Project Team

The Team tab on every project is where you define who's involved. A project team can be a mix of real PrimeTask users (Space members), CRM contacts and companies you already track, and manual stakeholder entries - each with a role that signals their level of involvement. Team members are visible on the project's Team tab, on project cards across the app, and inside the CRM when applicable.

Press 5 on the Project Details Page to jump to this tab.

What you can do

Four member sources

A team can include members from four sources, each with its own capabilities:

The project creator is automatically added as the Owner with source type "user". This entry is immutable - its role and presence are locked.

Space members

Space members are actual PrimeTask users who've joined your shared Space (via File Sync or iCloud Sync). They only appear as add options when the current Space is shared and collaboration is enabled. Adding a Space member to a project team doesn't grant them any new access - they already have Space access - but it flags them on the project for team visibility. See Spaces Overview.

CRM contacts and companies

Contacts and companies from the project's CRM (shared or isolated, depending on the project's CRM mode) can be added as team members. Contacts added this way can also be assigned to tasks in the project. See Contacts & Tasks.

Company team members represent the company as a stakeholder - they aren't individual assignees, but they appear on the team and link through to the Company Details page.

Adding contacts or companies requires the project to have CRM enabled. See Project Team & CRM.

Manual entries

Manual entries let you record stakeholders who aren't in your CRM or Space - for example, external consultants, vendor representatives, or placeholder names for people you haven't yet added as contacts. Manual members:

• Show on the team with the name and optional email you entered
• Don't link to any other entity (no click-through)
• Cannot be assigned to tasks - if you want someone to appear in the assignee picker, add them as a CRM contact first

This restriction is intentional: it keeps the assignee system tied to real entities (contacts or Space members) so task attribution remains accurate.

Four roles

Every team member has one of four roles. Roles are informational labels - they describe the level of involvement but don't enforce permissions on their own:

Role is a stakeholder-management signal, not a permission gate. If you need actual access control, use Space-level permissions and sync settings - see Spaces Settings.

The Owner is locked

The Owner role sits on the original project creator's team entry. Its role dropdown is disabled and the Remove action is hidden. This keeps the project's source of truth stable - you can't accidentally lose access by demoting or removing the Owner.

How to open the Team tab

• Project Details Page - press 5 on the keyboard
• Project header - the Team quick stat (next to other stats) links to this tab
• From the Team tab itself - the Manage Team button opens the team management modal

The Team tab

The Team tab shows every member as a card with their avatar, name, email (if available), and role. Cards are organised in a responsive grid that adapts to window width.

Click-through behaviour

Clicking a member card navigates to a relevant detail page, depending on the source:

• Contact members → the CRM contact detail page
• Company members → the CRM company detail page
• Owner → the Settings page
• Manual members → no navigation (there's no linked entity)
• Space members → no navigation (they're a user record, not a CRM entity)

Managing team members

Click Manage Team on the Team tab to open the team management modal. The modal has four sections:

Add from Space Members

Appears only when the current Space is shared and collaboration is enabled. Shows every Space member who isn't already on the team, with their avatar and username. Click + to add.

Add from Contacts

Appears only when the project has CRM enabled. Uses the Contact picker to select one or more contacts not already on the team. New members default to the Member role.

Add from Companies

Appears only when the project has CRM enabled. Uses the Company picker to select one or more companies not already on the team. New members default to the Member role.

Add Manually

Always available. Enter a name (required) and an email (optional). The manual member is created with source type "manual" and role Member. A note in this section reminds you that manual members can't be assigned to tasks - for that, add them as a CRM contact first.

Changing a member's role

Each member card in the modal has a role dropdown. Pick a new role and it saves immediately. The Owner's dropdown is disabled.

Removing a member

Each non-Owner member has a Remove action. Click to remove - no confirmation dialog, so be deliberate. The Owner cannot be removed.

Team visibility outside the tab

On project cards

Project cards across the Projects page show team avatars - up to three overlapping avatar circles with a +N more indicator when the team has more members. Clicking through opens the project detail page on the Team tab.

When a project has no explicit team members but has tasks with assignees, the project card shows unique task assignees as a stand-in team preview.

In the project header

The project header's quick stats include team-related counts where applicable (linked contacts, linked companies, and member counts when CRM is enabled). See Project Header.

Things worth knowing

Team members and task assignees are related but separate

Team membership and task assignment are linked but not identical. Adding someone to the team doesn't auto-assign them to tasks; assigning someone to a task doesn't add them to the team (though the Projects page will show their avatar as a team stand-in if no explicit team exists).

Contacts and Space members can be both team members and task assignees. Companies can only be team members. Manual entries can only be team members (never assignees).

Avatars are resolved from the entity

PrimeTask pulls avatars from the underlying entity:

• CRM contact members → the contact's avatar (from the CRM record)
• CRM company members → the company's logo
• Space members → the Space member's avatar (from their profile, synced to the Space)
• Manual members → a generated initials avatar based on the entered name
• Owner → the Owner's user avatar (from Settings → Profile)

Avatar URLs are never stored directly on the team member - they're derived on every render from the underlying entity. This means if you update a contact's avatar in the CRM, the change reflects on the project team immediately.

CRM contact team members get two-way visibility

Adding a CRM contact as a team member automatically creates a link that's visible on the contact's detail page too. The contact knows about the project they're part of, and the project knows who's on the team. See Contacts & Tasks.

Team persists across devices

The project team is stored with the project and syncs to your other devices via File Sync or iCloud Sync. Space members who aren't on your device still appear on the team but may show a generic avatar until their profile syncs.

Manual members are for stakeholder tracking

Use manual entries when you need to track a stakeholder for reporting or visibility but don't want to create a full CRM contact record - for example, a brief external consultant or a placeholder name. If the relationship grows, convert them to a CRM contact by adding them to the CRM and removing the manual entry.

Common questions

Where to go next