Sharing and people

Invite someone by email, either from People or at the point you share a list with them. They join once they accept the invitation, and if they're new to Apricot, that's when their account is created.

How many people you can share each list with depends on your plan, not counting you: see Plans.

Anyone on a list can add, edit, assign and complete its tasks, unless its owner chooses otherwise. Only the person who owns the list can rename it, share it, change its type, archive it or delete it.

To choose what each person can do, open Access from your account menu, or from a list's settings. For each person on each of your lists there's Full access, No deleting, Can comment or View only, or Custom to pick for yourself: adding, editing, ticking off, deleting, commenting and attaching files, and emailing people. Everyone on a list can always see it.

At the top of Access, you choose what your own assistants, like Claude and ChatGPT, can do for you on every list you're on. On your own lists that includes changing their settings, sharing them and deleting them.

On your lists, you also choose what each person's assistants can do there, never more than that person can do themselves. On a list someone shares with you, your assistants can do what both you and its owner allow. An assistant can't change anyone's access, its own included, or take people off lists.

To show a Task List or a Note List to someone without adding them to it, turn on its read-only link in the Share dialog and send them the address. Anyone with it can see the list's open tasks or notes, with their details and dates, and its recently completed tasks - no account needed. They can't change anything, and they never see who's on the list or who a task is assigned to.

To keep it to the people you choose, add a password under the link. Anyone opening it then has to type the password before they see anything - not even the list's name - and once they have, that browser remembers it for 30 days. Send the password separately from the link. It's kept scrambled, so you can't look it up later, only change it or remove it; changing it means everyone has to type the new one.

Turn the link off at any time and it stops working straight away; turning it on again brings back the same address. If it's gone further than you meant, make a new link and the old one stops working. Only the list's owner can do any of this, and a list that's archived, or turned into a Form, isn't shown.

You can assign a task to anyone on its list - one person or several. Tick everyone it's for in the menu, and the change is saved when you close it. Each person has their own colour on the calendar, and a task for several people shows in the first person's colour. Assigning doesn't email anyone unless you turn on "Email them" - in the add row once you've picked someone, or in the menu of who it's for - and then only the people you've just added.

To tell them later, or nudge them, choose Email from the task's ••• menu, or from its panel under who it's for. Everyone it's for but you gets an email saying it's theirs.

Open any task, note or response to comment on it, at the foot of its panel. Type @ and a name to mention someone on the list: they're emailed the comment, unless you switch "Email them" off, and it shows in their activity under For you. Everyone else on the task sees new comments in their daily email.

Mentioned in a comment? Give it a 👍 or ❤️ to say you've seen it, without writing back. Only people a comment mentions can react to it; everyone on the list sees the reactions, and whoever wrote the comment finds them in their activity.

The activity button at the top right of every page shows what's happened on your lists: tasks added, finished, moved or given to someone, comments and @mentions, new form responses, and people joining. A dot on it means something's new since you last looked.

It shows other people's changes - turn on Show mine to see yours too - and For you narrows it to your mentions and the tasks added or given to you. Pick lists to see just those. Tap a line to open that task. Changes made by an assistant say so, and several made at once are gathered into one line.

If you leave a list you lose access to it, but its tasks stay for everyone else. If you remove someone, they come off every task on that list they were assigned to.