You have just been invited to collaborate on a Teamwork site, so let's show you how to get set up! 

We’re here to help you collaborate with your team on your projects and enhance your productivity.

This guide will explain exactly what you will need to know to get up and running as a collaborator in Teamwork.
◑  Joining Teamwork
◑  Teamwork hierarchy
◑  Exploring the Home area
◑  My profile
◑  Profile preferences
◑  Viewing your projects
◑  Working with tasks

Joining Teamwork

First things first, you have received an email invitation from a colleague to join a Teamwork site.

Image Placeholder

Once you get started, you'll be brought to a login screen where you can set a password for your account.

Image Placeholder

When you first log in, you will be directed to the Activity section of the main Home area.

You will also see a Welcome tab at the bottom of the Home area navigation bar. This includes a quick overview taking you through a few introductory steps.

Image Placeholder

Below this, you will also have access to upcoming Teamwork webinars.

Image Placeholder

Getting to know the Teamwork hierarchy

Teamwork is based around a hierarchy of information that forms the foundation for your projects.
Image Placeholder

Tasks & Subtasks: Tasks are the basic units of work in Teamwork that you and your team need to carry out. When more complicated workloads arise, it can be broken down into subtasks. As a collaborator, you can have tasks assigned to you by other members of your team.
Task Lists: Task lists allow your team to easily group and manage related tasks. Each task in a project must be housed within a task list.
Milestones: A milestone marks a point of progress in your project such as the end of a phase of the project. As a collaborator, you can have milestones assigned to you by other members of your team.
Projects: Each project is made up of all the components below it in the hierarchy: subtasks, tasks, task lists, and milestones. Your overall goal to complete the project by working through and completing each of these components, working from the lowest level of subtasks (if created) through to milestones.

Exploring the Home area

The Home area of your site gives you a high-level overview of what is happening across all of your projects.

Image Placeholder

You can navigate to different areas using the left navigation pane. These include:

  • My Work - View your upcoming tasks and milestones due today, as well as any overdue ones.
  • My Projects -  A list view of all of the projects you are a member of.
  • Activity - This section provides you with a feed of activity occurring across all of your projects.
  • Unread comments - A digest of your unread comments across your projects.
  • Unread messages - A digest of your unread messages across your projects.
  • Events - if you have been granted access to the calendar, you will also see an Events subsection.

My profile

Let's take a look at your profile! Select your user avatar in the upper right corner of the site. From the dropdown list of options, choose View Profile (the first item on the list).

Image Placeholder

Your profile area acts like a personal hub for actions and progress on every project, making your important information more easily accessible to you.

Image Placeholder

Your profile is broken down into various subsections which include:

Contains your personal details, preferences you have in place, as well as your permissions.
A complete list of all of the projects you have been added to.
Check here for any active tasks that have been assigned to you.
A list of tasks you are responsible for and are already complete.
Here you will find a list of milestones you are responsible for.
A breakdown of your activity across your projects.

Profile preferences

It’s important to keep up to date with everything that’s happening on your projects. The notification and email preferences you set for your profile are a great way to ensure you receive the notifications you need.

While viewing your profile, click the green Edit My Profile button in the top right corner.

Image Placeholder

Tip: You can also access the Edit My Profile option in the dropdown menu when you click your profile picture.

Once selected, a pop-up window will open with a variety of subsections breaking down your personal details. Head to the Preferences tab to access your notification & email settings.

Image Placeholder

Simply toggle on or off each individual setting by clicking the switch on the right, then click Update.

Other sections of your details include:

- Edit your name, email address, and profile photo associated with your account.
- You can also view the company you are a member of
-  Change your password
- Enable two-factor authentication for your account
    - Note: This feature is price plan dependent
- Link to another Teamwork account
Edit your job title, phone numbers, fax, and alternative emails
Add your address and country
Add some public profile information that will be visible to anyone on the site with permission to manage people
Add some private notes that will only be visible to your company
Include links to your social media accounts, website, or messenger
- Language
- Date & time format
- Calendar start day
- Time zone
View the permissions & access granted to you by administrators on your site
Notifications and email preferences
Editing preferences - use markdown for messages and comments
 API & Mobile
View or disable your API token
Download the Teamwork Android or iOS app

Viewing your projects

To get started with your projects, head to the Projects area at the top of your site.

Image Placeholder

You can view your projects list in this section, navigate between project status tabs, and select project categories to view.

Image Placeholder

In the list view, your projects will be grouped by project status:

  • Active: All projects on the site except any project that has been archived.
  • Current: Any projects that are active, but not late or completed. Archived projects are excluded.
  • Late: Any project that has gone passed its due date and is not yet marked as complete
  • Upcoming: Any project that has a start date is later than today's date
  • Completed: Any project that has been marked as complete
  • Archived: Any project has been archived

Clicking a project name will bring you directly to that project where you can start exploring and get to work with your tasks.

Any of your projects that have project dates set will also appear in the projects chart under the Planning section.

Image Placeholder

Working with tasks

Tasks are the foundation of your work in Teamwork. Using tasks, your workload can be easily broken into manageable pieces that contribute towards the end goal of the project.

As a collaborator, you can have tasks assigned to you by other members of your team.

Each task has a series of properties:

Image Placeholder
Assignee: The person or people responsible for the task. When you are assigned to a task, this will appear green. For other users’ tasks, it will be gray. 
When you hover over the assignee field, you will see a pencil icon to edit the task (as long as you have permission to do so).
Image Placeholder
Description: If a description has been added to the task, you will see a more… option beside the task name. Click this to show the description.
Image Placeholder
Board column: If a member of your team has added the task to a board column, the column name will be displayed beside the task name.
Image Placeholder
Start/Due date: When a task has a start or due date set, these will show to the right of the task name.
Image Placeholder
Tags: Any tags your team have added to the task will appear to the right of the task name.
Image Placeholder
Privacy: When a task is locked to specific users, you’ll see this icon beside the task name. Hover over it to see who has access to the task.
Image Placeholder
Files: When one of your tasks has files attached, you will see the paperclip symbol beside the task name. Hovering over it will tell you how many files are attached. Click the icon to view the files.
Image Placeholder
Dependencies: If you see this symbol on your task, it means it there are other tasks dependent on it. Those tasks either cannot be started or completed before your task is completed.
Image Placeholder
Reminders: Create a reminder for yourself or other team members: SMS, email, or mobile push notifications. This will be green if any active reminders are set.
Image Placeholder
Priority: You’ll see this symbol beside the task if one of your team members has set a priority level for the task.
- Low (green), medium (yellow), or high (red)
Image Placeholder
Comments: The comment icon gives you a count of the comments on the task. This icon is green when you have unread comments. Click the icon to view existing comments and add new ones.
Image Placeholder
Progress: Use the progress bar to indicate how close the task is to completion.
Image Placeholder
Repeats: The task has been set to repeat at specific intervals. Each repeat task will be created when the previous task is marked as complete.
Image Placeholder
Followers: Hover over the task & click this icon to follow the task and receive notifications when the task is updated. These options include all notifications, only task changes, or only comments.
Image Placeholder
Quick view: Open a quick view of the task details.

As a collaborator, you can set reminders and update progress on your tasks. You can also add comments and mark your tasks as complete.

Note: Collaborators cannot create tasks or edit task properties.

When you open a project from the site-level Projects area, head to the Tasks tab to view the active tasks on the project. Any tasks that have been assigned to you will have the assignee field highlighted in green.

Image Placeholder

Image Placeholder

When you have completed your work on a task, you can mark the task as complete. To do this, simply select the checkmark next to the task name.

Image Placeholder

The checkmark will turn green and the task will be moved into the completed tasks section at the bottom of the task list.

Image Placeholder

Completed tasks cannot be edited. You will need to select the checkmark again to reactivate the task if you wish to make any changes.

If a task has a red icon instead of a checkmark, it means that task is dependent on other tasks being completed first. Hover over the red icon to see which tasks are connected.

Image Placeholder

You can either interact with the tasks assigned to you from your profile or in the project itself.

Hovering over a task will show you who created it and when. You'll also see some additional options appear to the right of the task that you can update.

Image Placeholder

You can also react to your team members' comments on tasks. To do this, simply select the emoji icon in the right hand corner of the comment box.

Image Placeholder

You’re all set to go! You are now up and running with Teamwork!

Now that you have completed our introductory guide to Teamwork for collaborators,
you can easily take the following actions on your site:
Joining Teamwork
✓  Accept your email invitation to Teamwork
✓  Set a password for your account  
✓  Log in to Teamwork and view the onboarding steps in the Welcome area
Teamwork hierarchy
✓  Understand the hierarchy of information in Teamwork and how projects come together
Exploring the Home area
✓  Understand the different sections within the Home area 
✓  View your unread comments and messages  
✓  View your current workload in the My Work section  
My profile
✓  View your profile 
✓  Explore the different profile subsections
✓  View your active tasks
Profile preferences
✓  Edit your profile and open your preferences
✓  Adjust your email and notification preferences
Viewing your projects
✓  Access the Projects area of your site
✓  Switch between the projects list and chart views
✓  Open an individual project
Working with tasks
✓  Understanding tasks 
✓  Explore task properties
✓  View the Tasks area of a project
✓  Compete a task
✓  React to task comments