Collaborate with friends or family in Todoist

Need to plan your friend’s 30th birthday party, assign the kids’ chores, or share a grocery list with your spouse? With these best practices, learn how to turn Todoist into the central place to share ideas, updates, and wins on any project with friends or family.

Quick tip

Are you in charge of work-related projects? Check out these best practices to collaborate with your team in Todoist.

Share your project

  1. Click the project from the sidebar.
  2. Click Share at the top-right.
  3. Enter the name or email address of the person to invite to the project.
  4. Click Invite to confirm.

If the person you're inviting doesn't already have a Todoist account, they’ll receive a project invite email with the option to sign up for a free account.

  1. Tap Browse at the bottom-right.
  2. Open the project.
  3. Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
    • Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
    • Invite via name or email: lets you invite someone to your project by adding their name or email address.
  4. Tap Done to confirm.

When you select Invite via name or email, choose an existing collaborator from the list or enter their name or email address in the To: field. Whoever you invite will always have the Can Edit permission.

Rachel · Customer Experience Specialist

Tap the red plus icon in the To: field to invite someone from your phone’s Contacts app.
  1. Open the project from the sidebar.
  2. Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
    • Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
    • Invite via name or email: lets you invite someone to your project by adding their name or email address.
  3. Tap Done to confirm.

When you select Invite via name or email, choose an existing collaborator from the list or enter their name or email address in the To: field. Whoever you invite will always have the Can Edit permission.

Rachel · Customer Experience Specialist

Tap the red plus icon in the To: field to invite someone from your phone’s Contacts app.
  1. Tap Browse at the bottom-right.
  2. Open the project.
  3. Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
    • Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
    • Invite via name or email: lets you invite someone to your project by adding their name or email address.
  4. Tap the send icon to confirm.

When you select Invite via name or email, choose an existing collaborator from the list or enter their name or email address in the To: field. Whoever you invite will always have the Can Edit permission.

Everyone you share your project with will have full access to all the information, like tasks, comments, and file attachments. Likewise, they can add new tasks, assign tasks, complete tasks, add comments, and upload new files.

Share a parent project

If you share a parent project with someone, they won't automatically have access to its sub-projects. You'll need to send them a project invitation for each sub-project.

Assign a task

Delegate tasks by assigning them to members of the project. They’ll receive a notification about their assigned tasks through either email or push notifications.

Assign a new task

  1. Click the shared project from the sidebar.
  2. Click Add task or open Quick Add.
  3. Type the task name followed by the plus character. The assignee menu will appear with all the project members.
  4. Select the person's name to assign the task.

Assign an existing task

  1. Click the shared project from the sidebar.
  2. Click the assignee icon next to the task name. The assignee menu will appear with all the project members.
  3. Select the person’s name to assign the task.

Assign a new task

  1. Open a shared project.
  2. Tap the Dynamic Add button.
  3. Write the task name and enter the plus character. The assignee menu will appear with all the project members.
  4. Select the person's name to assign the task.

Assign an existing task

  1. Open a shared project.
  2. Tap the task to open the task view.
  3. Tap the Assignee chip.
  4. Select the person's name from the menu.

Assign a new task

  1. Open a shared project.
  2. Tap the Dynamic Add button.
  3. Write the task name and enter the plus character. The assignee menu will appear with all the project members.
  4. Select the person's name to assign the task.

Assign an existing task

  1. Open a shared project.
  2. Tap the task to open the task view.
  3. Tap the Assignee chip.
  4. Select the person's name from the menu.

Note

You can only assign a single person to a task in Todoist. We believe in the concept of having a Direct Responsible Individual, which ensures that a single person is always clearly responsible for any given task. 

If you need to delegate a large task to more than one person, split it into sub-tasks and assign these to the right people or duplicate the task and assign it to different people.

Use comments to share information

Once you’ve assigned all the tasks in the shared project, take to the comment section to share information, attach files, or notify other people in the project. Those you’ve tagged to the comments will receive a notification through either email or push notifications. 

Complete tasks and make progress

Complete tasks whenever work gets done, and celebrate your progress! 🎉Click the circle icon beside the task name to mark it as Done, so that other project members can focus on what’s next.

Unassign a task

A friend just informed you that they can no longer contribute to the project. With deadlines fast approaching, it’s best to unassign them from tasks and remove them from the shared project.

Unassign someone from a task

  1. Click the shared project from the sidebar.
  2. Click the assignee icon next to the task name.
  3. Select Unassigned.

Quick tip

Save time by selecting multiple tasks and unassigning the person from all of them.
  1. Tap Browse at the bottom-right.
  2. Open the shared project.
  3. Open the person’s assigned task. This opens the task view.
  4. Tap the assignee and select Nobody.

Quick tip

Save time by selecting multiple tasks and unassigning the person from all of them.
  1. Tap Browse at the bottom-right.
  2. Open the shared project.
  3. Open the person’s assigned task. This opens the task view.
  4. Tap the assignee and select Nobody.

Quick tip

Save time by selecting multiple tasks and unassigning the person from all of them.

Remove someone from your shared project

After you’ve unassigned the person from all their tasks, it’s time to remove them from the project.

  1. Click the shared project from the sidebar.
  2. Select Share.
  3. Click View all to see the full list of project members.
  4. Click their role and select Remove from project from the menu.
  1. Tap Browse at the bottom-right.
  2. Open the shared project.
  3. Tap the group icon.
  4. Tap the remove person icon beside the person's name.
  5. Tap Remove collaborator to confirm.
  1. Open the shared project from the sidebar.
  2. Tap the group icon.
  3. Tap the remove person icon beside the person's name.
  4. Tap Remove collaborator to confirm.
  1. Tap Browse at the bottom-right.
  2. Open the shared project.
  3. Tap the group icon.
  4. Tap the remove person icon next to the person's name.
  5. Tap OK.

Get in touch

If you're having trouble collaborating with friends and family in Todoist, get in touch with us. We— Dermot, Rachel, Evert, and any of our other teammates—review all feedback as we continue to make Todoist even better.

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