How Syncing and Mobile Access Work in Trilium Notes

Updated

Trilium Notes syncs through a server instance you run yourself or use in the cloud, and you reach your notes on a phone through a Progressive Web App (PWA) that connects to that server. Local desktop use needs no account and works offline, but syncing across devices and mobile access both depend on having a server available. If you only ever use one computer, you can skip the server entirely.

The two ways to run Trilium

Setup What it involves Sync and mobile access
Local only Trilium runs on your desktop; notes stay on that machine No cross-device sync; no phone access to the same notes
With a server Trilium runs on a self-hosted or cloud instance Notes sync across devices; mobile access via PWA

The project describes itself as usable locally on your desktop or synced with a self-hosted server "to keep your notes everywhere you go." The server is the hub: devices sync to it rather than to each other directly.

How syncing works in practice

  1. Set up the server instance. Run Trilium on a machine you control (self-hosted) or on a cloud instance. This instance holds the shared copy of your notes.
  2. Connect each device to it. Point your desktop clients at the server so changes flow both ways.
  3. Work as usual. Notes are periodically saved in the background, and revisions can be reviewed or used to undo accidental changes. Revisions can also be created on demand.

The practical consequence: the server must be reachable for sync to happen. A desktop that has been offline keeps working locally, but its changes only reach other devices once it can talk to the server again.

Mobile access through a PWA

On a phone, you don't install a separate native app from the project's site — you open the server's web interface and add it to your home screen as a PWA. From there it behaves like an app: you browse and edit notes that live on the server.

This means mobile access inherits the server's availability. If the server is down or unreachable, the phone can't load your notes. It also means the server's sign-in settings are what protect your notes on mobile.

Sign-in and security on the server

Because the server is the front door to your notes, Trilium offers two ways to secure it:

  • Multi-factor authentication (TOTP) — add a time-based one-time code on top of your password.
  • OpenID Connect — sign in through your identity provider instead of managing a separate password.

For sensitive content, individual notes can also be encrypted and locked behind a password-protected session. That protection travels with the note, so it applies wherever you open it.

What you can do once synced

A server unlocks more than sync:

  • Publish a read-only website. Any subtree of your notes can be published as a public site that anyone can browse without an account.
  • Use the REST API. Read, create, and update notes over HTTP for automations and third-party integrations.
  • Clip from the browser. The web clipper extension grabs pages or screenshots and places them directly into Trilium.

Choosing your setup

  • Pick local-only if your notes live on one machine and you don't need them on a phone. It's the simplest path and needs no account.
  • Pick a self-hosted server if you want sync, mobile access, publishing, and API access while keeping the data on hardware you control. You take on running and securing that machine.
  • Pick a cloud instance if you want the same features without maintaining a server, accepting that the instance is hosted elsewhere.

Whichever you choose, the note structure stays the same: notes are arranged hierarchically with sub-notes instead of folders, and a single note can appear in multiple places in the tree. That structure is what syncs — so organizing on your desktop shows up the same way on your phone.