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Invite your team: departments, roles, and guests
Who can invite, what each role can do, and how to share a board with someone outside your company.
Company owners and admins, and department admins, can invite people by email from a Members page. The invitee signs in with the Google account that matches the invited address. To share one board with someone outside the department, add them as a free guest from the board's Sharing menu.
Roles at a glance
| Role | Where | What they can do |
|---|---|---|
| Owner | Company | Everything: people, billing, every department, and granting the owner role |
| Admin | Company | Manage people, billing, and every department |
| Member | Company | See and work in only the departments they're added to |
| Admin | Department | Invite and manage that department's people; manage board sharing and Google lists |
| Member | Department | Create boards and add, edit, assign, and complete tasks |
| Guest | One board | Viewer: read only. Editor: add, move, edit, complete, and comment on tasks |
Invite someone to a department
- Open the department and go to Members. Company owners and admins can also invite from the company's Members page, which lets them choose the department.
- Under Invite someone, enter the person's email address.
- Choose a role, member or admin, and click Invite.
After you click Invite, the page shows the invite link. If the person doesn't get an invite email, copy the link and send it to them yourself. Pending invites are listed on the Members page with a Revoke button. Invites expire after 14 days.
Free plan limit: companies of up to 3 members are free. Adding a 4th member starts the 14-day free trial. If your company has already used its trial, an owner or admin needs to add a payment method on the Billing page before the 4th person can join.
What the person you invite sees
- They open the invite link and see "You're invited", with the department and role.
- They click Sign in with Google and use the Google account for the invited address.
- They click Accept invitation, and the department opens.
If they're signed in with a different account, the page says so and offers Sign out and switch account. If the link was revoked, already used, or has expired, the page explains which, and an admin can send a fresh invite.
Change a role or remove someone
On the company or department Members page, use the Role menu next to a person's name and click Set. Click Remove to take them out. To give an existing company member access to another department, use Add to a department on the company Members page.
Share one board with a guest
Guests are for people outside the department, such as a client, a contractor, or a colleague in another company. They see only the board you share, and they're free.
- Ask the guest to sign in to app.team-tasks.io with Google once. Team Tasks can only share with an account that already exists.
- On the board, open Sharing › Guests. This needs a department admin or a company owner or admin.
- Enter their email, choose viewer or editor, and pick how long access lasts: 7, 30, or 90 days, or no expiry. Click Invite.
The board then appears for them under Shared with me on their Departments page. Team Tasks doesn't email guests, so let them know it's there. Remove access at any time with Remove next to their name.
Let everyone on your email domain join automatically
If your team uses company email addresses (not gmail.com or other public email providers), a company owner or admin can verify your domain. New people who sign up with that domain then join the company automatically, without an invite.
- Open the company's Settings and find Verified email domains.
- Enter your domain in Domain to claim and click Claim domain.
- Prove you control it: add the DNS TXT record shown and click Check DNS & verify. If you can't edit DNS, use Send verification email to an admin mailbox at that domain.
- Choose whether new people join as members or admins, and which department they start in. You can also enroll existing users, or turn auto-join off later.
Frequently asked questions
Why does my invite say it was sent to a different address?
Invites are tied to the email address they were sent to. If you are signed in to Team Tasks with a different Google account, click Sign out and switch account on the invite page, then sign in with the Google account whose address matches the invite.
How long does an invite link last?
14 days. After that, or if it was revoked, ask an owner or admin to send a new invite.
Do guests cost anything?
No. Guests on shared boards don't count toward your company's members or your bill.
Can someone be in more than one department?
Yes. A company owner or admin can add an existing company member to any other department from the company Members page with Add to a department.
Who can change the company owner?
Only an owner can make someone else an owner or change an owner's role.
Still stuck?
Email us. Every message is read and answered by the people who build Team Tasks.
Email support@team-tasks.io