Team roles and access

There are 3 user roles available in a team: Admin, Member (Business plan only), and Guest.

Admin

An Admin has full access and control over the team:

• ✅ Browse, preview, and join any visible projects in the team
• ✅ Create new projects in the team
• ✅ Invite or remove members from the team
• ✅ Update roles for other members in the team
• ✅ Update the team-wide settings
• ✅ Delete the team permanently
• ✅ Control team billing
• ✅ Have ownership over the data added in the team

A team may have multiple Admins.

A person who creates a team is automatically set as an Admin, and can grant other members admin privileges. On the free team plan, everyone invited to the team is set as an Admin.

Guest management

• Admins can promote guests to full members of the team.
• Admins can manage guest access from the Members settings (for example: remove a guest from projects in the team).
• Guests are free of charge and won’t appear on the invoice.

Member

A Member can collaborate through the whole team but their access to high-level settings is limited:

• ✅ Browse, preview, and join any visible projects in the team
• ✅ Create new projects in the team
• ✅ Invite (but not remove) members to the team
• ❌ Update roles for other members in the team
• ❌ Update the team-wide settings
• ❌ Delete the team permanently
• ❌ Control team billing
• ❌ Have ownership over the data added in the team

Guest

A Guest is a person outside the team who's invited to a specific project.

They don't have access to a team and all their corresponding data. They need to be invited to projects explicitly to gain access.

• ❌ Browse, preview, and join any visible projects in the team
• ❌ Create new projects in the team
• ❌ Invite or remove members from the team
• ❌ Update roles for other members in the team
• ❌ Update the team-wide settings
• ❌ Delete the team permanently
• ❌ Control team billing
• ❌ Have ownership over the data added in the team

To invite a guest to a project:

1. Select a project that you want to share with a guest in your team.
2. Click the Share icon in the top-right corner.
3. Type the person’s email address and click Invite.
4. If that person is not part of your team, they will be added as a collaborator of the project and a guest in your team.

Invite people to a team

Invite people to the team through email or by sharing an invite link.

1. Log in to the Todoist account at https://todoist.com.
2. In the sidebar, click the team.
3. Click the Members icon in the top-right.
4. Click Invite people.
5. Use one of these two available options:

• Click the Copy link button at the top and share the link with a person or multiple people you want to invite to your team. They will be added as a Member (on the Business plan) or as an Admin (on the free team plan).
• Enter the person's email address and select the role (Admin or Member) you would like to set for them. Click Send invites in the bottom-right corner.

Remove someone from the team

1. In the sidebar, click the team.
2. Click Members in the top-right.
3. Find the person you wish to remove and click on their role (either Admin, Member or Guest) to the right of their name.
4. Click Remove from team.

Change a role

1. In the sidebar, click the team.
2. Select Members in the top-right. A list of team members will appear. 
3. Click the role menu and select the appropriate role.

Turn off guest access

Guest access is turned on by default, but Admins can turn it off:

1. In the sidebar, click the team.
2. Click Settings in the top-right.
3. Under the team name, select General.
4. Under Security, turn on Disable guests. 

Learn more

• Use shared projects in Todoist
• If you're having issues with roles or permissions in the team, get in touch with us.