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Getting started with Team Tasks

Go from signing in with Google to a shared board your team can work from in about five minutes.

By the Team Tasks team · Updated October 26, 2026

How Team Tasks is organized

Before you click anything, it helps to know the three levels:

• Company: your organization. It holds the bill and the list of people.
• Departments: groups inside the company, such as Sales or Operations. Each department has its own boards and its own members. People only see the departments they've been added to.
• Boards: kanban boards inside a department. A board can be synced to Google Tasks or kept inside Team Tasks only.

Step 1: Sign in with Google

1. Go to app.team-tasks.io and click Continue with Google.
2. Choose your Google account and approve the permissions. Team Tasks asks for your basic profile and access to Google Tasks. It never asks for Gmail or Google Drive.

You'll land on the Departments page. If someone already invited you, open the link in your invite instead. It puts you straight into their department (see Invite your team).

Step 2: Create your company and first department

1. On the Departments page, find New department.
2. Enter a Department name (for example "Operations") and a Company name.
3. Click Create.

This creates your company with you as its owner, plus its first department. Companies of up to 3 members are free. When a 4th member joins, a 14-day free trial starts, with no card needed.

Step 3: Create a shared board

Open your new department. It will say "No boards yet". Use the New board card:

1. Board name: anything, for example "Customer onboarding".
2. Ownership mode: pick Team Google account for a normal shared board. Here one Google account owns every task, so there's a single copy everyone works from. Personal accounts instead keeps each task in the Google account of the person it's assigned to.
3. Board mode: lists (Google) makes every column a Google Tasks list. status gives you To do, In progress and Done columns that exist only in Team Tasks.
4. Team Google account: choose the Google account that will own the board's tasks. To keep the board out of Google entirely, choose No team account (app-local).
5. Click Create.

Prefer a head start? Use Create from template on the department page.

Step 4: Add columns

On a Google-synced board, every column is one Google Tasks list in the team account. You can add columns two ways:

• New column: add a column at the end of the board. Team Tasks creates a new Google Tasks list with the same name.
• Existing Google list: open the Google lists menu in the board toolbar. Click + list name on any list the team account already has, and its tasks come in as a column.

Have a pile of tasks in a spreadsheet? Use Import › Bulk add tasks to paste lines or upload a CSV.

Step 5: Invite your team

Open the department's Members page, use Invite someone, enter an email address, choose member or admin, and click Invite. Each person signs in with the Google account that matches the invited address. The full walkthrough, including guests and domain auto-join, is in Invite your team.

Step 6: Work the board

• Assign a task to anyone in the department from the Assignee control on the task. See How to assign tasks.
• Switch views with the board view switcher: Board, List, or Table. The department Calendar shows deadlines on a month grid.
• My Day in the top navigation collects tasks assigned to you, anything due in the next 7 days, and tasks you've starred, across all your departments.
• Sync now in the board header pulls the latest changes from Google immediately. Otherwise sync runs on its own; see How sync works.

Frequently asked questions