After creating a workspace, invite your team and choose how project access should be assigned. New members who join through an invitation link get automatic access to active projects with the option enabled; for manual assignment, turn it off in the projects you want to manage yourself.
1. How to invite a user to a workspace
Team management lives in Administration → Members. This screen is available only to workspace owners and admins.
Option 1. Invite link
- Open Members.
- Find the “Invite members” card at the top of the screen.
- Tap Send via Telegram and choose the chat to send the link to, or tap Copy invite link and send the link yourself.
- The user opens the link and joins the workspace: Telegram Mini App uses a Telegram link, while Android and iOS apps use a mobile app link.
The link is prepared automatically when the screen opens. If a valid link was already created during the current app session, the same link is reused. The link itself is not shown as text: it can be sent via Telegram or copied with one button. Telegram Mini App uses a Telegram bot link, while Android and iOS apps use a link.itasksbot.com link for opening the installed app.
If the workspace has reached its member limit, the invite block shows the reason instead of the link. On Free it offers the PRO subscription screen; on PRO it opens support for teams that need more seats.
Automatic access: a new member who joins through an invitation link gets the “Member” role and gets access to every active project with “Add members automatically” enabled. This option is initially disabled in projects created before it was introduced. To assign access manually, turn the option off in the required projects. Opening the link again does not restore access removed manually. Only the workspace owner can give an existing member the Admin role.
Option 2. Manual addition by Telegram ID (backup option)
- On the Members screen, tap Can’t invite with the link? at the very bottom.
- The Add by Telegram ID screen opens.
- Enter the user's Telegram ID.
- Specify the name that should be shown inside the workspace.
- When adding a user manually, the owner or an admin chooses Member or Admin. After the user has been added, only the owner can change their role.
- Save the changes.
This is a backup option for when a person cannot open the invite link. In the normal flow, send the invite link: the person opens it and joins the workspace on their own.
Important: when a new member joins through an invitation link, they get access to active projects with “Add members automatically” enabled. Adding someone by Telegram ID does not grant project access automatically; that flow remains manual. Changing the option does not change access that has already been granted.
2. Workspace roles and what they affect
An invitation link adds the person as a Member. If they need administrative rights, the owner changes their role in the member list. The workspace role and project access are separate settings.
- Owner — manages the workspace, subscription, and roles.
- Admin — manages the team and projects but cannot change existing members’ roles.
- Member — works in the projects they can access.
For the complete rules on roles, manual additions, and automatic project access, see Members and roles.
3. How to add a member to one or more projects
Project access is configured inside the project itself, not inside the member card. Use this manual path when the option is off, the member is already on the team, or the person was added by Telegram ID. A new member who joins through an invitation link is already added to active projects with the option enabled.
- Open the app side menu.
- Go to Administration → Projects.
- Find the required project in the list and tap the pencil icon to edit it.
- On the edit screen, scroll down to the Project Members block.
- Use the toggles in the With access and Without access lists to decide who should see the project.
- Tap Save changes.
You can also open the broader guide on the Projects page.
New projects are created with automatic access enabled. It applies only to new members who join through an invitation link and only to active projects. This option is initially disabled in projects created before it was introduced. Creating a project does not automatically grant existing members with the Member role access to it, and turning the option off does not remove existing access. Owners and admins continue to have access to every project.
What to remember
- ● If a user is in the workspace but cannot see a project's tasks, first check whether they are included in that project's member access list.
- ● Owner and Admin stay in every project automatically and cannot be manually turned off there.
- ● The same user may have access to only part of the projects inside one workspace.
Final access logic
- Before inviting someone, check “Add members automatically” in the required projects.
- Send the invitation link: the new member joins as “Member” and gets access to active projects with the option enabled.
- If more permissions are needed, the workspace owner changes the role of the existing member under “Administration → Members”.
- For manual assignment, turn the option off and use the “Project Members” section. Adding someone by Telegram ID remains manual.
If the person is already in the team, enabling the option does not automatically grant them project access. New members are not added to inactive projects either, and activating one later does not change its member list.
Grant access to a member
The owner or an administrator opens “Administration → Members”, selects a user and enables “Access via MCP/API” in their settings. Enabling access requires PRO. The owner is marked “Automatic for the owner”. This grant does not change the user's role or project access. Administrators can also grant themselves access, but cannot disable the owner's automatic access.
Once access is granted, the member opens their own profile and copies their own instructions. The manager sees the permission state, not another user's personal link. Do not share the owner's keys with members.