Collaboration

Share a Project and Work on It Together

Invite people to a project, choose what they can do, give each task an owner and keep the conversation on the task.

By Mustafa Yusuf4 min read
On this page
  1. Invite people
  2. Manage who is in the project
  3. Give each task an owner
  4. Every related feature

Give everyone one place to see what needs doing and who is doing it. A shared project works the same for a family Home list as it does for the team’s Work board.

Only the person sharing a project needs Tasks Plus. The project must use Tasks Cloud; if it is on iCloud, Tasks offers to switch it for you.

Invite people

  1. Open the project menu for Work and choose Invite people. This screen also opens by itself right after you create a new project.
  2. Tap Invite at the top right.
  3. Choose a Role (Editor or Admin), how many People who can join (1 to 20) and when the Link expires (1 hour, 1 day, 7 days or 30 days).
  4. Tap Create. The link appears under Invites, showing how many people can still join and when it expires. Tap … next to it, then Copy or Share to send it.
Three iPhone screens: the Collaboration screen for Work listing Alex as owner and Jordan, Sam, Sarah and Taylor as editors, with a public link from Alex under Invites that 1 person can still join and that expires in 23 hours, 49 minutes; the link's menu with Copy, Share and Delete; and the share sheet for the thetasks.app link with Reminders, Safari, Tasks, Copy and Open in Safari.Open full size in a new tab
Your link waits under Invites until it is used up or expires. Share it from its menu, and everyone who joins appears under Collaborators.
  1. Right click Work in the sidebar and choose Invite people. The Collaboration panel opens over the window.
  2. Click Invite, then choose the Role, People who can join and when the Link expires.
  3. Click Create. Under Invites, click … next to the link, then Copy or Share.
The Collaboration panel on Mac over the Work board, listing Alex as owner and Jordan, Sam, Sarah and Taylor as editors, a public link from Alex under Invites, and the start of Quick add.Open full size in a new tab
The Collaboration panel opens over the board. Invite is at the top right.
The Invite panel for Work on Mac with Role set to Editor, People who can join set to 1, Link expires set to 1 day, and a Create button.Open full size in a new tab
New links start as Editor, for 1 person, for 1 day. Change any of them before you click Create.
The Collaboration panel on Mac with the menu for Alex's public link open, offering Copy, Share and Delete.Open full size in a new tab
Copy or share the link from its menu under Invites, or delete it to stop anyone else joining.

When someone invites you, the bell at the bottom of the sidebar opens your invitations in their own window.

Already work with someone? Under Quick add, people from your other shared projects are ready to go. Choose Invite, then Editor or Admin, and they get a private email invite that lasts two days. Your AI assistants show up here too.

Manage who is in the project

Open the … menu next to a person on the Collaboration screen:

  • Change Role to Editor, Admin or Owner.
  • Remove takes them out of the project. They move to Previous Collaborators, where Invite brings them back with one tap.
  • On your own row, Leave takes you out. An owner needs to make someone else the owner first.

Links and email invites that are still open sit under Invites. Choose Delete in a link’s menu to turn it off.

Two iPhone screens: the Collaboration screen for Work with Jordan's menu open on Change Role and Remove; and Change Role expanded, with Editor ticked and Admin and Owner below.Open full size in a new tab
Jordan is an editor. Change Role makes them an admin or hands them the project as owner.
The Collaboration panel on Mac with Jordan's menu open on Change Role, showing Editor, Admin and Owner, and Remove below.Open full size in a new tab
On Mac, Change Role opens a submenu with the same three roles.

Give each task an owner

  1. Open a task, such as Review posters in Work.
  2. Choose Assigned to and pick a teammate, such as Sam. Choose None to clear it.
  3. Add a comment with the decision or the file they need, so the details stay with the task.

You can also long press a task on the board and choose Assigned to, or type + in the title while creating a task to pick a person.

Two iPhone screens: Review posters open in Work with the Assigned to menu listing Alex, Jordan, Sam, Sarah, Taylor and None, with Sam ticked; and the long press menu for Review posters on the Work board, open on Assigned to with the same people and Sam ticked.Open full size in a new tab
Pick an owner from the task or straight from the board. Everyone in Work is on the list, and the tick shows Review posters is Sam's.

Select a task and press ⇧⌘A to assign it, or drag it onto a person in the sidebar. In the task panel, the Comments button opens a side pane, so you can read the thread next to the task. Press ⌘Return to post.

Finalize product roadmap open in a panel on Mac, assigned to Jordan with High priority and the strategy tag, and the Comments pane beside it showing one comment: Remember to include the new scope for the settings redesign.Open full size in a new tab
On Mac, comments open in a pane beside the task, so Jordan sees the note next to the work.

Everyone in the project shares the same statuses and fields, so moving a task to Completed means the same thing for all of you.

Start with one small shared project, then add an AI assistant as a teammate if you like.

Explore all 14 related features

Browse the related features below for more detail, or search every feature.

Invite by email

Share a project with a specific person.

Task assignments

Give shared work a clear owner.

Task comments

Discuss the work beside the task.

Edit comments

Correct or update a comment after posting.

Copy comments

Copy comment text from its action menu.

Shared files

Keep project attachments with the task for collaborators.

Invite management

Review and accept project invitations.

Free collaborator access

Only the person sharing a project needs Tasks Plus.

Shared workflow structure

Everyone in a project works with the same statuses and fields.

Roles

Invite people as Editor or Admin, and change a role later.

Quick add

Invite people you already work with in other projects.

Re-invite

Bring back a previous collaborator with one tap.

Leave a project

Step out of a shared project you no longer need.