Collaboration

Truetask is built for teams working together in real time. This page covers how sharing, roles, mentions, and comments work. For everything about the notification system, see Notifications.

Real-Time Sync

Every change you make is instantly visible to everyone else connected to the same board:

• Task changes — title, description, status, members, dates, tags, custom fields
• List changes — adds, renames, reorders, deletions
• Comments — new comments and replies appear without refreshing
• Board structure — new boards, folders, and moves update every sidebar

Truetask pings the server every 30 seconds to detect lost connections. If you go offline, a banner tells you — and as soon as the network comes back, the app reconnects and catches up automatically.

Sharing a Board

Click the Share button in the top toolbar to open the share dialog. From here you manage the board's members and their roles.

Adding members

1. Click Share in the top toolbar
2. Click Add Member and search by name or email
3. New members are added as Editors by default — change their role with the dropdown

New members see the board appear in their sidebar immediately.

Removing members

Click the × next to a member. If you remove yourself, Truetask will confirm first — you'll lose access immediately.

Roles

Truetask uses two layers of roles: board-level (what you can do inside a specific board) and site-level (your status across the whole workspace).

Board roles

Set in the Share dialog. Each member on each board has one:

Role	What they can do
Owner	The board creator. Full control. Can't be reassigned from the Share dialog.
Admin	Full control — same as Owner, but assignable.
Editor	Work on tasks: create, edit, move, comment, archive. Default for new members.
Viewer	Read-only. See everything, change nothing.

For the complete capability matrix, see Boards → Sharing and Roles.

Site roles

Set in Settings → Members. They apply across every board:

Role	What they can do
Owner	Full access to everything, including destructive operations.
Admin	All settings, members, and boards.
Lead	Can view members, share boards, and manage teams.
User	Standard access to boards they're added to.
Guest	Limited — view-only access to boards they're added to.

How the two layers combine

• Site Owners and Admins always have full control of every board, regardless of their board role — they don't even need to be members.
• Leads, Users, and Guests are further scoped by their board role on each board they belong to.
• The same person can be an Admin on one board, an Editor on another, and a Viewer on a third.

Member Groups

Groups let you manage many users at once:

• Add a whole group to a board in one click from the Share dialog
• @mention a group in a comment or description to notify every member
• Manage groups from Settings → Members → Groups

Availability

User groups are a Pro feature.

Comments

Every task has a Comments tab in its detail view.

• Full Markdown support — bold, italic, code, lists, links
• @mention teammates to notify them
• #reference other tasks by title
• Attach files directly to a comment
• Reply to create threads
• Edit or delete your own comments anytime

Comments appear in real time for everyone watching the task — no reload required.

@Mentions

Type @ in any description, comment, or reply to trigger the member picker. Pick a teammate to create a link that notifies them.

• Mentioned users are automatically added as watchers on the task
• They get a notification (in-app, push, or email depending on their preferences)
• Mentioned users show up in the Activity tab's mention filter

Mentioning groups

With a group defined, typing @groupname mentions everyone in that group at once. Anyone in the group gets the notification individually.

#Task References

Type # in any description or comment to search for other tasks by title. Pick one and a linked reference is inserted. Click the link anywhere it appears to jump to the referenced task.

Good for linking blockers, related work, or parent / child tasks.

Watchers

Every task has a watcher list — people who get notified about changes even if they aren't assigned.

• Members get added automatically when you assign them
• @Mentioning someone adds them as a watcher
• Manually watch a task by opening it and clicking the watch icon in the toolbar
• Unwatch with the same icon — you stop getting notifications

Watch without assigning

Want to keep tabs on something without officially owning it? Watch it. You get all the notifications the members get, without appearing on the member list.

The Activity Feed

At the bottom of every task is an Activity tab — a chronological log of every change:

• Assignments and unassignments
• Status transitions
• Description edits
• Field updates (priority, dates, tags, custom fields)
• Comments and mentions (cross-referenced)
• Attachments and checklist changes

Useful for auditing, catching up after a day off, or figuring out who moved a task and when.

Connection Status

Watch the top of the app for connection indicators:

• Green — everything's synced
• Yellow / reconnecting — temporary network issue, Truetask is retrying
• Red / offline — you're disconnected. Your local changes may be lost until you reconnect.

In practice you'll almost never see the red state — reconnection usually happens in seconds.

Importing Existing Work

Already have boards in Trello, Asana, or somewhere else? Any user can import them from the sidebar's Import button. See Importing & Exporting.