Documentation / Collaboration

Collaboration

Tosang makes it easy to work together with your team. Share boards, control permissions, and collaborate in real-time.

Sharing a Board

To share a board with a colleague or team member:

Method 1: Using the Share Button

  1. Select the board you want to share
  2. Click the Share button (icon with connected circles) in the navigation bar
  3. Enter the email address of the person you want to share with
  4. Choose the permission level (Can Edit or View Only)
  5. Click "Send Invitation"

Method 2: From Board Properties

  1. Right-click on the board name in the dropdown
  2. Select "Board Properties"
  3. Scroll to the "Shared With" section
  4. Enter the email address and permission level
  5. Click "Share"

Method 3: When Creating a Board

  1. When creating a new board, check "Share this board with someone"
  2. Enter the email address and permission level
  3. The invitation will be sent when the board is created
Note: The recipient will receive an email invitation with a link to accept the share. They must have or create a Tosang account to access the board.

Permission Levels

Tosang offers two permission levels for shared boards:

Can Edit

Full collaboration access. The shared user can:

  • Create, edit, and delete tasks
  • Create, edit, and delete columns
  • Move and reorder tasks
  • Add and remove tags from tasks

Best for team members who actively work on the project.

View Only

Read-only access. The shared user can:

  • View all columns and tasks
  • See task details, priorities, and due dates
  • View tags and descriptions

Cannot create, edit, or delete anything.

Best for stakeholders, clients, or anyone who needs visibility without making changes.

Important: Only the board owner can share the board, manage sharing permissions, or delete the board. Collaborators cannot share boards they don't own.

How Invitations Work

When you share a board, the following happens:

  1. Email Sent: The recipient receives an email with an invitation link
  2. Pending Status: The share appears as "Pending" in your board properties
  3. Link Click: When the recipient clicks the link, they're taken to Tosang
  4. Account Required: If they don't have an account, they'll need to create one
  5. Accept/Decline: They can choose to accept or decline the invitation
  6. Access Granted: Upon acceptance, the board appears in their board list

Invitation Expiration

Invitation links are valid for a limited time. If an invitation expires:

  • Remove the pending share from your board
  • Send a new invitation

Accepting Invitations

When someone shares a board with you:

Via Email Link

  1. Click the invitation link in the email
  2. Sign in to Tosang (or create an account)
  3. The invitation will be automatically processed
  4. The shared board will appear in your board list

Via the App

  1. Look for the notification badge on the bell icon in the navigation
  2. Click the bell icon to see pending invitations
  3. Review the invitation details (who sent it, board name, permission level)
  4. Click "Accept" to add the board or "Decline" to reject
Tip: The notification badge shows the number of pending invitations. Keep an eye on it to not miss any collaboration requests.

Managing Shares

As a board owner, you can manage who has access to your boards.

Viewing Shared Users

  1. Open Board Properties for the board
  2. The "Shared With" section shows all users who have access
  3. You'll see their email, permission level, and status (pending/accepted)

Removing Access

  1. Open Board Properties
  2. Find the user in the "Shared With" list
  3. Click the remove/X button next to their entry
  4. Confirm the removal

When you remove access:

  • The board immediately disappears from their board list
  • They can no longer view or access the board
  • Any tasks they created remain on the board

Changing Permissions

Currently, to change a user's permission level (e.g., from View Only to Can Edit), you need to:

  1. Remove their current access
  2. Send a new invitation with the desired permission level

Best Practices for Collaboration

For Board Owners

  • Use descriptive board names: Make it clear what the project is about
  • Set up columns first: Create your workflow structure before inviting others
  • Choose permissions carefully: Grant edit access only to those who need it
  • Review shares periodically: Remove access when people leave the project

For Collaborators

  • Respect the workflow: Use columns as the owner intended
  • Keep tasks updated: Move tasks to appropriate columns as work progresses
  • Use descriptions: Add context to tasks so others understand the work
  • Set realistic due dates: Help the team plan by setting accurate deadlines

Team Tips

  • Agree on conventions: Decide how to use tags, priorities, and columns
  • Use tags for ownership: Create tags like "Team A" or user names
  • Regular check-ins: Review the board together to stay aligned