Quick Start
This guide covers every xTiles feature:
- Getting Started — Create account and basic setup
- How to Use Visual Organization — Arrange ideas on a flexible canvas
- How to Use Freelancer Dashboard — Track clients and projects in one view
- How to Use Student Workspace — Organize courses and assignments visually
- How to Use Marketing Agency Workspace — Manage campaigns and team content
- How to Use Project Planner — Plan timelines and track milestones
- How to Use Popular Templates — Start fast with ready-made layouts
- How to Use Content Blocks — Add rich media inside your tiles
- How to Use Nested Documents — Create multi-level pages in tiles
- How to Use Bi-directional Linking — Connect ideas across your workspace
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I’ve used xTiles for over 6 months and tested every feature covered here. This how to use xTiles tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.
xTiles is one of the most powerful visual workspace tools available today.
But most users only scratch the surface of what it can do.
This guide shows you how to use every major feature.
Step by step, with screenshots and pro tips.
xTiles Tutorial
This complete xTiles tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.
xTiles
Organize your ideas, projects, and life on one visual canvas. xTiles combines the best of whiteboards and text editors so you can think, plan, and create in one place. Start free — no credit card required.
Getting Started with xTiles
Before using any feature, complete this one-time setup.
It takes about 3 minutes.
Watch this quick overview first:
Now let’s walk through each step.
Step 1: Create Your Account
Go to the xTiles website at xtiles.app.
Click “Sign Up” or “Get Started Free.”
Enter your email and create a password.
You can also sign up with Google or Apple.
✓ Checkpoint: Check your inbox for a confirmation email.
Step 2: Download or Access the App
xTiles works on web, iOS, and Android devices.
Open your browser and go to app.xtiles.app.
Or download the mobile app from the App Store or Google Play.
Log in with your new account.
Here’s what the dashboard looks like:
✓ Checkpoint: You should see the main dashboard with your workspace.
Step 3: Complete Initial Setup
Choose your first workspace name (like “Work” or “Personal”).
Pick a template or start with a blank canvas.
Explore the sidebar to see projects and settings.
✅ Done: You’re ready to use any feature below.
How to Use xTiles Visual Organization
Visual Organization lets you arrange ideas on a flexible canvas using tiles.
Here’s how to use it step by step.
Watch Visual Organization in action:
Now let’s break down each step.
Step 1: Create a New Project
Click the “+” button in your workspace sidebar.
Name your project and select a blank canvas.
Step 2: Add and Arrange Tiles
Click anywhere on the canvas to add a new tile.
Type your text, add images, or paste links inside each tile.
Drag tiles to rearrange them in any layout you want.
✓ Checkpoint: You should see multiple tiles on your canvas.
Step 3: Customize Your Layout
Resize tiles by dragging their edges.
Use columns and grids to structure your information.
Add color labels to group related tiles together.
✅ Result: You now have a visual workspace tailored to your thinking style.
💡 Pro Tip: Use the side-by-side view to compare two sets of tiles at once. This works great for brainstorming sessions where you need to see competing ideas next to each other.
How to Use xTiles Freelancer Dashboard
Freelancer Dashboard lets you track clients, invoices, and deadlines in one view.
Here’s how to use it step by step.
Watch Freelancer Dashboard in action:
Now let’s break down each step.
Step 1: Open the Freelancer Template
Go to the template gallery from your dashboard.
Search for “Freelancer Dashboard” and click to apply it.
Step 2: Add Your Client Details
Click on any client tile to edit names and project info.
Add due dates, rates, and status labels for each project.
Use tabs to separate active clients from completed ones.
✓ Checkpoint: Each client should have its own tile with project details.
Step 3: Track Progress and Deadlines
Add checklists inside each client tile for task tracking.
Set due dates and enable desktop notifications for reminders.
✅ Result: You have a single dashboard showing all active freelance work.
💡 Pro Tip: Create a separate tab called “Pipeline” to track potential clients. Move them to “Active” once they sign on. This keeps your dashboard clean and focused.
How to Use xTiles Student Workspace
Student Workspace lets you organize courses, notes, and assignments visually.
Here’s how to use it step by step.
Watch Student Workspace in action:
Now let’s break down each step.
Step 1: Set Up Your Course Structure
Create a new project for each semester or course.
Use tabs to separate subjects within one project.
Step 2: Add Notes and Resources
Create tiles for lecture notes, readings, and assignment briefs.
Embed videos and links directly inside your tiles.
Use nested documents to keep detailed notes organized.
✓ Checkpoint: You should see each course with its own organized tile layout.
Step 3: Track Assignments and Deadlines
Convert text blocks into tasks with due dates.
Add checklists for multi-step assignments.
Check off tasks as you finish them.
✅ Result: All your coursework lives in one visual workspace.
💡 Pro Tip: Use the Inbox feature on mobile to capture quick ideas between classes. Process them later by dragging notes into the right course tiles.
How to Use xTiles Marketing Agency Workspace
Marketing Agency Workspace lets you manage campaigns and team content in one hub.
Here’s how to use it step by step.
Watch Marketing Agency Workspace in action:
Now let’s break down each step.
Step 1: Create Your Agency Hub
Set up a workspace called “Agency” or your company name.
Create separate projects for each client or campaign.
Step 2: Build Campaign Boards
Add tiles for content calendars, briefs, and deliverables.
Invite team members to collaborate in real time.
Use block-level comments for feedback on specific content pieces.
✓ Checkpoint: Your campaign board should show all assets and their status.
Step 3: Share and Present to Clients
Click the share button to generate a public link.
Clients can view without needing an xTiles account.
✅ Result: Your agency has a centralized workspace for every campaign.
💡 Pro Tip: Create a “Sprint Planning” tile inside each client project. Use it to plan weekly deliverables and track team progress at a glance.
How to Use xTiles Project Planner
Project Planner lets you map out timelines, milestones, and tasks visually.
Here’s how to use it step by step.
Watch Project Planner in action:
Now let’s break down each step.
Step 1: Choose the Project Planner Template
Go to the template gallery and select “Project Planner.”
Give your project a name and set the timeline.
Step 2: Break Down Your Project
Add tiles for each phase or milestone of your project.
Create subtasks within each tile using checklists.
Set due dates and assign tasks to team members.
✓ Checkpoint: You should see your full project broken into phases.
Step 3: Monitor and Update Progress
Check off completed tasks as your team finishes them.
Move tiles between columns to show status changes.
✅ Result: You have a clear visual map of your entire project.
💡 Pro Tip: Sync xTiles with Google Calendar through Zapier. This way, every due date you set in xTiles shows up on your calendar automatically.
How to Use xTiles Popular Templates
Popular Templates let you start any project with a pre-built layout.
Here’s how to use them step by step.
Watch Popular Templates in action:
Now let’s break down each step.
Step 1: Browse the Template Gallery
Click “Templates” from your dashboard or sidebar.
Browse categories like productivity, education, and brainstorming.
Step 2: Apply a Template
Click on any template to preview its layout.
Hit “Use Template” to add it to your workspace.
The template creates a new project with pre-built structure.
✓ Checkpoint: The template should appear as a new project in your sidebar.
Step 3: Customize to Your Needs
Edit tile labels, add your own content, and rearrange the layout.
Delete tiles you don’t need and add new ones.
Save your customized version as a personal template.
✅ Result: You’ve created a personalized workspace from a template in minutes.
💡 Pro Tip: Try the “Second Brain” template for a complete personal knowledge system. It uses the PARA method to sort everything by projects, areas, resources, and archives.
How to Use xTiles Content Blocks (Tiles)
Content Blocks let you add different types of media inside your tiles.
Here’s how to use them step by step.
Each tile can hold text, images, videos, links, files, and more.
Now let’s break down each step.
Step 1: Add a New Content Block
Click inside any tile and press the “+” icon.
Choose from text, image, video, link, file, or checklist.
Step 2: Mix Different Content Types
Add a heading block at the top of your tile for context.
Drop in images or screenshots below the heading.
Paste links that auto-preview with thumbnails and descriptions.
✓ Checkpoint: Your tile should contain multiple block types stacked together.
Step 3: Rearrange Blocks Within a Tile
Drag blocks up or down to reorder them inside the tile.
Delete blocks you don’t need by clicking the trash icon.
✅ Result: You have rich, multimedia tiles that combine all your information in one place.
💡 Pro Tip: Use the web clipper browser extension to save entire articles as content blocks. This pulls in the title, image, and description automatically.
How to Use xTiles Nested Documents
Nested Documents let you create multi-level pages inside a single tile.
Here’s how to use them step by step.
Think of nested documents as folders within folders.
Now let’s break down each step.
Step 1: Create a Nested Document
Click inside any tile and select “Add Page” or “Nest Document.”
A new sub-page opens within the parent tile.
Step 2: Build Your Document Hierarchy
Add text, images, and checklists inside the nested page.
Create additional levels by nesting pages inside nested pages.
Use this for detailed project documentation or research notes.
✓ Checkpoint: You should see a clickable link inside the parent tile leading to the nested page.
Step 3: Navigate Between Levels
Click the breadcrumb trail at the top to move between levels.
Use the sidebar to see the full document tree at a glance.
✅ Result: You have a clean workspace where details stay hidden until you need them.
💡 Pro Tip: Use nesting for meeting notes. Create one parent tile per project, then nest a new page for each meeting. This keeps your workspace clean while preserving every detail.
How to Use xTiles Bi-directional Linking
Bi-directional Linking lets you connect tiles so they reference each other automatically.
Here’s how to use it step by step.
This creates a web of connected knowledge across your workspace.
Now let’s break down each step.
Step 1: Create a Link Between Tiles
Type “@” inside any tile to search for another tile or page.
Select the target tile from the dropdown menu.
Step 2: View Backlinks
Open the linked tile to see which other tiles reference it.
Backlinks appear automatically at the bottom of the tile.
Click any backlink to jump directly to the source tile.
✓ Checkpoint: Both tiles should show links pointing to each other.
Step 3: Build a Knowledge Graph
Link related tiles across different projects and workspaces.
Over time, your links form a connected map of your knowledge.
✅ Result: Your ideas are connected across projects, making it easy to find related information.
💡 Pro Tip: Link every meeting note to its related project tile. This way, you can always trace decisions back to the meeting where they were made.
xTiles Pro Tips and Shortcuts
After testing xTiles for over 6 months, here are my best tips.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Create new tile | Ctrl + N (Cmd + N on Mac) |
| Open search / Spotlight | Ctrl + K (Cmd + K on Mac) |
| Bold text | Ctrl + B (Cmd + B on Mac) |
| Create checklist | Type “[]” then Space |
Hidden Features Most People Miss
- Spotlight Search: Press Ctrl+K to instantly find any tile, project, or note across your entire workspace without scrolling.
- Browser Extension Web Clipper: Install the xTiles extension to save articles, videos, and images from any website with one click.
- Bi-directional Linking: Link tiles together so changes in one tile reflect across connected projects. Perfect for building a knowledge graph.
xTiles Common Mistakes to Avoid
Mistake #1: Putting Everything in One Project
❌ Wrong: Dumping all your notes, tasks, and ideas into a single project.
✅ Right: Create separate workspaces for “Work” and “Personal,” then use projects within each for specific topics.
Mistake #2: Ignoring Templates
❌ Wrong: Starting every project from a blank canvas and spending time building structure.
✅ Right: Browse the 100+ templates first. Customize one instead of building from scratch.
Mistake #3: Not Using the Inbox for Quick Capture
❌ Wrong: Opening full projects on mobile just to jot down a quick idea.
✅ Right: Use the Inbox feature to capture ideas fast. Sort them into projects later at your desk.
xTiles Troubleshooting
Problem: Tiles Not Syncing Across Devices
Cause: Poor internet connection or outdated app version.
Fix: Check your Wi-Fi, then update xTiles to the latest version. Force-close and reopen the app.
Problem: Shared Workspace Not Visible to Team Members
Cause: Free plan limits you to sharing one workspace.
Fix: Upgrade to the Plus or Team plan. Then re-send the invite link to your team members.
Problem: Browser Extension Not Saving Content
Cause: Extension permissions not granted or browser blocking pop-ups.
Fix: Reinstall the extension and allow all requested permissions. Disable any pop-up blockers for xTiles.
📌 Note: If none of these fix your issue, contact xTiles support through their in-app chat or help center.
What is xTiles?
xTiles is a visual workspace tool that helps you organize ideas, projects, and notes on a flexible canvas.
Think of it like a digital whiteboard combined with a powerful text editor.
Watch this quick overview:
It includes these key features:
- Visual Organization: Arrange ideas using drag-and-drop tiles on an endless canvas.
- Freelancer Dashboard: Track clients, projects, and deadlines from one hub.
- Student Workspace: Organize courses, notes, and assignments in a visual layout.
- Marketing Agency Workspace: Manage campaigns, content, and team collaboration.
- Project Planner: Map out timelines, tasks, and milestones visually.
- Popular Templates: Start any project with 100+ ready-made layouts.
- Content Blocks: Add text, images, videos, links, and files inside any tile.
- Nested Documents: Create multi-level pages hidden inside parent tiles.
- Bi-directional Linking: Connect tiles that reference each other automatically.
For a full review, see our xTiles review.
xTiles Pricing
Here’s what xTiles costs in 2026:
| Plan | Price | Best For |
|---|---|---|
| Free | $0 | Individuals exploring the platform |
| Plus | $8.25/month/user | Solo users who need more storage and workspaces |
| Family | $12.42/month/3 users | Families or small groups sharing one plan |
| Team | $24.92/month/team | Teams needing full collaboration features |
Free trial: Yes, the Free plan is available forever with core features included.
Money-back guarantee: Contact support for refund details on paid plans.
💰 Best Value: Plus plan — gives you unlimited workspaces, premium templates, and full storage for just $8.25/month.
xTiles vs Alternatives
How does xTiles compare? Here’s the competitive landscape:
| Tool | Best For | Price | Rating |
|---|---|---|---|
| xTiles | Visual note-taking and planning | $8.25/mo | ⭐ 4 |
| Notion | All-in-one workspace | $10/mo | ⭐ 4.5 |
| Capacities | Object-based note-taking | $9.99/mo | ⭐ 4.2 |
| Craft | Beautiful document creation | $4.79/mo | ⭐ 4.3 |
| ClickUp | Project management | $7/mo | ⭐ 4.3 |
| Coda | Docs that work like apps | $10/mo | ⭐ 4.3 |
| Anytype | Privacy-first workspace | $4/mo | ⭐ 4.1 |
| AFFiNE Pro | Open-source workspace | $6.75/mo | ⭐ 4.1 |
Quick picks:
- Best overall: Notion — most complete workspace with databases, wikis, and AI
- Best budget: Anytype — privacy-first workspace starting at just $4/month
- Best for beginners: xTiles — shortest learning curve with visual drag-and-drop
- Best for teams: ClickUp — full project management with tasks, docs, and goals
🎯 xTiles Alternatives
Looking for xTiles alternatives? Here are the top options:
- 🚀 Notion: The gold standard for all-in-one workspaces with databases, wikis, AI writing, and 100+ integrations for any team size.
- 🧠 Capacities: Object-based note-taking that links people, meetings, and ideas into a connected knowledge graph.
- 🎨 Craft: Stunning document creation with native Apple design and real-time collaboration for beautiful notes and reports.
- ⚡ ClickUp: Full project management platform with tasks, docs, goals, time tracking, and dashboards built for growing teams.
- 🔧 Coda: Creates docs that behave like apps with tables, buttons, and automations for custom team workflows.
- 🔒 Anytype: Privacy-first workspace where your data stays on your device with peer-to-peer sync and no cloud storage.
- 🌟 AFFiNE Pro: Open-source alternative combining docs, whiteboards, and databases in one privacy-focused platform.
- 💰 Obsidian: Free, local-first markdown editor with a massive plugin library and powerful bi-directional linking for knowledge management.
- 🏢 Asana: Enterprise-grade project management with timelines, portfolios, goals tracking, and AI-powered workflow automation.
- 📊 Airtable: Spreadsheet-database hybrid that powers custom apps, automations, and integrations for data-driven teams.
- ⭐ Monday: Visual project management with colorful boards, automations, and dashboards that make team tracking simple.
- 🎯 LaunchNotes: Dedicated product communication platform for changelogs, release notes, and roadmap sharing with users.
For the full list, see our xTiles alternatives guide.
⚔️ xTiles Compared
Here’s how xTiles stacks up against each competitor:
- xTiles vs Notion: Notion has more depth with databases and AI, but xTiles is easier to learn and more visually flexible for creative work.
- xTiles vs Capacities: Capacities excels at connecting knowledge objects, while xTiles offers a more freeform visual canvas for brainstorming.
- xTiles vs Craft: Craft creates more polished documents, but xTiles gives you more freedom to arrange content spatially on a canvas.
- xTiles vs ClickUp: ClickUp is better for complex project management, while xTiles wins for visual planning and note-taking simplicity.
- xTiles vs Coda: Coda is more powerful for building app-like docs with automations, while xTiles keeps things visual and straightforward.
- xTiles vs Anytype: Anytype prioritizes privacy with local storage, while xTiles focuses on visual collaboration and cloud-based teamwork.
- xTiles vs AFFiNE Pro: AFFiNE is open-source and developer-friendly, while xTiles is more polished and accessible for non-technical users.
- xTiles vs Obsidian: Obsidian stores everything locally in markdown, while xTiles offers a more visual, cloud-synced experience with real-time collaboration.
- xTiles vs Asana: Asana is an enterprise project management tool with advanced reporting. xTiles is better for visual planning and personal productivity.
- xTiles vs Airtable: Airtable shines with structured data and automations. xTiles is better for freeform visual thinking and creative workflows.
- xTiles vs Monday: Monday offers more project tracking features for teams. xTiles provides a cleaner visual canvas for individual planning.
- xTiles vs LaunchNotes: LaunchNotes focuses on product communication and changelogs. xTiles is a general-purpose visual workspace for any project type.
Start Using xTiles Now
You learned how to use every major xTiles feature:
- ✅ Visual Organization
- ✅ Freelancer Dashboard
- ✅ Student Workspace
- ✅ Marketing Agency Workspace
- ✅ Project Planner
- ✅ Popular Templates
- ✅ Content Blocks
- ✅ Nested Documents
- ✅ Bi-directional Linking
Next step: Pick one feature and try it now.
Most people start with Visual Organization.
It takes less than 5 minutes.
Frequently Asked Questions
How does xTiles work?
xTiles gives you a visual canvas where you create movable tiles. Each tile holds text, images, links, or files. You drag and drop tiles to arrange information any way you want. The platform syncs across all your devices in real time.
Is xTiles easy to learn?
Yes, xTiles has one of the shortest learning curves of any workspace tool. Most users get comfortable within 5 to 10 minutes. The drag-and-drop interface is self-explanatory, and templates help you start fast without building from scratch.
How do I get started with xTiles?
Sign up for free at xtiles.app using your email, Google, or Apple account. Choose a workspace name, pick a template or start blank, and begin adding tiles. The free plan includes unlimited blocks, projects, and 100+ templates.
How to use xTiles for school?
Create a project for each course or semester. Use tiles to organize lecture notes, readings, and assignments. Add due dates to track deadlines and use checklists for multi-step projects. The Student Workspace template gives you a ready-made structure.
Can I use xTiles for free?
Yes, xTiles offers a free plan that lasts forever. It includes unlimited blocks, projects, 100+ templates, one shared workspace, and three personal workspaces. You only need to upgrade if you want more shared workspaces or team collaboration features.
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