Teams

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Feature overview

A team is a shared space within your organization where a group of people work together toward the same goals. An organization can have many teams. Each one has its own projects, tasks, documents, files, and Friday chats, so the entire context of the group’s work lives in one place. Teams are always private. Only the people on a team can see it and its work. A team can also include people from outside your organization. Team admins can add guests from partner organizations at no extra cost, and guests work alongside members on everything in the team without seeing the rest of your organization. A guest can belong to more than one team, and their account stays with their own organization.

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When to use Teams

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1. Organize work within your organization

Create a team when a group in your organization works toward the same goals.

• Departments: give a department, such as Engineering, Finance, or Operations, one home for all of its projects, where context will live.
• Cross-functional initiatives: bring people from different departments together for a product launch, a system migration, or a company event. People can belong to more than one team, so they stay in their department’s team and join the initiative too.
• Sensitive work: keep confidential planning, such as hiring, budgets, or leadership decisions, limited to the people involved. Teams are always private.

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2. Work with people from other organizations

Add guests to a team when you work with customers, partners such as agencies, or vendors from other organizations. You can add unlimited guests to a team.

• Customers: bring your customers into the projects you deliver for them, so they can follow progress, comment on tasks, and share feedback in one place.
• Agencies: give your marketing, PR, or creative agency access to the projects they support, so their work and your feedback stay in one place.
• Vendors: manage vendor work, such as IT procurement or implementation, alongside your own, without granting access to the rest of your organization.

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How to use Teams

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Team roles

• Admin: can add or remove members and guests from a team and do everything a member can do. Every team needs at least one admin.
• Member: has full access to the team’s work and can add members to the team.
• Guest: someone from another organization who can work on anything in the team but can’t manage it.

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View your teams

The Teams tab lists every team you belong to, in alphabetical order. Hover over a team to see its member count or copy a link to it. You can’t browse, search or ask to join other teams. Someone on the team has to add you.

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Create a team

Anyone in your organization can create a team.

1. In the Teams tab, select +New Team at the top of the list.
2. Enter a team name of up to 40 characters.
3. Optionally, select +Add under Members to add people from your organization.
4. Review the Admins list. You’re added automatically, and you can add more admins with +Add.
5. Select Create.

You can add members and guests later. Once there’s another admin, you can remove yourself as an admin.

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Open a team

When you open a team, you land on the Projects tab. The team has three tabs:

• Projects: every project in the team, grouped into Recent and Others. Each project holds its tasks, documents, files and Friday chats.
• Lists: your saved lists, with an option to create a new list at the top. A list is a saved search that finds specific projects or tasks.
• Settings: opens on Members, with two more tabs for Guests and Permissions.

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Add and remove members

To add someone, open Settings and add them on the Members tab. Only admins can remove someone from a team. To remove someone, find them in the list and remove them. A removed member loses access to the team and its contents, but continues to have access to individual tasks they were added to. Everything they created stays with the team.

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Use Teams offline

You can view your teams and create a team while offline. Changes sync once you are back online.

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Guests

Guests are people from other organizations whom you add to a team.

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Who can be a guest

• A guest must use an email address on an organizational domain. Addresses from free email providers can’t be added.
• A person can be a member of one organization and a guest in any number of others.
• A guest can belong to several teams in the same organization and sees all of them in their Teams tab.

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Add a guest

1. Open the team and go to Settings.
2. Select the Guests tab. Only team admins see the Add guests option.
3. Select Add guests and enter the guest’s organizational email address.

If the guest already uses Tasket in another organization, they’re added right away. If they’re new to Tasket, they get an email inviting them to sign up as a guest.

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What guests can do

Inside a team, a guest works like a member. They can work on tasks, documents and files in any of the team’s projects: create, assign, complete, and reopen tasks, comment, edit documents, and move work between the team’s projects. Guests can also invite other guests to specific tasks inside a project. They get notifications on tasks they’re part of, and their search shows only what they can access.

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What guests can’t do

Guests can’t manage the team or reach anything outside it. They can’t create, rename, or delete projects or teams, change team settings, become an admin, or add or remove members or admins from the team. Guests can’t invite other guests to join a team. They also can’t move work to another team or submit intakes.

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How guests appear

In task pickers, each guest shows their name and organization.

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When a guest is removed

Team admins can remove a guest from the Guests tab in Settings. A removed guest loses access to the team’s projects, but keeps access to any tasks they were added to. The guest’s name stays on everything they contributed, such as comments and tasks they created.

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FAQ

Can I belong to more than one team? Yes. The Teams tab lists every team you belong to. How do I join a team? Someone already on the team has to add you. You can’t browse, search or ask to join one. Is there a limit on how many guests a team can have? No. A team can have an unlimited number of guests. Who can add guests to a team? Only team admins. Does a guest need a Tasket account? Yes. People who already use Tasket are added right away, and new guests get an email inviting them to sign up. Does my organization own a guest’s account or data? No. The guest’s account stays with their own organization. Can guests see my organization’s other teams? No. Guests see only the teams they’ve been added to. What’s the difference between an admin and a member? Only admins can add guests, and remove members and guests from a team. Every team needs at least one admin. What happens to someone’s work when they’re removed from a team? Everything they created stays with the team, and they lose access to the team. They continue to have access to individual tasks they were added to.

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Troubleshooting

I can’t see a team. You see only the teams you belong to. Ask someone on the team to add you. I don’t see the Add guests option. Only team admins see it, on the Guests tab in Settings. Ask an admin of the team to add the guest. A guest’s email won’t add. Check that the address uses an organizational domain. Addresses from free email providers can’t be added. I can’t find someone to add as a member. Only people in your organization can be members, and people already on the team can’t be added again. To bring in someone from another organization, ask a team admin to add them as a guest. I can’t remove an admin. Every team needs at least one admin. Add another admin first, then remove the original one.