Sharing & members
A Cowork List is a List you share with other members of your website, so a team can work on the same Tasks together. This page covers sharing a List, managing who has access, and what each role can do. Your Private Lists and your Inbox stay personal to you and are never shared.
Share a List
Open the Cowork List you want to share and use the Members button in its toolbar to open the members panel. Choose Add members, type at least two characters of a name or username, and run the search. Each result comes with its own role picker – Member is preselected, or you can add someone as a Guest instead – and an Add button that brings them onto the List.
Once you add someone, the List appears among their Cowork Lists and they can open its Tasks. Members receive a notification when they are added to a List.
You can share as many Lists as you need, and a member can belong to several shared Lists at once. If your site’s admin limits ListoWP to certain user roles with Limit Access, people outside those roles do not appear in the search and cannot be added.
Roles
Everyone on a shared List has a role, shown next to their name in the members panel:
- Owner – the person who created the List. The Owner has full control: they add and remove members, set roles, change the List’s settings, delete the List, and are the only person who can lock or unlock its Tasks.
- Member – works with Tasks. A Member can create, edit, move, complete and delete Tasks, assign them, comment and react.
- Guest – follows along. A Guest can open the List and view everything on it, including Task details, comments and attachments, and can comment and react – but cannot create, edit, move, complete or otherwise manage Tasks.
Each List has exactly one Owner, and the Owner’s role cannot be changed. The Owner can change anyone else’s role at any time from the members panel, and the change applies immediately – promote a Guest to Member and they can start working on Tasks right away.
Manage members
The members panel shows who currently has access and in what capacity. Everyone on the List can see the full roster; adding people, removing them and changing roles are reserved for the Owner.
Your own membership and the List’s Owner are pinned at the top of the panel, so they are always in view. On a bigger team, filter the rest of the roster by name, by role – only Members or only Guests – or both at once. Long rosters load in pages, with a Load more button to fetch the rest.
Removing a member takes the List out of their view and stops them working on its Tasks.
You can also leave a shared List yourself: open the menu on your own pinned row and choose Leave. The List disappears from your Cowork Lists and you lose access to its Tasks. The Owner cannot leave or be removed – a shared List always keeps its Owner.
Working together
Owners and Members can work on a shared List’s Tasks, while Guests follow the conversation. On a shared List you can also:
- Assign a Task to members of the List. Assignee avatars show on the Task row and in its detail, so it is clear who is responsible – see "Assignees" under Collaboration for how assignment works.
- Comment on a Task to discuss it with the team, and react to a Task or comment with an emoji.
Whether Comments and Reactions are available, and whether members can move a Task from one Cowork List to another, depend on choices your site’s admin makes in the ListoWP settings.
Notifications
ListoWP notifies members at the moments that matter on a shared List – when you are added to a List, when a Task is assigned to you, and when someone comments on a Task assigned to you. Notifications appear on-site, and ListoWP can also email you about the same events; you can turn the emails off in your Preferences. See "Notifications" under Account for details.