Todoist makes it easy to collaborate with anyone—share projects, assign tasks, and discuss details with coworkers or loved ones.
The number of collaborators that can join a project depends on the account plan:
|
Plan |
Invite up to |
| Free | 5 people |
| Pro | 25 people |
| Business | 50 people |
Share a project
- Right-click the project you want to share.
- Select Share.
- Type in the name or email address of the person you want to share with.
If the person you're inviting doesn't have a Todoist account, they’ll receive a project invite email with the option to set up a free account.
- Click Invite to send the invitation(s).
- Tap to open the project you want to share.
- Tap the three dots icon in the top-right side.
- Tap Share. A list of all current project collaborators will appear. If the project isn't shared, you'll see two options:
- Share Link lets you copy an invitation link for someone to join the project.
- + Invite Members lets you invite someone to your project by adding their name or email address.
When you tap + Invite Members, there are two options:
- Enter the collaborator's name or email address in the To: field. Then, tap their email address to confirm. They'll always have the Can Edit permission.
- Tap the red plus icon to invite a collaborator from your Contacts list.
- Tap to open the project you want to share.
- Tap the share icon. A list of all current project collaborators will appear.
- Tap the person icon in the top-right corner again to add collaborators.
- Enter the name or email address of the person to share the project with.
If the person you're inviting doesn't have a Todoist account, they’ll receive a project invite email with the option to set up a free account.
Everyone you share a project with will have full access to all of the information, like tasks, comments, and uploaded files. They can add new tasks, assign tasks, complete tasks, add comments, and upload new files to the project.
Share a parent project
If you'll share a parent project with someone, they won't automatically have access to its sub-projects. You'll need to invite them to each sub-project.
However, if you'll remove them from a shared parent project, they'll automatically lose access to all of its sub-projects.
Assign a task
Assign an existing task
- In any shared project, click the assign icon to the right of the task name.
- Select the person's name from the drop-down menu.
- In any shared project, tap on the task to open the task view.
- Tap the assign icon.
- From the pop-up menu, select the person's name.
- In any shared project, tap on the task to open the task view.
- Tap the assign icon.
- From the pop-up menu, select the person's name.
Assign a task while creating the task
- Open any shared project and click + Add task.
- Write out the task name and type the + symbol followed by their name.
- Select the person's name from the drop-down menu.
- Open any shared project and tap on the + button.
- Write out the task name and type + symbol followed by their name.
- Select the person's name from the drop-down menu.
If you create a task from an unshared project—or in the Today, Upcoming, or any filtered view—you'll need to specify a shared project first by typing # into the task field and selecting the project's name. e.g.,"#Design +James".
- Open any shared project and tap on the + button.
- Write out the task name and type + symbol followed by their name.
- Select the person's name from the drop-down menu.
If you create a task from an unshared project—or in the Today, Upcoming, or any filtered view—you'll need to specify a shared project first by typing # into the task field and selecting the project's name. e.g.,"#Design +James".
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 method—email or push notification.
Set a reminder for someone else
- Make sure the task is in a shared project.
- Click on the task to open task view.
- Click Reminders in the right-hand side.
- Enter a time and date for your reminder.
- Click on your avatar to the right and select the person you'd like to set the reminder for.
- Click Add reminder.
- Tap on an existing task in a shared project.
- Tap the Reminder chip.
- Tap Date and time and enter a due date and time.
- Tap the submit icon.
- Tap on your avatar to the right and select the person you'd like to set the reminder for.
- Tap the submit icon.
- Tap on an existing task in a shared project.
- Tap the Reminder chip.
- Tap Date and time.
- Select a due date and time.
- Tap Notify and select which person you'd like to add the reminder for.
- Tap Done.
Remove a reminder for someone else
- Open task view by clicking the task.
- Hover your mouse over the reminder you wish to remove.
- Click the X that appears to the right of the reminder.
- Open task view by tapping the task.
- Tap the three dots icon next to the reminder you wish to delete.
- Tap Delete.
- Tap Yes to confirm.
- Open task view by tapping the task.
- Tap the trash can icon next to the reminder you wish to delete.
Remove someone from a shared project
- Right-click the project.
- Select Share from the menu.
- Hover over a user's name you want to remove.
- Click the trash can icon next to their name.
- Tap to open the project.
- Tap the three dots icon in the top-right side.
- Tap Share. A list of all current project collaborators will appear.
- Tap the remove person icon to remove the collaborator.
- Tap Remove collaborator.
- Tap to open the project.
- Tap the share icon. A list of all project collaborators will appear.
- Tap the three dots icon next to the user's name.
- Tap Delete.
- Tap OK.
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.
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.
By default, any task you create in a shared project will be assigned to you.
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.