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Organise work in projects
Create projects to hold your boards, notes, calendars, spreadsheets and whiteboards, nest them, and keep them tidy.
All devicesChecked against Jotifi 1.0.7 on 17 October 2026
Steps for the Jotifi app on iPhone and Android phones. Picked from your browser; choose another device any time.
Steps for the Jotifi app on iPad and Android tablets. Screenshots and menu names are from iPad; on Android tablets most menu commands are in sentence case. Picked from your browser; choose another device any time.
Steps for the unfolded screen. Folded, the cover screen uses the phone layout. Picked from your browser; choose another device any time.
Steps for the Jotifi app on Mac and Windows. Screenshots show the Mac app; on Windows only the window buttons and the shortcut keys differ. Picked from your browser; choose another device any time.
Steps for the Jotifi web app at app.jotifi.com in a desktop browser. Picked from your browser; choose another device any time.
A project holds related work: its boards and tasks, notes, calendars, spreadsheets and whiteboards. Each project has a name, a colour and an icon, and can hold sub-projects, so you can keep, for example, a "Podcast" project inside "Editorial Studio".
Create a project#
- In the sidebar, click + next to Projects. You can also click New, then Project, on Today.
- Type the project's name.
- Pick one of the 10 colours and an icon. Type in Find icon to search the icons.
- Click Create project.
- In the sidebar, tap + next to Projects.
- Type the project's name.
- Pick one of the 10 colours and an icon. Type in Find icon to search the icons.
- Tap Create project.
- Tap the Projects tab, then tap + at the top right.
- Type the project's name.
- Pick one of the 10 colours and an icon. Type in Find icon to search the icons.
- Tap ✓.
A new project starts at the top level. To put it inside another project, see Make a project a sub-project.
On the free Starter plan you can own 3 projects. See Plans and limits.
Open a project#
In the sidebar, under Projects, click the project. The items column lists its items, and the main area shows the project page:
- Overview: its sub-projects, progress, recent activity, the people it is shared with, and the tasks that are Overdue and due this week.
- Activity: everything that changed in the project, newest first.
Click an item in the items column to open it.
In the sidebar, under Projects, tap the project. The list shows its items and the main area shows the project page, with its sub-projects, progress and the tasks due this week. Tap an item in the list to open it.
Tap the Projects tab, then tap the project. Its page shows how many tasks are done, its Sub-projects and its Items. Tap an item to open it, or type in the search field at the top to find one.
On the Projects tab, tap the sort button at the top to list projects in Sidebar order, by Name or by Last edited.
Add items to a project#
- On the project page, click New at the top right. You can also right-click the project in the sidebar and choose New in project.
- Choose Task, Note, Board, Calendar, Spreadsheet or Whiteboard.
- For a note, board, calendar, spreadsheet or whiteboard, type its name in the pane on the right, then click Create and the kind of item, for example Create note.
The new item opens. Task works differently: it adds an empty task to the project's first board and opens it, ready to name. See Create and manage tasks.
- Open the project's list.
- Tap + at the top of the list.
- Tap New note, New board, New calendar, New spreadsheet or New whiteboard.
A note, board, calendar or whiteboard is made at once and opens, ready to name. A spreadsheet first asks for its name in the pane on the right.
- Open the project's page.
- Tap + at the top right.
- Tap what you want to add: New Task, New Note, New Board, New Calendar, New Spreadsheet or New WhiteboardNew task, New note, New board, New calendar, New spreadsheet or New whiteboard.
Make a project a sub-project#
Drag a project onto the project it should go in. While you drag, a line shows where it will go: indented under a project, it becomes a sub-project; at the left edge, it becomes a top-level project again.
In the sidebar, drag the project under Projects. Drag it up or down between projects to change their order.
In the sidebar, touch and hold the project, then drag it. Drag it up or down between projects to change their order.
On the Projects tab, touch and hold the project until it lifts, then drag it without lifting your finger.
On a project page, New next to Sub-projects opens the New project form, but the new project still starts at the top level: drag it onto its parent afterwards.
Change a project's name, colour or icon#
Only the project's owner can change these.
- In the sidebar, right-click the project.
- Choose Edit name, colour and icon….
- Make your changes, then click Save changes.
- In the sidebar, touch and hold the project.
- Tap Edit Name, Colour and Icon…Edit name, colour and icon….
- Make your changes, then tap Save changes.
- On the Projects tab, touch and hold the project.
- Tap Edit Name, Colour and Icon….
- Make your changes, then tap Save changes.
Use the project menu#
The project menu has the other things you can do with a project.
Right-click the project in the sidebar:
- Open, Open in new tab or Open in split view.
- Copy link: a link that opens the project, for pasting into a note or a message.
- Favourite (or Remove from favourites): adds it to Favourites in the sidebar.
- Mute project updates: stops notifications about other people's changes in it.
Touch and hold the project in the sidebar. The buttons at the top of the menu are Copy link, Favourite and Mute; below them are Open, the ways to open it in a new tab or split view, Details, and the rest.
On the Projects tab, touch and hold the project. The menu has Copy LinkCopy link, Favourite and a way to mute the project's updates, then Open, Details and the rest.
Keep a project off this device#
A large project you rarely use on one device can stay in the cloud only. It stays on your other devices and on the server, and it frees space here.
- Right-click the project in the sidebar.
- Choose Remove from this device…, then confirm.
To bring it back, right-click it and choose Download to this device.
- Touch and hold the project.
- Tap Remove from This Device…Remove from this device…, then confirm.
To bring it back, touch and hold it and tap Download to This DeviceDownload to this device.
A project kept in the cloud shows Cloud only and cannot be opened on this device until you download it. Its sub-projects keep their own setting.
Leave or delete a project#
Deleting a project moves it, with its items, tasks and sub-projects, to Recently deleted for 30 days, where you can restore it. People it is shared with lose access. A project someone else shared with you has Leave project… instead.
- Right-click the project in the sidebar.
- Choose Delete project…. The message says what goes with it.
- Click Delete project.
- Touch and hold the project in the sidebar.
- Tap Delete project…. The message says what goes with it.
- Tap Delete ProjectDelete project.
- On the Projects tab, touch and hold the project.
- Tap Delete Project…Delete project…. The message says what goes with it.
- Tap Delete ProjectDelete project.
See Recent items and restoring deleted ones and Share a project or item.
Related
Find your way around
Learn where everything is in Jotifi on your device, from the sidebar and items column to the phone's tab bar.
Share a project or item
Invite people by email to a whole project or to one note, board, calendar or spreadsheet, choose whether they can edit, and manage who has access.
Recent items and restoring deleted ones
Find what you opened recently on any of your devices, and bring back notes, tasks, boards and other items you deleted in the last 30 days.
Sync and working offline
How Jotifi saves every change on your device first and syncs it when you are online, how to check sync, and how to keep projects available offline.
Plans and limits
What the free Starter plan includes, what Pro adds, how the 7-day trial works, how to upgrade or cancel, and what happens at a limit.
Still need help?
Email us with the device you use and what you tried.