How to Create a Shared Project with Your Team

Most work is not a single task. It is a building, a client, a route, a job that has a dozen moving parts and more than one person touching it. When all of that lives in scattered tasks and separate text threads, nobody can see the whole picture, and the morning handoff becomes a phone call.

A project in Simply-Useful is the container for one of those jobs. Every task, every note, every person who needs to be in the loop sits together in one place. Here is how to build one and bring your team into it.

Create the project

Start a new project, give it a name, and pick a color and an icon so you can spot it at a glance. That is the whole setup. Name it for the thing it actually is: the Maple Street building, the Henderson install, the Tuesday route, a client's name. Now you have a home for everything that belongs to that job.

Add the tasks

As work comes up, file it under the project. When you capture a task by voice, photo, or a quick type, tap the project chip to drop it in, or move an existing task into the project later. If you tend to think of several things at once, you can say them all in one recording and assign the batch, then file the whole set under the project. Everything for the job now lives in one list instead of being spread across your day.

Bring in your people: followers and co-owners

This is where a project stops being a private list and becomes a shared workspace. When you add someone, you choose how much they can do. There are two roles, plus you, the owner who created it.

• Follower (watch and comment): they can see every task in the project and add comments, and they get notified as things move, but they cannot change anything. This is the right role for a client, a building owner, or a manager who needs visibility but not control.
• Co-owner (run it with you): they can add and edit tasks, change the project's name, color, and icon, and bring in followers of their own. This is the right role for a business partner, a foreman, or the office admin who keeps things moving when you are in the field.
• Owner (you): the person who created the project has full control and is the only one who can add, remove, or change co-owners.

1. 1

   Open the project's people section

   Go to the project and find where you add collaborators.

2. 2

   Search your contacts

   Find the person you want to bring in by name. They come from your contacts, the same place you assign tasks from.

3. 3

   Pick their role

   Choose follower if they only need to watch and comment, or co-owner if they will help run the project.

4. 4

   They get the invite

   People already in the app see the project as soon as they sync. Someone new gets a link from your invite and joins from there.

Loop someone in on just one task

Sometimes a person does not need the whole project, just one task inside it. You can add a follower to a single task without giving them access to everything else. Put the customer on the one job that affects them, or your supervisor on the task that is running late, and they see that item move without being pulled into the rest of the work. It is the same idea as project followers, scoped down to a single item.

Between project roles and task followers, everyone sees exactly what they should and nothing they should not. The owner sees the whole job, the co-owner helps run it, a follower watches the parts that matter to them, and the person doing one task is not buried in a thread meant for somebody else. If you are coming from running jobs over group chat, that separation alone is the upgrade. Here is how that compares to texting and WhatsApp, and how the same setup works for a field service team.