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 is going to explain exactly what you will need to know to get up and running as a standard user with 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 My Projects 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

During the initial trial period for the site, you will see an Invite users button near the top right when viewing individual projects. This allows you quickly add new people to your site by entering their email address.

Once a subscription to a Teamwork plan is created and the site moves out of the trial period, this button will no longer show. At that point, you will only be able to invite new users to the site if you have been granted permission to manage people and companies by a site administrator.

Getting to know the Teamwork hierarchy

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 that you and your team need to carry out. When more complicated workloads arise, you can break it down further by creating subtasks.

Task Lists: Task lists allow you and 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. You can attach one or more task lists to a milestone to show a set (or sets) of tasks that need to be completed in order to reach that milestone.

Projects: Each project you create 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.

Portfolio: You can use Portfolio view to see how any projects you may have running concurrently are progressing. Note: This feature is permission and price plan dependent.

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.

  • Dashboards - Create one or more custom dashboards using different metrics based on certain projects and project items.This is a great way to provide you with critical information at a glance so that you can stay up to speed with everything happening on 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 - A list view of upcoming calendar events for users on your site.

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:

This area contains your personal details and preferences, as well as your permissions. 
View a list of all your upcoming events. 
A complete list of all projects you have been added to. 
Look 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. 
Contains all your logged time entries (billable and non-billable) on the site, along with a quick overview graph of time logged each day. 
A breakdown of the activity taking place on your projects. 
Use this section to enable different integrations for your account. 

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
- Length of day
View the permissions & access granted to you by administrators on your site
Notifications and email preferences for notifications and daily report emails
- Enable markdown for messages and comments
- Setting for using shorthand to log time
API & Mobile
View or disable your API token
Download the Teamwork Android or iOS app.

Exploring your projects

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

Image Placeholder

By default, you can view your projects in the List section. Depending on your permissions, you may also have access to the Templates tab here.

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.

You can also view projects in the Chart section of the Planning area. Only projects with dates already set will appear here.

Image Placeholder

Depending on your permissions, you may also have access to the Portfolio tab to view projects on board columns.

Understanding tasks

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

Your team members can create tasks and assign responsibility to you. You can also create tasks yourself as long as you have the right permission.

Each task has a series of properties that can be customized:

Image Placeholder
Who and when: Assign a task to a team member on the project and set the start and due dates for tasks.
Image Placeholder
Description: Add a brief description outlining what needs to be done.
Image Placeholder
Files: Attach files to the task - choose from files already added to the project or upload new ones.
Image Placeholder
Privacy: Privacy settings allow you to restrict who has access to the task.

Note: Site level administrators supersede privacy settings, therefore can access everything in the project.
Image Placeholder
Priority: Select a priority level for the task: low, medium, or high.
Image Placeholder
Followers: Add project members as followers to the task so they receive notifications when the task is updated. These statuses include: all notifications, only task changes, or only comments.
Image Placeholder
Dependencies: Create dependencies between tasks to ensure that they are completed in a particular order.
Image Placeholder
Repeats: Configure the task to repeat at specific intervals. Each repeat task will be created when the previous task is marked as complete.
Image Placeholder
Reminders: Create a reminder for yourself or other team members:
- SMS, email, or mobile push notifications
Image Placeholder
Tags: Add tags to tasks so you can group them together. Tagged tasks can easily be found using search and filter options.
Image Placeholder
Progress and time: Use the progress bar to indicate how close the task is to completion. You can also log time to the task here.
Image Placeholder
Board column: Select a board column to add the task to.

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 check icon 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 within 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 use to quickly update task properties.

Image Placeholder

The ability to create tasks is dependent on your permissions granted by an administrator. If you have permission, you will see an Add a Task option at the bottom of each task list in the Tasks area of the projects where you are a member.

Image Placeholder

You can then fill out the relevant details for the task before clicking Save Changes.

Image Placeholder

You can also react to your team members' comments on tasks. To do this, simply select the emoji icon to the right of the comment and select your preferred reaction from the dropdown.

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 standard users,
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
Teamwork hierarchy
✓  Understand the hierarchy of information in Teamwork and how projects come together
Exploring the Home area
✓  Understand the different sections in 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
✓  Add a task to a task list
✓  Compete a task
✓  React to task comments