Sharing in thisflow happens in one dialog: you invite people or turn on a link, and pick a role in the same place. This guide shows each part and what the four roles can do.

Open the share dialog

Open the project and press Share in its header. On a phone the button is a share icon. The dialog is called Share “project name” and has three parts: Invite by email, People with access and Link sharing.

In a team workspace, members already see every project in the workspace. To bring someone into the whole workspace instead of one project, use Invite members in the sidebar.

Invite people by email

Type one or more addresses under Invite by email, separated by commas. Choose a role in the Role menu next to the field, then press Invite.

  • Each person gets an email with a button to join. If they have no account yet, signing in from the invite creates one.
  • Until they accept, they are listed under People with access with Invite sent and the date the invite expires.
  • The ✕ next to an invite (Revoke invite) withdraws it before it has been used.
  • If an email could not be delivered, the invite is marked Not delivered. Use Copy invite link and send the link yourself.

Pick the right role

A project has four roles. Every role can read the project and its tasks; they differ in what they can change.

  • Owner: full access, including sharing, roles, link sharing and deleting the project. A project always has at least one owner.
  • Editor: creates, edits, moves, completes and deletes tasks, adds sections, uses and creates tags, and comments. Editors can invite other editors and viewers.
  • Viewer: views the project and comments. Viewers cannot change tasks.
  • Guest: edits tasks and comments in this project only, and sees nothing else in your workspace. Guests use the tags that already exist but cannot create new ones.

Owners can invite people in any role. Guests are always invited to a project, never to a whole workspace.

Guests are free: they are not paying members. How many each plan includes is on the pricing page, and during the beta everything is free.

Under Link sharing, choose who can use the link:

  • Off: only people you invite have access.
  • Can view: anyone with the link can view and comment. They join as a viewer.
  • Can edit: anyone with the link can edit this project as a guest.

Press Copy link to copy it. The dialog also shows How it looks when shared: the preview that appears when you paste the link into a chat app, with who shared which project. Only owners can change link sharing.

Next to Link works, pick when the link ends: after 1, 7 or 30 days, or Until turned off. After it ends, people who open it are asked to get a new link from you.

If a link has gone further than you meant, press Reset link and confirm with Make new link. The old link stops working at once for anyone who has it, and you get a new one to share.

Change roles or remove people

Everyone with access is listed under People with access, with their role next to their name.

  • Choose another role in a person's role menu to change it. Only owners change roles.
  • Remove from project takes someone's access away.
  • Leave project removes yourself, when you are not an owner.
  • Someone marked Workspace member has access through the workspace; remove them from the workspace instead.

Changes take effect as you make them, so you can simply close the dialog when you are done. For a first project to share, see Getting started in 5 minutes.