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Setting up a shared project for team members to join and assign new items with you.

Quick reference

Shared Projects in Todoist

Whether you want to share with your team for a commercial project or you are organising an event with some friends, the shared projects allow you to plot tasks and activities ready to go. You can add up to 25 people per project on a Premium account on Todoist (subject to change) but this provides you with a way to start adding and assigning tasks as you go across your day and get things done. 

When to use

  • When you want to assign tasks and activities to others 
  • When you are looking to explore more team functionality for your project process 

Instructions

  • Create a new project and title the new project correctly 
  • Begin to add members (using the "Share options" button) 
  • Invite members via email address or Todoist username 
  • Use the exercise to determine whether you can use this for your own projects 
  • FImd all project activites in the Notifications (bell icon)
Email tasks to a project
  • In the "Project actions" settings (pencil and spanner icon), you can find the specific email address for your project
  • Copy to clipboard, add to your email contacts and send it to project members to email in tasks directly to this project 

Hints & tips

  • Ask your team members to add profile images, it makes things easier to view
  • Make sure to take advantage of the comments feature (Premium) to share notes/attachments 
  • Free users can share any projects with up to 5 people (they can be a different 5 people in each project)
  • Premium users can share projects with up to 25 people, and Business users can share with up to 50 people
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  • 00:04 Hello everyone, welcome back to essential productivity.
  • 00:07 I'm your host Francesco D'Alessio and in today's GoSkills course,
  • 00:12 we're going to be covering how you can use shared projects.
  • 00:15 Now shared projects are pretty important when you get started.
  • 00:19 Being able to add team members.
  • 00:20 And assign things to team members is pretty cool.
  • 00:22 Because once you're getting started in a small business, or you've got your own
  • 00:26 projects at work, or you're thinking of starting a small project on the side.
  • 00:31 All of these things can add up and, of course, having a way for
  • 00:35 you to assign tasks to people is something incredibly easy.
  • 00:39 And even if you're not doing a heavy project like that, or you're using it for
  • 00:43 work, you can use it with family members, and friends to organize things.
  • 00:48 So for example, here we are.
  • 00:49 Movies to watch.
  • 00:50 All you have to do is once you get started is press the Share options.
  • 00:55 Once you press the Share options button,
  • 00:57 you can actually invite people using their email or name.
  • 01:01 So, as you can see, I've invited my friend Theo, who is another Todoist user,
  • 01:06 and what I can do here is I can simply assign it to a person.
  • 01:10 And let's say I wanted Theo to book the appointment to the cinema tomorrow.
  • 01:15 It has been assigned to Theo, and I can assign individual subtasks to him, too.
  • 01:21 Over here on the Projects folder,
  • 01:23 you can see that it's changed from a small icon to a group,
  • 01:27 which is great because it indicates that that is a shared project folder.
  • 01:32 And once you get started with this,
  • 01:34 you can actually see all of the people who have been invited to the project so far,
  • 01:38 and you can actually remove them if that's the case.
  • 01:40 You can actually go onto the email tasks to this project.
  • 01:45 You can copy this, and once you do that,
  • 01:48 you can actually email in tasks via email to a thing.
  • 01:52 So if you or your team want to start dumping tasks inside here, move your ideas,
  • 01:56 then that's something that you can do.
  • 01:58 I find it very easy, you can add up to 25 people per project.
  • 02:02 So if you want to add as many as you can to this project, it's great.
  • 02:06 You can assign individual items, so if there's individual stuff that you wanna
  • 02:10 assign people to inside of there for booking.
  • 02:12 That is very easy to do too.
  • 02:15 Up here, you've got notifications as well so if you have been invited by other
  • 02:20 people to an account, you can do, but you can actually assign tasks and anything.
  • 02:26 That has been assigned and completed in the comments and things like that,
  • 02:29 can all be added there, which is very, very nice.
  • 02:32 It's a very smooth way of organizing your productivity.
  • 02:35 And you can even mark all as read.
  • 02:38 All of these small ways of being productive with your team can be done
  • 02:41 through Todoist.
  • 02:42 I recommend it for doing quick tasks and activities.
  • 02:47 We're going to be going over how you can set this all up in a bigger team
  • 02:51 in the exercise, so that you can get going with everything.
  • 02:54 But here's a sort of basic overview of how you can use that.
  • 02:57 In the next feature, we're going to be discussing intelligent input,
  • 03:01 which is a very exciting feature about Todoist, and something that might want
  • 03:04 to make you stick around with Todoist on a daily basis.
  • 03:06 Make sure you have a great day, keep productive, and
  • 03:09 I'll see you in the next feature.
  • 03:11 Cheers!

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