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|
|◑ Exploring the Home
|◑ My profile|
|◑ Viewing your
|◑ Working with
First things first, you have received an email invitation from a colleague to join a Teamwork site.
Once you get started, you'll be brought to a login screen where you can set a password for your account.
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.
Below this, you will also have access to upcoming Teamwork webinars.
Getting to know
Teamwork is based around a hierarchy of information that forms the foundation for your projects.
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.
The Home area of your site gives you a high-level overview of what is happening across all of your projects.
You can navigate to different areas using the left navigation pane. These include:
- My Work - View your
tasks and milestones due
well as any overdue
- My Projects - A
of all of the projects you are
- Activity - This
provides you with a feed of
occurring across all of your
- Unread comments - A
your unread comments across
- Unread messages - A
your unread messages across
- Events - if you have been granted access to the calendar, you will also see an Events subsection.
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).
Your profile area acts like a personal hub for actions and progress on every project, making your important information more easily accessible to you.
Your profile is broken down into various subsections which include:
Contains your personal details, preferences you have in place, as well as your permissions.
|Projects ||A complete list of all
projects you have been
|Tasks ||Check here for any
tasks that have been
|Completed ||A list of tasks you
responsible for and
|Milestones ||Here you will find a
milestones you are
|Activity ||A breakdown of your
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.
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.
Simply toggle on or off each individual setting by clicking the switch on the right, then click Update.
Other sections of your details include:
- 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
| Details||- Edit
| Address||- Add
| Profile||- Add
| Notes||- Add
| Social||- Include
- Date & time format
- Calendar start day
- Time zone
| Permissions||- View
| Preferences||- Notifications
- Editing preferences - use markdown for messages and comments
| API &
- Download the Teamwork Android or iOS app
To get started with your projects, head to the Projects area at the top of your site.
You can view your projects list in this section, navigate between project status tabs, and select project categories to view.
In the list view, your projects will be grouped by project status:
- Active: All projects on
site except any project that
- Current: Any projects
active, but not late or
Archived projects are
- Late: Any project that
passed its due date and is not
marked as complete
- Upcoming: Any project
a start date is later than
- Completed: Any project
been marked as complete
- Archived: Any project
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.
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:
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).
description has been added
task, you will see a more… option beside
Click this to show the
|Board column: If
member of your team has
task to a board column,
name will be displayed
|Start/Due date: When
a task has a start or due
set, these will show to
of the task name.|
team have added to the
appear to the right of the
|Privacy: When a
is locked to specific
you’ll see this icon
task name. Hover over it
who has access to the
your tasks has files
will see the paperclip
beside the task name.
over it will tell you how
files are attached. Click
to view the files.|
see this symbol on your
means it there are other
dependent on it. Those
either cannot be started
completed before your task
|Reminders: Create a
reminder for yourself or
team members: SMS, email,
mobile push notifications.
will be green if any
reminders are set.|
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)
comment icon gives you a
the comments on the task.
icon is green when you
comments. Click the icon
existing comments and add
progress bar to indicate
the task is to
has been set to repeat at
intervals. Each repeat
be created when the
is marked as
over the task & click
icon to follow the task
receive notifications when
task is updated. These
include all notifications,
task changes, or only
|Quick view: Open
quick view of the task
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.
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.
The checkmark will turn green and the task will be moved into the completed tasks section at the bottom of the task list.
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.
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.
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.
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:
|Chapter ||Skill |
✓ 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
✓ Understand the hierarchy of information in Teamwork and how projects come together
|Exploring the Home
✓ Understand the different sections within the Home area
✓ View your unread comments and messages
✓ View your current workload in the My Work section
✓ View your profile
✓ Explore the different profile subsections
✓ View your active tasks
✓ Edit your profile and open your preferences
✓ Adjust your email and notification preferences
✓ 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