Sharing Projects

Share projects to collaborate with team members and external people.

Project Visibility

Team Projects

Projects in a team workspace can be:

Team Visible (Default)

All team members can see
Anyone can add tasks
Good for shared work

Private

Only invited members see it
Must explicitly add people
Good for sensitive projects

Personal Projects

Your personal projects are:

Private by default
Only you can see them
Can be shared individually

Sharing Within Teams

Making Projects Team Visible

Open the project
Click Settings (gear icon)
Under Visibility, select Team visible
Save changes

All team members can now access the project.

Creating Private Team Projects

For sensitive team projects:

Create a new project
Set visibility to Private
Manually add members

Use for:

HR projects
Leadership planning
Confidential initiatives

Adding Members to Private Projects

Open the project
Click Share
Select team members
Choose their access level
Click Add

Access Levels

Project Access Levels

Level	Can Do
Can view	See tasks, can't edit
Can edit	Add/edit tasks
Can manage	Edit + manage members
Full access	Everything including delete

Recommended Usage

Can view: Stakeholders, observers
Can edit: Active contributors
Can manage: Project leads
Full access: Project owners

Sharing Outside Your Team

Share Links

Create a public link:

Open the project
Click Share
Enable Public link
Set permissions:
- View only
- Can comment
- Can edit
Copy the link

Anyone with the link can access.

Guest Access

Invite external collaborators:

Click Share
Click Invite guest
Enter their email
Set their access level
Send invitation

Guests only see this project, not your team.

Time-Limited Access

Set access expiration:

When sharing, click Advanced
Enable Expires
Set expiration date
Access removed automatically

Managing Shared Access

View Who Has Access

Open project settings
Click Members or Sharing
See all people with access
View their access levels

Change Access Level

Find the person
Click their access level
Select new level
Changes apply immediately

Remove Access

Find the person
Click Remove
Confirm removal
They lose access immediately

Sharing Best Practices

Minimum Necessary Access

Give people only what they need:

Start with view access
Upgrade if they need to edit
Don't give full access unless required

Regular Audits

Monthly, review shared projects:

Who still needs access?
Any outdated share links?
Guests who should be removed?

Clear Naming

Name shared projects clearly:

[Client] Website Redesign
[External] Contractor Tasks

Helps identify shared projects quickly.

Document Access

Keep track of:

Why people have access
When access was granted
When it should be reviewed

<Callout type="warning"> Public share links can be forwarded to anyone. Use guest invitations for better security and tracking. </Callout>

Sharing Notifications

When Sharing Changes

People are notified when:

They're added to a project
Their access level changes
They're removed from a project

Customize Notifications

Project owners can set:

Who gets notified
What triggers notifications
Daily digest vs instant

Collaborative Features

Task Assignment

In shared projects:

Assign tasks to members
See who's working on what
Get notified of changes

Comments

Everyone with access can:

Comment on tasks
@mention team members
Discuss work in context

Real-Time Updates

When multiple people work:

See changes instantly
No need to refresh
Avoid conflicts

Transferring Ownership

Change Project Owner

Open project settings
Click Transfer ownership
Select new owner
Confirm transfer

New owner must have full access.

Moving Between Teams

Move a project to different team:

Open project settings
Click Move project
Select destination team
Confirm move

Note: Member access may change.

Unsharing

Make Project Private

To stop all sharing:

Open project settings
Set visibility to Private
Remove all shared members
Disable share links

Remove All External Access

Quick cleanup:

Open sharing settings
Click Remove external access
Confirm removal
Only team members remain

Troubleshooting

Can't Share Project

Check:

You have permission to share
Team plan allows external sharing
Project isn't in a restricted folder

Share Link Not Working

The link may be:

Disabled by owner
Expired
Reached view limit

Solution: Request new link from owner.

Access Not Updating

Try:

Refreshing the page
Sign out and back in
Clear browser cache