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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.

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.

Sharing lets other people work in your project with you. Sending invitations needs the Pro plan, and only the project's owner can invite people. On the free Starter plan you can see who has access, and you can join one project that someone else shares with you, to view it only.

What you can share#

  • A whole project, with everything in it.
  • A single note, board, calendar or spreadsheet. The person sees only that item.

Whiteboards are shared with their whole project. Tasks are shared through their board or project. Tags stay private to you.

When you invite someone, you choose what they can do:

RoleWhat they can do
Can editOpen and change the shared project or item.
View onlyOpen it and read it, without changing anything.
OwnerThe person whose project it is. Only the owner can invite people or remove them.

A project or item you can only view is marked as read only: its header shows Read only, and if you try to change it, Jotifi tells you why, for example that the owner shared it with you to view.

Invite people#

On Desktop and Web
  1. Open the project or the item, then click the share button at the top right. The Share pane opens on the right.
  2. If you opened an item, choose This note (or This board, This calendar, This spreadsheet) or Whole project at the top.
  3. Type an email address in Add people by email.
  4. Next to Invite as, choose Can edit or View only.
  5. Click Invite. "Invitation sent." appears, and the person is listed under Pending invitations.
On Tablet and Foldable
  1. Open the project or the item, then tap the share button in the toolbar at the top.
  2. If you opened an item, choose This note (or This board, This calendar, This spreadsheet) or Whole project at the top.
  3. Type an email address in Add people by email.
  4. Tap Invite as and choose Can edit or View only.
  5. Tap Invite.
On Phone
  1. To share a project, tap Projects, open the project and tap the share button at the top. To share one item, open it, tap ⋯, then Share… (on a note, Share).
  2. If you opened an item, choose This note (or This board, This calendar, This spreadsheet) or Whole project at the top.
  3. Type an email address in Add people by email.
  4. Tap Invite as and choose Can edit or View only.
  5. Tap Invite.

On Starter, Share says "Starter shows who has access. Pro sends invitations." Select Upgrade to see the Pro plan. What you typed stays in place while you look.

Shown on an Android foldable; on an iPhone Duo the item's tools sit in a side bar on the right.

Accept an invitation#

The person you invite gets an email with a link. They open the link in a web browser and sign in to Jotifi, or create an account, to accept it. The project or item then appears in their Jotifi app.

On Desktop, Web and Phone

A project that someone shares with you is marked with a people icon in your list of projects, and with a lock when you can only view it.

See who has access#

People with access lists everyone with their role. When you share a single item, the people who already have the whole project appear in one row, as the project's members. Invitations that haven't been accepted yet are listed under Pending invitations.

To copy someone's email address, clicktap the role beside them, then Copy email.

Remove someone or cancel an invitation#

You need a connection to the internet for these.

  • Remove a person: select the role beside them, then Remove access…, and confirm with Remove access. They lose access to the project or item. Only the owner can do this.
  • Cancel or resend an invitation: select Pending beside the invitation, then Cancel invitation or Resend invitation.

A person's role can't be changed once they have joined. To give someone a different role, remove their access and invite them again.

Leave a project someone shared with you#

  1. Open Share for the project or item.
  2. Select the role beside your own name, then Leave project… (for a single item, Leave item…).
  3. Confirm with Leave Project (or Leave Item).

You can also leave from the project's menu: right-clicktouch and hold the project, then choose Leave project…. You lose access on all your devices. The owner can invite you again later.

When you share a single item, the Link section has Copy link. The link opens the item for anyone who already has access to it; it doesn't give access to anyone else.

For a note, Share also has Send a copy, to send the note's content as a PDF, Markdown and other formats. It is not in the web app. See Write and format notes.

Related

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