Guides
Create and share workspaces
A workspace is a list you share with others: the family, the company, the club. Every task belongs to exactly one workspace, and you see all your workspaces in one view.
1. Create a workspace
- In tasks, open Workspaces and choose New workspace.
- Enter a Name, for example
Family. - Check the Slug, for example
family. It is what you type in quick add:$family. The slug cannot be changed later; the name can. - Choose Create workspace.
Afterwards, pick a colour under Settings → General. It marks the workspace’s tasks everywhere.
2. Invite members
- Open the workspace’s Settings, then Members.
- Choose Invite, enter the E-mail address and pick the Role.
- Choose Send invitation.
The person gets an e-mail with a link. Once they open it and choose Join workspace, they appear in the members list. The link is valid for seven days. Under Pending invitations you resend or revoke an invitation.
3. Roles
| Role | May |
|---|---|
| Member | see, create, edit, complete and delete every task |
| Admin | also change the name and colour, manage tags, categories and priorities, invite and remove members |
| Owner | also grant and revoke the owner role |
Whoever creates a workspace is its owner. A workspace always keeps at least one owner: to leave, make someone else owner first.
4. Assign or put up for grabs
Every task has at most one assignee. When you add a task to a shared workspace, you are its assignee to begin with.
- Assign it to someone: under Assignee, pick the person. They get a notification.
- Up for grabs: under Assignee, pick “Unassigned”. Every member then sees the task marked Up for grabs, and whoever takes it on picks themselves.
In Today, use Show also to list the tasks that are up for grabs. The daily overview counts them too.
What others see
- In a shared workspace, every member sees every task, with its description, comments and history. There are no private tasks inside a shared workspace. Anything that should stay private belongs in another workspace.
- Your Inbox is yours alone. It cannot be shared, and nobody else sees it.
- Your other workspaces stay hidden. Whoever shares the family workspace with you knows nothing about your company’s.
- Personal too: your calendar feeds, API tokens and notifications.
When you move a task to another workspace, it keeps its number but drops its tags and category. When someone is removed from a workspace, their tasks there are up for grabs again.
Frequently asked questions
How do I invite someone to a workspace?
In the workspace settings under Members, enter the email address and the role: member, admin or owner. The invited person gets an email with a link and signs in with exactly that address. They do not need an account first; it is created at the first sign-in, for free.
Your Inbox cannot be shared; it stays personal.
What does "Up for grabs" mean?
In a workspace with several members, a task with nobody assigned is “Up for grabs”. Every member sees it, and whoever has time takes it. Today can include such tasks, the daily digest counts them, and calendar feeds can carry them. Nothing is left lying around just because nobody was asked.
Who can see the tasks in my workspaces?
Only the members of that workspace. Every workspace is its own privacy boundary, enforced in the database itself. Whoever belongs to your family workspace sees nothing of your work workspaces, and the other way round. Your Inbox is yours alone and cannot be shared.
You can also restrict access tokens and calendar feeds to single workspaces.