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How to use shared projects

Available for:
Free
Premium
Business

Todoist makes it easy to collaborate with anyoneshare projects, assign tasks, and discuss details with coworkers or loved ones.

Read on to learn more!

How to share projects

  1. Right-click on the project you want to share.
  2. Select Share project from the menu.
  3. Type in the name of the person you want to share with. If it’s someone you’ve never shared a project with before, you’ll need to type in the email associated with their Todoist account. If you've shared a project with them before, their email address will be populated once you'll start typing it. In case they don’t have a Todoist account, just type in their email address. They’ll receive a project invite email with the option to set up a free account in seconds.
  4. Click Invite to send the invitation(s).
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  1. Tap to open the project you want to share.
  2. Tap the three dots icon in the top-right corner.
  3. Select Share Project. A list of all current project collaborators will appear. If the project isn't currently shared, you will instead see the option Invite people to project.
  4. Tap the + symbol in the top-right corner to add new collaborators.
  5. You can now add a new collaborator either by selecting Add from Project or Add from Contacts or by typing the name of the person you want to share with. If it’s someone you’ve never shared a project with before, you’ll need to add the email associated with their Todoist account. If they don’t have a Todoist account, just type in their email address. They’ll receive a project invite email with the option to set up a free account in seconds.
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You can also share a project through the project's context menu.
  1. Tap to open the project you want to share.
  2. Tap the three_dots.png three dots icon in the top-right corner.
  3. Select Sharing. A list of all current project collaborators will appear.
  4. Tap the person icon in the top-right corner again to add collaborators.
  5. Type in the name of the person you want to share with. If it’s someone you’ve never shared a project with before, you’ll need to add the email associated with their Todoist account. If they don’t have a Todoist account, just type in their email address. They’ll receive a project invite email with the option to set up a free account in seconds.
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Everyone you share a project with will have full access to all of the information including tasks, comments, and uploaded files.

They’ll be able to add new tasks, assign tasks, complete tasks, add comments, and upload new files.

Free users can share any projects with up to 5 people (they can be a different 5 people in each project). Pro users can share projects with up to 25 people, and Business users can share with up to 50 people.

How to assign tasks

Assign an existing task

  1. In any shared project, click the assign_web.svg assign icon to the right of the task name.
  2. Select the person's name from the drop-down menu.
  1. In any shared project, tap on the task to open the task view.
  2. Tap the assign_ios.svg assign icon.
  3. From the pop-up menu, select the person's name.
  1. In any shared project, tap on the task to open the task view.
  2. Tap the assign_ios.svg assign icon.
  3. From the pop-up menu, select the person's name.
You can also assign a task through its context menu.

Assign a task while creating the task

  1. Open any shared project and click + Add task.
  2. Write out the task name and type the + symbol followed by their name.
  3. Select the person's name from the drop-down menu.
If you create a task from an unshared projector in the Today, Upcoming, or any filtered viewyou'll need to specify a shared project first by typing # into the task field and selecting the project's name. e.g.,"#Design +James".
  1. Open any shared project and tap on the + button.
  2. Write out the task name and type + symbol followed by their name.
  3. Select the person's name from the drop-down menu.

If you create a task from an unshared projector in the Today, Upcoming, or any filtered viewyou'll need to specify a shared project first by typing # into the task field and selecting the project's name. e.g.,"#Design +James".

  1. Open any shared project and tap on the + button.
  2. Write out the task name and type + symbol followed by their name.
  3. Select the person's name from the drop-down menu.

If you create a task from an unshared projector in the Today, Upcoming, or any filtered viewyou'll need to specify a shared project first by typing # into the task field and selecting the project's name. e.g.,"#Design +James".

How to set a reminder for someone else

When working on a shared project, you can set a reminder for someone else and they'll receive it at the date and time of your choosing, using their default reminder methodemail or push notification.

Set a reminder for someone else

  1. Make sure the task is in a shared project.
  2. Click on the task to open task view.
  3. Click Reminders in the right-hand side.
  4. Enter a time and date for your reminder.
  5. Click on your avatar to the right and select the person you'd like to set the reminder for.
  6. Click Add reminder.
  1. Tap on an existing task in a shared project.
  2. Tap the ios_reminder.svg Reminder chip.
  3. Tap Date and time and enter a due date and time.
  4. Tap the android_submit.svg submit icon.
  5. Tap on your avatar to the right and select the person you'd like to set the reminder for.
  6. Tap the android_submit.svg submit icon.
  1. Tap on an existing task in a shared project.
  2. Tap the ios_reminder.svg Reminder chip.
  3. Tap Date and time.
  4. Select a due date and time.
  5. Tap Notify and select which person you'd like to add the reminder for.
  6. Tap Done.

Remove a reminder for someone else

  1. Open task view by clicking the task.
  2. Hover your mouse over the reminder you wish to remove.
  3. Click the X that appears to the right of the reminder.
  1. Open task view by tapping the task.
  2. Tap the three dots icon next to the reminder you wish to delete.
  3. Tap Delete.
  4. Tap Yes to confirm.
  1. Open task view by tapping the task.
  2. Tap the trash can icon next to the reminder you wish to delete. 

How to remove someone from a shared project

  1. Right-click on the project you want to unshare.
  2. Select Share project from the menu.
  3. Hover over a user's name you want to remove.
  4. Click the trash can icon next to their name. 
  • Tap to open the project you want to share.
  • Tap thethree_dots.png three dots icon in the top-right corner.
  • Select Sharing. A list of all current project collaborators will appear.
  • Tap thethree_dots.png three dots icon next to the user's name.
  • Tap Delete.
  • Tap OK.
  1. Tap to open the project.
  2. Tap thethree_dots.png three dots icon in the top-right corner.
  3. Select Share Project. A list of all current project collaborators will appear.
  4. Tap the remove person icon to remove the collaborator.
  5. Tap Remove collaborator.

FAQ

If I archive a shared project, will the project also be archived in my collaborators' accounts?

No. When you archive a project, it'll only become archived for your account.

Can I share projects with collaborators who aren't on the same subscription plan as me (i.e. one user is on the Business plan, but they want to share a project with someone on the free plan)?

Yes, not a problem! However, please note that there are different limits depending on what plan you're on. You can see a full breakdown of the various limits for each plan on our pricing page.

Can I share a parent project with all its sub-projects?

Unfortunately, it’s not possible to share a project plus all of its sub-projects at the same time. Sorry! You can instead share each project individually.

I have a Business account and I want to limit project sharing with users that are not part of my team. Is this possible?

Yes. If you're the admin of the Business team, you can go to the sharing tab in the admin panel where you can manage if your team members can share projects outside of your Business team and if people outside of your Business team can join your projects.

Can I see the tasks in a shared project that were completed before I joined it? 

Unfortunately, no. You will only see the tasks that were completed after you joined it. 

Also, if you will leave a shared project and re-join it later, you will now only see the tasks that were completed after you rejoined. 

Can I assign the same task to multiple people?

No. This article explains why.

Can I assign a task to myself?

Yes, you can! When assigning a task, simply choose the "Me" option.

I can't find the person I want to assign a task to in the assignee list. What should I do?

Please note that you'll need to share the project with that person before you assign them a task. If you've not already shared the project, the person will not show up on your assignee list.