Todoist team roles: review default project access

SOURCE-BASED ANALYSIS · NO HANDS-ON RATING

Separate team role from project access

Todoist documents three team roles: admin, member on Business, and guest. Admins manage team settings and roles; members participate broadly but have fewer administrative powers; guests are external collaborators limited to projects they are invited to. Default project access can still be Team or Restricted, independently of a person's role.

Build an onboarding fixture

Create a fictional team project with no client data. Add one admin, one member and one guest, then create a second project after changing the default access setting.

Test the next project, not only the current one

Changing default access affects newly created projects. Default collaborators are also added to new projects. Record both settings and create a disposable test project after every change. If external guests are not permitted, review the team setting that prohibits them rather than relying on an informal invitation policy.

1. List current team roles and project invitations.
2. Choose Team or Restricted as the new-project default.
3. Review default collaborators individually.
4. Create a disposable project after the change.
5. Check browsing, editing and invitation behavior by role.
6. Remove the fixture and unintended access.
7. Repeat the review when responsibilities change.

Accept explicit onboarding

Accept the configuration when every role has a named purpose and a new project starts with the expected audience. Plan-specific availability and guest feature limits must be verified against the team's current subscription.