Lists
Share and collaborate on lists
Invite others to your lists so you can work on tasks and notes together in real time.
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. In the mobile app, the other members get a notification when someone adds or changes a task or note.
Sharing a list
On mobile
- Open the list you want to share.
- 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.
- 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.
- 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.
- Anyone who opens the link can join the list, up to your plan's sharing limit.
On the web
- Open the list you want to share.
- Select the menu button at the top right and choose Share list. You can also select the avatars under the list's name, or the + beside them. Sharing is only available on active lists, not archived ones.
- Select Copy link to copy an invite link to your clipboard, or Share link to send it. Share link opens your device's share sheet where your browser supports it, and otherwise starts an email with the link in your email app.
- Anyone who opens the link can join the list, up to your plan's sharing limit.
The first time you share a list, either button creates its link. Only the list's owner can create the link, but once it exists, everyone on the list can copy or share it.
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.
On mobile
Sharing with anyone else then asks you to upgrade to PRO.
On the web
The sharing options then show Share with more people (PRO) in place of the share buttons. A list can have up to ten people, including you: once it's full, the sharing options say This list is full.
To invite someone new without upgrading, first remove a person who no longer needs access.
Joining a shared list
When someone shares a list with you, open the link they sent.
On mobile
Do Everything shows You have been invited! Tap Join to join the list.
On the web
Log in if you're asked to. On You have been invited!, select Join list. Once you've joined, the list appears on Lists. If the list is full, has been deleted or no longer takes new people, we tell you instead.
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.
On mobile
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".
On the web
Select the avatars under the list's name, or choose Share list from the list's menu (Members if you can't share the list). Under Shared with, it shows each member's avatar, name, and role, with the owner first.
- Remove a collaborator — As the owner, select Remove next to a collaborator's name, then Remove again to confirm.
- Leave a list — As an editor, select Leave next to your own name, then Leave again to confirm. You'll see "You have left the list" and return to Lists.
Disabling sharing
If you no longer want new people to join your list, turn its share link off. Existing collaborators keep their access, but the link stops working.
On mobile
- Open the list's sharing sheet.
- Toggle Allow others to join this list? off. The toggle only appears while a share link exists.
- Tap Disable to confirm.
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.
On the web
- Open the list's sharing options.
- Switch Allow others to join this list? off. Only the list's owner sees this switch, and only while a share link exists.
- Select Disable to confirm.
The switch disappears once the link is off. To let people join again, select Copy link or Share link 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.
Activity notifications
On mobile
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.
On the web
This isn’t in the web app yet.
