Notion alternative: Open source tool for both offline and online use

Click here for the Dutch version of this article. To read it in another language, select your flag below, or scroll down to continue in English.

As an innovator, researcher, and professional who works daily with complex information and knowledge sharing, I regularly use Notion and Trello. These tools are versatile and allow you to manage notes, tasks, databases, and projects all in one place. Their interfaces are intuitive; for example, Notion’s block structure is flexible, and collaboration with others is seamless. However, after extensive use, I discovered a significant drawback: Notion is a fully online application. Without an internet connection, its functionality is severely limited, and it relies on a cloud environment over which you have no direct control. For those working on privacy-sensitive projects or in environments without constant internet access, this can be problematic.

For this reason, I began searching for an alternative to Notion that can be used both offline and online, preferably open source and self-hosted on my own server. This approach allows me to maintain control over my data and continue working regardless of my location or network connection.

For those unfamiliar with Notion and Trello: these are versatile tools excellent for team collaboration, but also very useful for clearly recording and organizing ideas, projects, and tasks. With Notion, for example, you can take notes, build databases, and share documents (https://www.notion.so), while Trello is best known for its visual boards that make managing workflows and tasks easy (https://trello.com). Both platforms are fully online and offer mobile apps, so you always have access to your projects and can collaborate from anywhere, whether on your computer, smartphone, or tablet. This ensures flexibility and productivity no matter where you are.

After thorough research, I identified ten promising alternatives. Each of these tools offers functionalities similar to Notion, but with their own unique features and strengths. Most can be found on GitHub or through their official websites. Installation ranges from simple desktop applications to advanced server configurations. Some are Markdown-based, while others offer a visual editor with blocks, similar to Notion. A key criterion in my selection was that they are available offline and provide a way to synchronize online, ideally via your own server or a peer-to-peer connection.

The tools that met my requirements include:

• Anytype: Offers partial open source support, works offline, has a Notion-like style, and stores data locally. Website: https://anytype.io – Offline downloads available on their website.
• AFFiNE: Fully open source, works offline, features a Notion-like interface, and supports local file storage. Website: https://affine.pro – Offline version available for download via their site and GitHub.
• Logseq: Open source, available offline, uses an outliner style, and stores data locally. Website: https://logseq.com – Desktop app can be installed for offline use.
• Obsidian: Not open source, works offline, is Markdown-based, and stores files locally. Website: https://obsidian.md – Offline desktop app available.

Other notable tools that also meet these criteria are:

• Joplin: An open source note-taking app with Markdown support, offline storage, and synchronization via your own server or the cloud. Website: https://joplinapp.org – Offline installation available.
• Trilium Notes: Open source, supports hierarchical notes, offline use, and can be hosted on your own server. Website: https://github.com/zadam/trilium – Desktop and server versions available.
• Zettlr: Open source Markdown editor with offline functionality, suitable for academic writing. Website: https://www.zettlr.com – Offline app available.
• Turtl: Open source, privacy-focused, supports offline work and self-hosting. Website: https://turtlapp.com – Offline downloads available.
• Boost Note: Open source, designed for developers, Markdown-based, supports offline and online use via your own server. Website: https://boostnote.io – Offline desktop version available.

AFFiNE: the best offline and online alternative to Notion and Trello

Upon further investigation, I concluded that AFFiNE currently best meets my needs. AFFiNE is an open source project that positions itself as a Notion alternative with full offline support and the option for self-hosting. The software can be downloaded from https://affine.pro and is also available on GitHub, allowing you to review, modify, or host the code yourself.

AFFiNE combines a modern, block-based interface with powerful document management features. You can combine text, tables, whiteboards, and tasks within a single workspace, both in the offline app and the online version. The desktop app works entirely offline, and all data is stored locally. This is ideal for use while traveling, in locations without a stable connection, or when you simply do not want to depend on external servers.

For those who also want online access to their workspace, there is the option to self-host AFFiNE using Docker. By running the server version on your own infrastructure, you can access your documents from anywhere in the world via a browser, without your data being stored on external cloud servers. Installation on your own server is done via a Docker Compose configuration, which means you can set up a working AFFiNE environment within minutes. You can also secure access with a domain and SSL certificate using Nginx and Let’s Encrypt.

Manual export and import is currently the simplest solution

At present, combining offline and online work in AFFiNE is mainly done manually. The simplest way to synchronize and connect offline and online environments is through manual export and import. AFFiNE does not yet support automatic synchronization between devices or between the offline app and the server. Until this functionality becomes available, there are several practical methods and tips you can use to keep your data as up-to-date as possible:

• First, you can export your work from the offline app as a file, usually with the extension .affine or .json. This file contains all your pages, notes, and databases, and serves as a complete backup of your work at that moment. You can then upload or import this file into the online version of AFFiNE, for example on your self-hosted server. This ensures that the changes you made offline are also available in the online environment.
• You should repeat this process regularly to ensure that both the offline and online environments remain synchronized. For example, at the end of each workday, or whenever you switch between offline and online work. Maintaining this manual synchronization requires some discipline and regularity.
• A useful tip is to use clear file names when exporting, such as including the date and time (for example, affine_backup_2025-07-11.json). This makes it easy to identify which version you saved and when, and helps prevent confusion. It is also wise to keep backups of these files in a secure location, such as encrypted cloud storage or an external hard drive, so you can always revert to earlier versions if needed.
• For those with more technical experience, there are alternatives to better connect offline and online data. For example, you can use tools like Syncthing, Nextcloud, or rsync to automatically synchronize the folder where AFFiNE stores your data locally with a folder on your server. This way, files are mirrored automatically without manual intervention. However, be aware that you may encounter conflicts if you make changes in both places at the same time, as AFFiNE does not yet have built-in conflict resolution.

A practical workflow could be to work offline on a project in the morning, export your work at the end of the day, and upload the file to your online server. The next day, you can continue working in the online version, or download the latest file to continue offline. This approach keeps your work synchronized without being completely dependent on an internet connection, combining the best of both worlds: full control, flexibility, and independence.

AFFiNE is aware of these challenges and is actively working on a future solution in which offline and online versions will synchronize automatically and in real time, including conflict management. Once this feature becomes available, it will be much easier to switch seamlessly between offline and online work without manual steps. Until then, good planning, regular export/import, and possibly the use of synchronization tools will help you get the most out of AFFiNE and keep your data safe and up to date.

In summary, AFFiNE offers exactly the balance I was seeking between user-friendliness, flexibility, security, and control. The combination of a rich offline experience and the option for online self-hosting makes it, in my view, the most future-proof solution.

Full control of your data with a hybrid (Gen)A) approach

If you’re interested in how to combine online (generative) AI tools with offline AI tools, so you can work entirely offline while maintaining full control over your data and privacy, read my previous blog here.

Disclaimer:
The tools mentioned are based on my personal experience and research. I do not receive any compensation for these recommendations and am not responsible for any damages or issues that may arise from their use. Use the tools at your own risk.

Tags:  AFFiNE | NotionAlternative | OfflineWork | SelfHosting | DataControl | OpenSourceTools | Productivity | KnowledgeSharing | Innovation | DigitalWorkplace | RemoteWork | TechTools | PrivacyFirst | WorkAnywhere | CollaborationTools | HybridWork | SecureData | OpenSourceSoftware | DigitalNomad | AIIntegration | WorkflowAutomation | CloudAlternative | PersonalData | DecentralizedApps | OfflineFirst | TechInnovation | WorkFlexibility | DataPrivacy | KnowledgeManagement | SoftwareTools