Collaborate on task lists
If you have tasks that require collaboration, add them to a shared list with other collaborators and assign them to different people. You can see live changes made by list collaborators, and they can see yours, so your team stays as up to date as possible!
You'll find task lists in the Tasks page in Home and the Planning Center mobile app.
Add collaborators
When you add a collaborator to a list, they can view all tasks in the list, add new tasks, and edit or delete existing tasks. You can only add someone as a collaborator if they have permission to access the People page in any product, and you cannot add someone as a collaborator to My List because that task list is private to you.
To add a collaborator:
When someone is added as a collaborator, they receive an email and an in-product notification.
Who can add collaborators?
Anyone with a product permission level that includes access to the People page of that product can add collaborators to a task list. This table breaks down those permissions by product, if applicable.
Product | Can add collaborators | Can't add collaborators |
|---|---|---|
Accounts | Organization administrators | Billing managers |
Calendar | People editors | People viewers |
Check-Ins | Editors and viewers | Counters |
Giving | Administrators, bookkeepers, and counters | Reviewers |
Groups | Administrators | Group type managers and leaders |
People | All users |
|
Publishing | Administrators | |
Registrations | All users |
|
Services | Anyone with at least the minimum permissions needed to view people outside of their teams, according to your default permission settings in Services. | Anyone below the minimum permissions needed to view people outside of their teams, according to your default permission settings in Services. |
Assign tasks
To assign a new or existing task to a collaborator, choose someone from the Assigned to dropdown when creating or editing a task.
When you assign a task to someone, their profile picture is displayed on the task and they're notified of the new assignment.
If you inactivate or delete a collaborator's profile, they are removed as a collaborator, and all tasks assigned to them are unassigned. Tasks are also unassigned from anyone manually removed as a collaborator.
Remove collaborators
When someone is removed as a collaborator, they receive an email and in-product notification.
Live updates to tasks
Since collaborators can see edits as they happen, you don't need to refresh your shared task list to see changes; however, depending on your action, you may need to select Save before the changes apply across collaborators.
If you change the task list color, remove a task, or mark a task as complete, other collaborators will see those changes as they happen, with no saving required.
If you update a task list name or edit a task, you must save those changes before they become visible to other collaborators.
If you're working on a shared list and another collaborator deletes it, you'll see a warning and the option to restore it. Restoring the list will restore it for all collaborators.