Share and collaborate on lists

What is list sharing?

Sharing a list lets you collaborate with others in real time. Everyone on a shared list can add, edit, and complete tasks, as well as add notes. When someone adds or changes a task or note, the other members get a notification.

Sharing a list

1. Open the list you want to share.
2. Tap the menu button at the top of the list and choose Share list. You can also tap the avatars next to the list's name. Sharing is only available on active lists, not archived ones.
3. As the list's owner, tap Share list at the bottom of the sheet. We create a share link and open your device's share sheet straight away, so you can send it via any app.
4. Once the link exists, the sheet shows two buttons:
   • Tap Share link to open your device's share sheet again.
   • Tap Copy link to copy it to your clipboard.
5. Anyone who opens the link can join the list, up to your plan's sharing limit.

On the free plan you can share a list with one other person. With PRO you can share it with up to nine. Once that one person has joined a free-plan list, we switch the share link off, and sharing with anyone else asks you to upgrade to PRO. To invite someone new without upgrading, first remove a person who no longer needs access.

Collaborator roles

Shared lists have two roles:

• Owner — The person who created the list. Owners can manage collaborators, disable sharing, and delete the list.
• Editor — Anyone who joins via the share link. Editors can add, edit, and complete tasks, add notes, and view all list content.

Managing collaborators

After sharing a list, you can see everyone who has joined. Open the sharing sheet (choose Share list from the list menu, or tap the avatars next to the list's name). The sheet lists each member's avatar, name, and role, with the owner first.

• Remove a collaborator — As the owner, tap the × next to a collaborator's name and confirm with Remove to revoke their access.
• Leave a list — As an editor, tap the × next to your own name and confirm with Remove. The list closes and you'll see "You have left the list".

Disabling sharing

If you no longer want new people to join your list:

1. Open the list's sharing sheet.
2. Toggle Allow others to join this list? off. The toggle only appears while a share link exists.
3. Tap Disable to confirm.

Existing collaborators keep their access, but the share link stops working. The toggle disappears once the link is off, so it can't switch sharing back on. To let people join again, tap Share list to create a new link.

What collaborators can do

All list members — owners and editors alike — can:

• Add new tasks and notes to the list.
• Edit existing tasks and notes.
• Complete and reopen tasks.
• View all list content, including sections.

When someone adds or edits a task or note in a shared list, including completing a task, we send a push notification to the other members. The person who made the change doesn't get one, and deleting a task or note doesn't send one. These notifications are on by default. Each member can turn them off in Settings → Notifications settings → Shared list activity.