Once you've created your team in Todoist, you can start collaborating with your colleagues. Projects are accessible to everyone in the team by default, so it is quick and easy to get to work!
Quick tip
Are you collaborating with a friend or a family member? Try sharing a personal project instead.
Create a team project
When you're an admin or member of a team, you can create projects. Here's how:
- Click your team name in the sidebar.
- Click the Add button.
- Select Add project in the menu.
- Give your project a name.
- Click Add to confirm.
Team projects are visible to everyone on the team by default. If you want to create projects that are visible to specific people, change the access of your project to Restricted. You can learn more in this article.
Join a team project
When you are an admin or a member of a team, you automatically have access to view all non-restricted projects. However, if you want to work in a project, you'll need to join it:
- Click your team name in the sidebar.
- Open the project you want to join.
- Click the Join button.
The number of people that can join a project depends on your team plan.
Quick tip
Click the Projects I haven’t joined button in your team settings to get an overview of all projects you haven't already joined.
Invite someone to a team project
Your team may not have access to the projects they need yet. Here's how to invite someone to a team project:
- Click your team name in the sidebar.
- Open the project.
- Click the Share icon at the top-right.
- Add collaborators:
- If you want to add your whole team, click Add people by name or email and select Everyone in [Team name].
- If you want to add a specific collaborator, enter the person's name or email address.
- Click Invite.
The number of people that can join a project depends on your team plan.
Accept project invites automatically
Accept project invites automatically from either collaborators you've accepted invites from in the past, or members of your Todoist team:
- Click your avatar at the top-left.
- Click Settings.
- Select the General tab.
- Scroll down to the Advanced section.
- Toggle Auto accept project invites on or off.
If you've turned this option off, and a member sends a project invitation, a notification will appear in Todoist prompting you to manually accept or reject it.
If you want to prevent project sharing with people that are outside of your team, change the person's role to Guest.
Use a team project
Here are some of the simple, yet powerful, features that make working on team projects easy-peasy:
- Assign tasks to people in your team.
- Set permissions for anyone in the project.
- Create restricted projects for when you need to work on sensitive tasks with someone in your team.
Evert · Head of Customer Experience
Check out our guide on managing team tasks in Todoist to see how you can get the most out of team projects.
Assign a team task
Assign a new team task
- Click a shared project from the sidebar.
- Click Add task.
- Enter the task name, the plus symbol, and the person's name.
- Select the person's name from the assignee menu.
Quick tip
You can assign team tasks to yourself! When in the task view, click the Assign icon and choose the "Me" option.
Assign an existing team task
- Click a task in a team project. This opens the task view.
- Click Assignee on the right-side.
- Search or select the person's name from the assignee menu. If the person isn't in the list, you'll see the option to invite them to the team project.
Assign two or more existing team tasks
- Click a shared project from the sidebar.
- Press and hold the Shift ⇧ key as you click a task. This selects all the tasks in the task list, and displays the multi-select toolbar at the top.
- Click the three dots icon.
- Select Assign to... and choose the person's name.
Note
You can only assign one person to a team task. To learn more, including some workarounds, check out this article.
Leave a team project
- Find the team project in the sidebar.
- Hover your mouse over the project.
- Click the three dots icon next to the project name.
- Select Leave.
- Click Leave again to confirm.
Remove someone from a team project
- Click the team project in the sidebar.
- Click the three dots icon at the top-right.
- Select Share.
- Click the role menu next to their name.
- Click Remove from project.
Delete a team project
- Find the team project to delete in the sidebar.
- Click the three dots icon next to the project name.
- Click Archive. Click Archive again to confirm.
- Click your team name in the sidebar.
- Click Active projects to open the Project type menu.
- Select Archived projects and open the project.
- Click the three dots icon to the right of the project name.
- Select Delete. Click Delete again to confirm.
Get in touch
If you're having trouble using any of these collaboration features with your team members and guests, get in touch with us. We—Galina, Rikke, Sergio, or any of our other teammates—are ready to step in and get you back on track.
