Make Spaces, Folders, Lists, and tasks private

Make Spaces, Folders, Lists, and tasks private so only certain people can access them. You can also set individual permissions to limit what specific people can see and do.

Spaces, Folders, Lists, tasks, and Goals are public by default. Dashboards are private by default.

What you'll need

Make a Space private

To make a Space private:

  1. In the Sidebar, click the ellipsis ... next to the Space.
  2. Select Sharing & Permissions.
  3. Click Make Private.
  4. Use the search bar at the top to add additional Workspace members.

If someone else created the Space you are making private, a popup will appear informing you that you are about to remove their access to it. Click Keep creator if you want them to maintain access after the Space is made private.

Tasks in a private Space that are added to a public Space using Tasks in Multiple Lists will be visible to everyone who can access the public Space. When you move a Folder or List from a private Space to a public one, the tasks in the Folder or List become public.

Owners and admins on the Enterprise Plan can make new Spaces private by default.

Leave a private Space

If you no longer need access to the items in a private Space, you can leave it. You'll have to be invited back to the Space if you want to access items from it later.

To leave a private Space:

  1. In the Sidebar, hover over the private Space and click the ellipsis ... menu.
  2. Select Space settings.
  3. Click Leave Space Permanently.

Before the creator of a private Space can leave it, they must share the Space with someone or transfer ownership of it.

Transfer ownership of a private Space

By default, a private Space is only accessible to the person who made it private.

Owners and admins can transfer ownership of a private Space in two scenarios:

Make a Folder or List private

To make a Folder or List private:

  1. In the Sidebar, click the ellipsis ... next to the Space.
  2. Select Sharing & Permissions.
  3. Click Make Private.
  4. Use the search bar at the top to add additional Workspace members.
  5. Set user permissions by clicking Full and selecting from the options.

Screenshot of individual permission options when sharing a Folder or List.

When members or guests with limited permissions are granted full access to an item that changes from private to public, these people retain the same permissions.

If someone else created the Folder or List you are making private, a popup will appear informing you that you are about to remove their access to it. Click Keep creator if you want them to maintain access after the Folder or List is made private.

Make a task private

To make a task private:

  1. Open a task.
  2. In the upper-right corner, click Share.
  3. Click Make Private.
    • You can use the search bar at the top to add new or existing users to the task. You can also set user permissions using the dropdown menu to the right of each person's name.

If someone else created the task you are making private, a popup will appear informing you that you are about to remove their access to it. Click Keep creator if you want them to maintain access after the task is made private.

If you share a private task, the user you shared it with will need to request access to the task. Access requests can be approved from in Inbox. 

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