Create your workspace

Web, iPhone, iPad, and Mac

Create an account with your name, email, password, and organization name. Starting a new organization makes you a Project Manager who can manage workspace settings, invitations, and team roles.

To bring in teammates, open Settings, choose Team, and send each person an email invitation. People joining an existing organization should accept its invitation instead of creating another workspace with the same name.

Set up projects

Web, iPhone, iPad, and Mac

Projects hold the work your team shares. Project Managers can create a project with a name, an icon, and a color, then add the people who need to work in it.

On Web and Mac, group projects into sidebar sections and move them as the workspace grows. iPhone and iPad use those same sections when they show the project list.

Open the Project Hub to keep shared links, notes, comments, and milestones beside the task list. Archive a finished project when you want it out of the active workspace without deleting it.

Start with All Tasks

Web, iPhone, iPad, and Mac

Open All Tasks to scan open work from the team projects you can access. Tasks stay grouped by project, so you can review the whole workload without losing where each task belongs.

As you review, use each person's Pipeline to keep the agreed sequence visible without treating every open task as equally urgent.

Add and manage tasks

Web, iPhone, iPad, and Mac

Add a task inside a project or use Quick Add when you already know where it belongs. Give it a clear title, then add assignees, a due date, notes, or a repeating schedule when the work needs more context.

Personal tasks live in a private space apart from team projects. Use that space for work that should not appear in the shared workspace.

Open a task to keep subtasks, notes, links, private attachments, the due date, repeating schedule, assignees, and updates in one place.

Complete the task from its circle, or use its actions to move, assign, prioritize, add to Pipeline, or update the schedule. The exact control follows the platform, but the task data stays shared.

Plan daily work in Team Pipeline

Web, iPhone, iPad, and Mac

Pipeline gives each teammate an ordered lane for the work they should approach next. Every lane can draw tasks from different projects while keeping each project visible on the task card.

You can add assigned work to your own lane. Project Managers can add and reorder tasks in eligible team lanes. Creating a task from a lane assigns it to that person and adds it to that Pipeline in one step. It does not mark the task Working on it.

A task can appear in more than one person's Pipeline. Each lane keeps its own order and Working on it state, so one person's change does not move or start the task for anyone else. The task remains part of its home project in every lane.

Mark a task as Working on it from your own lane. The row rises above Up next for you until local midnight without changing its saved place. At midnight it returns to Up next, ready to mark again the next day. Project Managers can see every lane's active work, but only the lane owner can start or stop it.

Share Daily Check Ins

Today on every app. Previous days on Web and Mac

Daily Check Ins show who has shared an update today and who has not. Post your update, read the team feed, and add a follow up message later in the same day when plans change.

Each date has its own feed. Web and Mac can open previous days. iPhone and iPad show the current day. Project Managers can turn Daily Check Ins on or off and add a note for the team in workspace settings.

Track recurring goals

Set up on Web. Update progress on every app

Trackers count recurring project goals such as reviews per week or deliveries per month. A tracker is a target and a running total for the current period, not a repeating task.

Create a weekly or monthly target on Web. Choose the target amount, unit, schedule, owner, and whether pace should be tracked. Once the tracker exists, the team can update its progress on Web, iPhone, iPad, and Mac.

Attention states can show when a tracker is overdue, behind pace, or due soon. Use them to decide what needs action instead of scanning every tracker in every project.

The Trackers view groups the items that need attention by project. Project Hub milestones are different: they are ordered phases that you complete once.

Keep task context together

Core task context on every app. Mentions in updates on Web

Open a task to see its subtasks, notes, links, private attachments, due date, repeating schedule, assignees, and updates in one detail view.

Post progress in the task's Updates stream so the next person can see what changed without searching another tool. Web also supports direct teammate mentions in task updates.

The Updates view surfaces tasks with recent progress, and the Task activity disclosure can reveal recorded changes associated with that task. Treat this as useful project context, not as a complete record of every change.

In app notifications help with assignments, mentions, updates, and other supported events. On Web, you can grant browser notification permission in Settings. If a device has been offline or a view looks stale, refresh it before relying on the latest state.

Plan with calendars

Team Calendar on every app. Project calendars on Web

The Team Calendar combines calendar events and task due dates from the team projects you can access.

Web and Mac offer month, week, and day views. iPhone and iPad use a month grid with an agenda for the selected day. Add or edit an event from the calendar controls available on your device.

Web can also enable a calendar inside a specific project. A project calendar keeps that project's events and due work together without changing what the team calendar collects.

Share projects externally

Invite and manage on Web, iPhone, iPad, and Mac

Invite an outside collaborator when a client, freelancer, agency, or partner needs to work inside a specific project without seeing the rest of your workspace.

A Project Manager opens Settings, chooses Team, and sends an external invitation by email. After the person accepts, add them only to the projects they need.

External collaborators appear separately in people pickers. Inside a shared project they can work with the tasks and project context made available to them, while unrelated workspace projects remain outside their access.

When the work ends, remove the collaborator from the project or from the external team list so their access no longer continues.

Find your way around

Search on Web and Mac. App navigation on every platform

On Web and Mac, press Command K to search accessible work. Web searches tasks. Mac searches tasks and projects. Choose a result to open its project context.

Desktop sidebars collect the main team views, including All Tasks, Pipelines, calendars, Trackers, Updates, Activity, and the project list. Project Managers can hide selected workspace shortcuts in settings.

On iPhone and iPad, the bottom tabs include All Tasks, Pipelines, Calendar, and More. Open the projects panel from the page header when you need to switch projects or create one. More holds the remaining workspace views and settings.

Use What's New when you want a quick summary of recent product changes. Notifications are available from the bell or Notifications view supported by the platform.