User Guide – how to use the Second Brain Box note-taking app
Second Brain Box is a private note-taking app and digital journal. It brings your notes, ideas, journal, projects and tasks together in one private place. This guide explains step by step how to get started, capture thoughts by voice, search your notes with AI and keep your data safe.
Your data is yours alone
- No other user can see your notes, journal, projects or tasks.
- The lock is in the database itself, not just on the screen.
- Even the administrator cannot see your content – only your email, account status and counts.
- The AI never changes your data without your approval.
- You can export all your data at any time.
1. Getting started
- Press Get started on the homepage and create an account with your email or a Google account.
- Confirm your email address from the message you receive.
- Your account waits for administrator approval. You can sign in right after approval.
- If you like, turn on face login (Face ID / Windows Hello) in Settings.
2. Notes and ideas
- Create a note from the Notes page or with quick search (Ctrl K).
- Type / to open the command menu: headings, lists, tasks and templates.
- Link notes by typing [[Note name]]. Links appear on the Graph page.
- Pin important notes as favourites so they show up in the menu.
3. Daily journal
- Every day has its own entry. Your writing saves itself as you type.
- You can dictate text with the microphone button.
- In the evening at 11 pm, the AI adds a short summary of the day.
4. Projects and tasks
- Create a project and add tasks to it. Tasks appear on a board: To do – In progress – Done.
- Give a task a priority and a deadline. The completion date is stored when you move a task to Done.
- On Mondays the AI suggests tasks that could be marked done – you decide.
5. Ask the AI and search
- On the Ask page you can ask anything about your own notes. Answers show their sources.
- The AI uses only your own data – never other users'.
- In Settings you can add questions that are asked automatically every week.
6. Import, backup and voice capture
- On the Import page you can bring in ChatGPT and Claude conversations as ZIP files.
- The Export as Markdown button downloads all your data as a ZIP. Settings lets you restore a backup.
- Instructions for Apple Watch / iPhone dictation and your personal capture key are in Settings.
Frequently asked questions
- Can other users see my data?
- No. Every account's data is locked to that account in the database itself. Another user cannot see your notes, journal, projects or tasks.
- Can the administrator see my notes?
- No. The administrator only sees an email address, account status, latest sign-in and a note count – never the content.
- Why can't I sign in right away?
- New accounts are approved manually for security. You get in as soon as the administrator has approved your account.
- Does the AI change my data on its own?
- No. The AI only suggests changes, and they happen only after you approve them in Settings → Learning. The only exception is the evening journal summary.