Joplin Sync: Notes, Tasks & Links Across Devices

Joplin does not automatically keep every note, task, and link perfectly synced out of the box—you must first configure a sync target, and even then, certain features (like the built-in task list) sync only as part of a note, not as a standalone database. Once you set up a sync method (Nextcloud, Dropbox, OneDrive, or the Joplin Server), your notes, notebooks, tags, and attachments are synchronized across all your devices, with end-to-end encryption available as an option. This article explains exactly what syncs, what doesn’t, how to set it up, and the common pitfalls that break the “perfect” promise.

What Joplin Syncs (and What It Doesn’t)

Joplin syncs the core objects of your note database: notes, notebooks (folders), tags, and resources (images, PDFs, and other file attachments). It also syncs the metadata that links them—for example, which note is in which notebook, which tags are applied, and the order of notes. The sync is bi-directional: changes made on any device are merged, and Joplin uses a conflict resolution system that keeps both versions when edits clash.

What does not sync automatically are the application settings, the theme, and the list of sync targets themselves. You configure sync on each device separately. Also, Joplin’s “Tasks” feature (available in version 2.x and later) stores tasks as special notes with a type_: task property. Those task notes sync like any other note, but a task’s status (open/closed) is stored in the note body, so it syncs with the note. There is no separate task database to sync.

Links between notes (internal links using joplin:// or :/ syntax) are stored as plain text in the note body, so they sync too. However, if you move a note to a different notebook, Joplin does not automatically rewrite internal links—they can break if the target note is deleted or its ID changes (which happens if you export and re-import).

How Joplin Sync Works Under the Hood

Joplin uses a delta-based sync algorithm. Each device keeps a local copy of the database and a record of the last sync time. When you sync, the client sends only the changes made since that time—new notes, modified notes, deleted notes, and updated resources. It also downloads changes from the server. The server (or cloud storage) is just a dumb file store; it does not run any logic. Joplin stores everything as plain text files (Markdown) plus a JSON index for each notebook and tag.

For cloud services like Dropbox or OneDrive, Joplin creates a folder (e.g., /Apps/Joplin) and writes files there. For Nextcloud or Joplin Server, it uses WebDAV or a dedicated API. The sync is not real-time—it runs when you open the app, when you press the sync button, or at a set interval (default is every 5 minutes on desktop, and on mobile it syncs on app start and when you pull to refresh).

Encryption is optional and must be enabled on one device first, then the master key entered on other devices. When enabled, all note bodies and resource files are encrypted before upload, but the file names and folder structure remain visible.

Setting Up Sync: Step-by-Step

To get “perfect” sync, you need to choose a target and configure it on each device. Here are the general steps (specific menu names vary by version):

Open Joplin on your first device. Go to Settings → Synchronization.
Choose a sync target from the dropdown: Joplin Server, Nextcloud, Dropbox, OneDrive, WebDAV, or File System.
Enter the required credentials (e.g., for Nextcloud, your server URL, username, and password; for Dropbox, you’ll be redirected to authorize the app).
Click Check synchronisation configuration to verify the connection.
Press Synchronise to upload all local notes to the target.
On your second device, install Joplin, go to the same settings, choose the same target, and enter the same credentials. Then sync to download everything.

If you use encryption, enable it in Settings → Encryption on the first device, generate a master key, and save it. On other devices, enter that key when prompted.

Common Sync Problems and How to Fix Them

The most frequent complaint is “sync conflicts.” This happens when you edit the same note on two devices before they sync. Joplin creates a conflict note with the other version, so you don’t lose data, but it’s not seamless. To reduce conflicts, sync frequently and avoid editing the same note on two devices at the same time.

Another issue is the “sync target is not available” error. This usually means the cloud service is down, the credentials are wrong, or the folder was renamed. Check the server status and re-enter credentials. For Dropbox, if you changed your password, you must re-authorize.

Sometimes sync appears to work but notes disappear. This is often because the device hasn’t fully synced before you close the app. Always wait for the sync to complete (the spinning icon stops) before quitting. Also, if you delete a note on one device, it will be deleted everywhere after sync—there is no recycle bin in Joplin (unless you use Joplin Server, which has a trash feature).

Large attachments can cause timeouts, especially on slow connections. Joplin has a setting for “max sync time” and “max retries.” If sync fails, try increasing those values or switch to a faster target.

Joplin Server vs. Free Cloud Targets

Joplin Server is the only target that offers real-time sync, shared notebooks, and a trash feature. It costs a monthly fee if you use the official hosting, but you can self-host it on your own server for free (the source code is open). The other targets (Dropbox, OneDrive, Nextcloud, WebDAV) are free but have limitations:

Dropbox/OneDrive: Easy to set up, but no real-time sync—you must wait for the interval or press sync. Also, the free tiers have storage limits (2 GB for Dropbox, 5 GB for OneDrive) that may be enough for text notes but not for many attachments.
Nextcloud/WebDAV: You need your own server or a paid provider. It gives you more control, but setup is more technical. No real-time push; Joplin polls.
File System: Syncs to a local folder, which you can then sync with another tool (like Syncthing). Not recommended for non-technical users.

If you need multiple users to share notes, Joplin Server is the only built-in option. The other targets are single-user only.

Costs and Privacy Considerations

Joplin itself is free and open source. The cost comes from the sync target. Dropbox and OneDrive have free tiers, but you may need to pay for more storage. Nextcloud can be free if you self-host, but you pay for server hosting. Joplin Server’s official hosting starts at a few dollars per month (prices change, so check the official site).

Privacy: With Dropbox, OneDrive, or Nextcloud, your notes are stored on someone else’s server. If you enable Joplin’s end-to-end encryption, the server only sees encrypted blobs—it cannot read your notes. However, file names (notebook titles, note titles) are not encrypted. Joplin Server also supports encryption, but it’s optional. If you use the free cloud targets without encryption, the provider can technically read your notes.

Alternatives to Joplin for Synced Notes

If Joplin’s sync quirks bother you, consider these alternatives:

Obsidian: Uses local Markdown files and offers paid sync (Obsidian Sync) with end-to-end encryption. Free if you use a third-party sync like iCloud or Syncthing.
Notion: Cloud-based with real-time sync, but no offline mode on mobile and no end-to-end encryption.
Standard Notes: Focuses on privacy with end-to-end encryption by default, but the free plan has limited features.
Evernote: Mature sync, but expensive and not open source.

Each has trade-offs. Joplin’s advantage is that it’s free, open source, and you control your data. The sync is not “perfect” in the sense of instant and conflict-free, but it’s reliable for most users.

Frequently Asked Questions

Does Joplin sync in real time?

No, not by default. On desktop, it syncs every 5 minutes or when you press the sync button. On mobile, it syncs when you open the app or pull to refresh. Joplin Server can push changes in near real-time, but the other targets are poll-based.

Can I use Joplin with iCloud?

Joplin does not have a native iCloud target. You can use the File System target to a folder that iCloud Drive syncs, but this is not officially supported and can cause issues. A better option is to use WebDAV with a service that supports it.

Why do my notes show as “conflict” after syncing?

This happens when the same note is edited on two devices before they sync. Joplin detects the conflict and creates a copy with “conflict” in the title. To avoid this, sync regularly and avoid editing the same note on multiple devices at the same time.

Is Joplin sync end-to-end encrypted?

Only if you enable encryption in the settings. When enabled, note bodies and resources are encrypted before upload. The encryption key is stored locally and never sent to the server. If you forget the master key, your data is unrecoverable.

Can I sync Joplin between Windows and Android?

Yes. Joplin is available on Windows, macOS, Linux, Android, and iOS. As long as you use the same sync target and credentials, notes sync across all platforms. The interface differs slightly, but the data is the same.

What happens if I delete a note on one device?

After sync, the note is deleted on all devices. There is no recycle bin unless you use Joplin Server, which has a trash feature. To be safe, export your notes regularly as a backup.

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