work > Clients > Acme Corp > Meetings to find a note. In SimplyBoard, I just hit a key and type acme meet.
SimplyBoard uses an instant fuzzy search that is ranked by usage. This means the notes I access most frequently naturally float to the top of the results. Because the app uses an encrypted IndexedDB cache, the search happens entirely on my local machine. There is no "Searching..." spinner. The results appear as I type, typically in under 100 milliseconds.
This keyboard-first design removes the cognitive load of remembering where I filed something. If I can remember a single word from the note, I can find it.
Privacy and the Zero-Knowledge Standard
As a developer and consultant, I often store sensitive information: API keys, server configurations, and private client notes. One of the primary reasons I looked for alternatives to Notion was the privacy model.
Notion's data is encrypted at rest and in transit, but it is not end-to-end encrypted (E2EE) by default. This means that, technically, Notion employees or automated systems could access the content of your notes. For many, this is a dealbreaker when it comes to enterprise security.
SimplyBoard is built on a zero-knowledge architecture. Here is how it works:
- Local Encryption: Every entry is encrypted in your browser using AES-256-GCM.
- Key Derivation: Your encryption key is derived from your password using Argon2id, a memory-hard function that protects against brute-force attacks.
- No Server Access: The SimplyBoard servers only ever see encrypted blobs of data. They do not have your password and cannot reset it.
- Recovery: Because the company cannot read your notes, the only way to recover access if you lose your password is a one-time recovery code provided during setup.
This level of client-side encryption gives me the peace of mind to store command snippets and credentials without worrying about data breaches or unauthorized access.
Speed and Offline Reliability
We have all been there: you are in a meeting or on a train with spotty Wi-Fi, and you need to check a note. Notion's "offline mode" has historically been a point of frustration for users. If the page isn't already cached in your browser session, you are often stuck looking at a loading screen.
SimplyBoard was built with an offline-first architecture. Because it maintains a full encrypted cache of your notes on your device, the app opens instantly regardless of your internet connection. You can search, edit, and create new notes while offline. Once you reconnect, the app syncs your changes using a "last-write-wins" resolution strategy.
This makes it the ideal notes app that works offline for people who travel or work in environments with unreliable connectivity.
What SimplyBoard Replaces (And What It Doesn't)
I didn't just replace Notion; I replaced a suite of tools that were cluttering my digital life. SimplyBoard’s multi-view system allows it to act as several apps in one:
- List View: Replaces Apple Notes or Google Keep for quick thoughts.
- Board View: Replaces Trello for simple task tracking and kanban workflows.
- Canvas View: Replaces Miro for visual brainstorming and mapping out ideas.
- Editor View: A clean, Markdown-ready environment for long-form writing.
However, I still use Notion for one specific thing: collaborative team wikis. If you need a tool where twenty people are editing a shared database with complex permissions, Notion is still the industry leader. But for my personal knowledge, my private projects, and my API key management, SimplyBoard is the superior choice.
The Migration Process
Moving away from a tool you've used for years is daunting. This means your data is always exportable and never locked into a proprietary format.
If you are considering the switch, I recommend starting small. Don't try to move your entire Notion workspace in one day. Start by using SimplyBoard for your "Daily Notes" or your "Code Snippets." Once you experience the speed of the instant search, you will find yourself naturally reaching for Notion less and less.
For a step-by-step guide on moving your data, check out our Notion migration guide.
Final Thoughts
The switch from Notion to SimplyBoard wasn't just about changing software; it was about changing my relationship with information. I stopped being a librarian and started being a creator again. I stopped organizing and started finding.
If you find yourself overwhelmed by the complexity of your current setup, or if you are concerned about the privacy of your digital life, it might be time to simplify. SimplyBoard is free to start, and it might just be the last notes app you ever need.
· A recovering Notion power user
Frequently asked questions
What is SimplyBoard and how does it differ from Notion?
SimplyBoard is a search-first, private note-taking app. Unlike Notion, which uses a hierarchical folder structure, SimplyBoard uses instant fuzzy search to find notes across multiple views (List, Board, Canvas, Editor). It features zero-knowledge, client-side encryption (AES-256-GCM), meaning only you can access your data. It is built for speed, offline reliability, and users who prioritize privacy over complex database relations.
Is SimplyBoard more secure than other note-taking apps?
SimplyBoard uses a zero-knowledge encryption model. Your notes are encrypted in your browser using AES-256-GCM before they are sent to the server. The encryption key is derived from your password using Argon2id. Because the company never sees your password or the unencrypted data, they cannot read your notes or provide a server-side password reset. A one-time recovery code is your only backup.
Can I use SimplyBoard offline?
Yes. SimplyBoard is designed with an offline-first architecture. It maintains an encrypted IndexedDB cache on your device, allowing you to open the app, search your entire library, and edit notes without an internet connection. Once you are back online, the app automatically syncs your changes to the server using a last-write-wins conflict resolution strategy, ensuring your data is consistent across devices.
Should I choose SimplyBoard or stay with Notion?
SimplyBoard is ideal for individuals, developers, and power users who need a fast, private way to store snippets, notes, and tasks. It is a great alternative for those who find Notion too slow or complex. However, Notion remains a strong choice for large teams requiring complex database relations, granular permissions, and public-facing wikis, which are not the primary focus of SimplyBoard.
How does the search functionality work in SimplyBoard?
SimplyBoard uses a "search-first" philosophy. Instead of clicking through folders, you use an instant fuzzy search ranked by usage. This allows you to find any note, task, or canvas by typing a few characters. Because the search runs against a local encrypted cache, results appear in under 100ms, making it significantly faster than cloud-based search in tools like Notion or Evernote.
Does SimplyBoard support Markdown and data export?
SimplyBoard stores all content as plain text or Markdown, ensuring your data is never locked into a proprietary format. You can export your notes at any time. This makes it easy to migrate your data to other tools in the future or keep a local backup of your knowledge base in a human-readable format, supporting long-term data portability.
