Notes misplaced or missing from iCloud

Me and my four employees use Notes daily and extensively on iPads on a shared family account. I set up the sharing and for some reason certain notes, or folders of notes, will only appear on my iPad and are broken out of the structure. Our folders go the maximum of 5 levels deep. On my iPad I have four main folders and one of those is for business. When a note breaks out of the structure it will appear only on my iPad, but I no longer only have our main folders because there are 56 main folders and most of those have many subfolders. In other cases we just lose files or folders randomly, so we don't really have much of an idea about what is missing.

Notes on the cloud are such a key part of my business that I really hope this can be fixed so that we don't have to revert back to notepads and email.

We are all on iPad Pro's 4th Gen, iPadOS 17.5.1