Workspaces
On this page
A workspace is a separate room with its own projects, labels, filters and people. Keep your job in Work and the household in Family, and switch between them in one click.
Your default workspace#
Every account starts with one workspace, Personal, which holds everything you had before. With a single workspace the top of the sidebar reads OpenTodo · Personal, and nothing else changes.
Switch#
Select the workspace name at the top of the sidebar to open the switcher. It lists your workspaces with their Inbox and Today counts. Pick one and every list, count, search and quick add shows that workspace. A dot on the name means another workspace has updates.
Your choice is remembered on each device. From the keyboard, open search with Ctrl+K and type Switch to workspace. Opening a link or a notification from another workspace switches for you.
Create a workspace#
Choose New workspace in the switcher, name it and pick a colour. It needs a connection to your server. New projects, labels and filters, and tasks you add to the Inbox, go into the workspace you are in.
Members and groups#
Open Settings → Workspaces and pick a workspace in the list; on a wide screen it opens beside the list, on a phone as its own page. Its tabs:
- General: the name, colour and icon, then Transfer, Delete or Leave.
- Members: add people by the email of their account on this server and give them the member or admin role.
- Groups: make groups such as Adults. Open a group to rename it, add people by searching their name, or remove them. Deleting a group first tells you which projects lose access through it.
- Invites: create a link that adds whoever opens it, as a member or (for the owner) an admin, valid for 1 hour, 1 day, 7 days or 30 days.
Projects stay private until you share them. In a workspace you created, the Share dialog lists its members by name and its groups: share House with Adults as editor and everyone in the group can edit it. Someone outside the workspace cannot be added to its projects. In your default workspace you share by email, as before.
Mention a group#
In a comment or a task's notes, type @ and pick a group, such as Adults, listed after the people. Everyone in the group who can see the task gets one notification; nobody else is told. See Comments and activity.
Move things#
The project menu has Move to workspace… for projects you own. Its tasks, sections and sub-projects follow, and labels on its tasks are matched by name in the other workspace. Undo puts everything back. A task in the Inbox moves with the command Move … to workspace in search.
Import into a workspace#
Import data has a Workspace choice, starting with the one you have open: everything the import creates goes there. In the terminal: ot import todoist.zip --workspace Work. See Import formats.
Good to know#
- Preferences such as the theme and language are per account, not per workspace.
- A filter such as
workspace: Home | workspace: Worklooks across workspaces. - With end-to-end encryption you can create workspaces and move things, but not add members, groups or invite links yet.
- An account owns at most 20 workspaces; a workspace has up to 200 members and 50 groups.
- Sharing works as described in Sharing and comments; labels and filters belong to one workspace each (Labels and filters).