Todoist: Share Project & Subprojects

If you're a Todoist user looking to collaborate on tasks with others, you'll be glad to know that Todoist offers a robust project sharing feature that extends beyond merely granting access to others. You can share entire projects, including their sub-projects and tasks, fostering enhanced collaboration and organization. Let's delve into how you can effectively leverage Todoist's project sharing capabilities.

Before we dive into the specifics, it's crucial to understand that Todoist's sharing feature enables both 'read' and 'write' access to shared projects. This functionality allows collaborators to not only view tasks but also edit, add, and delete them, ensuring a fluid and dynamic workflow.

Sharing Todoist Projects

Sharing a Todoist project is as simple as a few clicks. Whether you're an organizing manager delegating tasks or a team member sharing your progress with others, the process remains the same.

For a seamless understanding, let's break down the process into two primary phases: initial project sharing and ongoing collaboration with sub-projects and tasks.

Initial Project Sharing

From the web or desktop app, navigate to the project you wish to share. Click on the 'Share' button at the top right corner of your screen. A pop-up box will appear, prompting you to enter the email addresses of those you wish to grant access to.

After adding the recipients, choose between 'Can view' and 'Can edit' permissions. The former restricts collaborators to viewing tasks only, while the latter enables them to edit and interact with the project. Hit 'Send' to finalize the sharing process.

Collaborating on Sub-Projects and Tasks

Once a project is shared, collaborators can immediately access it and get a bird's-eye view of all its sub-projects and tasks. However, they can also take active roles in updating, adding, or removing tasks, ensuring everyone plays a part in achieving project milestones.

But what if a collaborator needs to break down a project into smaller, manageable tasks? Todoist allows them to create sub-projects within the shared project, mirroring the hierarchical organization of a large project into manageable components. To add a sub-project, the collaborator need only click '+' next to the shared project, name it, and start adding tasks.

Managing Rights and Access

As the project owner, you retain control over who accesses and modifies your shared projects. You can remove collaborators, change their permissions, or transfer ownership at any time, ensuring the tight management of your shared resources.

Moreover, you're not restricted to just collaborators. Todoist allows you to share tasks with resources who may not have Todoist accounts. By turning on 'Allow people without a Todoist account to comment and change priority', you can enable external parties to contribute to task discussions and set priorities, offering a wider reach than ever before.

Task-Level Sharing

Todoist also empowers flexibility at the task level. You can share individual tasks just as easily as entire projects, pulling in specific collaborators or outsourcing tasks as required.

To share a task, hover over it and click on the share icon that appears. Enter the email address of the person you wish to share with and set their level of access ('Can view', 'Can comment', or 'Can edit'). The recipient will receive an email notifying them of the shared task and its associated details.

Backing Up and Keeping Safe

Todoist understands the importance of data security and integrity. All shared projects and tasks remain accessible even when the original creator deletes them, ensuring that ongoing collaborative work isn't lost. The service also backs up data in real-time, safeguarding your projects and tasks from potential data loss scenarios.

Leveraging Todoist's advanced sharing capabilities allows teams, families, and colleagures to collaborate more effectively than ever before. By breaking down large projects into manageable components and facilitating active participation at all levels, Todoist helps streamline workflows and accelerate productivity.

In today's fast-paced, dynamic work environment, effective collaboration is a signifier of success. With Todoist's comprehensive project and task sharing features, you can harness the power of collective effort, accelerating your journey towards your next big accomplishment.