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How to share Google Tasks with your team

Google Tasks has no built-in way to share a list. These are the real options in 2026 — including the ones that are not ours.

By the Team Tasks team · Updated August 19, 2026 · Prices and limits checked against each vendor's own pricing page on that date.

Why there is no share button in Google Tasks

Google Tasks is personal by design. Every task list belongs to exactly one Google account, and neither the apps nor the official Google Tasks API have any concept of sharing a list, assigning a task, or viewing tasks as a board. That is why the sidebar in Gmail and Calendar has no share control: the capability does not exist in the product, and it is not hidden behind a setting.

So "sharing Google Tasks" always means one of three things: using Google Chat spaces (Google's adjacent product), putting a collaboration layer on top of Google Tasks via its API, or moving your tasks into a different system entirely. Here is every option, with current prices.

Every option compared

Prices are each vendor's published rates as of August 19, 2026 and can change. Team Tasks is an independent product and is not affiliated with Google, Atlassian, Asana, TasksBoard, or GQueues.

The options, one by one

1. Google Chat spaces — Google's own way (Workspace only)

If everyone on your team has a work or school Google account, spaces in Google Chat are the only sharing mechanism Google itself provides. Every space has a Tasks tab where members can create group tasks, set dates, and assign them to other members — and a task assigned to you also shows up in your personal Google Tasks list.

The limits are real, though: it requires Google Workspace (personal Gmail accounts cannot use space tasks), the shared view lives inside Chat rather than in Google Tasks, there is no board view, and deleting a task removes it for everyone, including from the assignee's personal list. For a Workspace team that just needs a lightweight shared to-do list per project space, it is free and already installed — start there before paying for anything.

2. Team Tasks — shared boards on top of Google Tasks (that's us)

Team Tasks adds the team layer Google left out while your tasks stay real Google Tasks. A shared kanban board is backed by a designated team Google account, so there is one source of truth in Google Tasks; workspaces have owner, admin, and member roles; tasks can be assigned to any workspace member; and everyone sees board changes live. Two-way sync pushes your edits to Google and pulls Google-side changes about every 10 seconds while the board is open, otherwise about every 10 minutes, or immediately with Sync now — so teammates who never open Team Tasks still see their tasks in Gmail, on Android, and on iOS.

Full disclosure, since this is our product: it is a private beta. It is free, it works with personal Gmail and Workspace accounts, and it requests Tasks-only permissions (not Gmail, Drive, or Calendar) — but there are no comments, labels, calendar overlay, offline mode, or public API yet, and Google may show an unverified-app warning until our OAuth review completes. What it does today is listed on the homepage, and nothing there is roadmap.

3. TasksBoard — share individual lists or boards

TasksBoard is a full-screen kanban app for Google Tasks and the most established third-party option in this space. Its model is per-list sharing: you share a list or board with specific other Google accounts, who then see the same tasks in real time; shared boards support assignees. The free plan includes up to 5 shared lists, the Pro plan is $3.99 a month billed yearly, and the Team plan with shared boards and team billing is $4.99 per user per month billed yearly, as of August 2026.

The practical difference from Team Tasks is the collaboration model: TasksBoard shares lists between individual accounts, while Team Tasks organizes people into workspaces with roles and backs each shared board with a team-owned Google account. If you want a mature product with per-list sharing today, TasksBoard is a fair choice; if you want workspace structure and are fine with a beta, that is what we are building.

4. A shared Google account — the duct-tape option

Some small teams and families just create one Google account and everyone signs into it. It works, it is free, and every device sees the same lists. But there is no per-person identity (you cannot tell who added or completed a task), no assignees, and everyone holds the same password — which means shared access to everything else on that account and constant two-factor friction. Reasonable for a household grocery list; hard to recommend for a business.

5. Google Keep — a shared checklist, not real tasks

Google Keep lets you add collaborators to a note, and a note can be a checklist — so a shared Keep checklist is sometimes suggested as a stand-in for shared Google Tasks. It is free and instant, but it is a different product: Keep items are not Google Tasks, do not appear in the Tasks sidebar or apps, and have no assignees, due-date sync, or board view. Fine for a one-off shared list; not a task system.

6. Switching tools — Trello, Asana, or GQueues

The last option is to stop using Google Tasks for team work and adopt a dedicated tool. Trello (from Atlassian) gives you kanban boards with a free tier covering 10 boards and 10 collaborators per workspace, then $5 per user per month billed yearly for Standard. Asana is a full work-management platform — its free plan now covers only 2 users, with Starter at $10.99 per user per month billed yearly. GQueues is a Google-flavored task manager with sharing, assignments, and two-way Google Calendar sync, free in its Lite tier and $4 per user per month billed yearly for Business — but note it is its own task system, not a layer on Google Tasks.

Switching is the right call when your team needs more than shared to-dos — timelines, automations, reporting, portfolios — and nobody depends on tasks living in Gmail. The cost is migration and a second system to check. We wrote up the two most common comparisons in detail: Team Tasks vs Trello and Team Tasks vs Asana.

Which option should you pick?

A short decision guide, in the order we would try things ourselves:

• Everyone is on Google Workspace and you need simple shared to-dos: use the Tasks tab in a Google Chat space. It is free, native, and assigned tasks flow into personal Google Tasks.
• You live in Google Tasks (personal or Workspace) and want boards, assignees, and team workspaces: use Team Tasks — that is exactly the gap it exists to fill — or TasksBoard if per-list sharing fits you better and you want a product that is past beta.
• Your team has outgrown to-do lists: move to Trello or Asana and accept that tasks leave Google. A bigger tool beats a clever workaround once you need timelines, automations, and reporting.
• It is a household, not a team: a shared Keep checklist or even a shared account is fine. Do not pay for software to manage a grocery list.

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