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How to collaborate with your team on projects

Every team member sees exactly the features and data relevant to their role, with tasks, conversations, time entries, and custom pages all connected inside shared projects. Here's how to set up a collaborative workspace.

1. Create custom roles. Under Settings → User roles, create roles that match your team structure. Each role controls view, create, edit, and delete permissions across every area: projects, tasks, invoices, proposals, contracts, forms, contacts, files, time tracking, automations, and settings. A "Project Manager" role might have full access, while a "Contractor" role only sees assigned projects and tasks.
2. Invite team members. From Settings → Contacts, invite team members by email. Each invitation includes a role assignment. Once accepted, the team member logs in and accesses everything their role allows. Role assignments can be changed at any time from the user management screen.
3. Create a project. From the Projects page, create a project and add the relevant team members. The project becomes the shared space where tasks, files, conversations, and time entries live.
4. Assign tasks. Inside the project, create tasks and assign them to team members. Each task can have a due date, priority, description, subtasks, and dependencies. Assigned team members receive a notification, and the task appears in their personal task list and the project board.
5. Start conversations. Conversations are linked to the project, keeping discussions in context. Team members can @mention each other, attach files, and reference tasks, invoices, or proposals within the conversation. External conversations with clients stay separate from internal team threads.
6. Track time. Team members track time against tasks using the built-in timer or manual entries. The timesheet combines all time entries across the project, showing who worked on what, for how long, and at what billing rate.
7. Review custom pages. Custom pages display project progress, task completion rates, time logged, and any other metrics relevant to the project. Widgets pull from live data, so the view reflects current status without manual updates.

Custom roles mean each team member sees exactly the features and data relevant to their job, so a project manager gets full visibility while a contractor sees only assigned work.