Sync Modes Overview
Local, iCloud, or File Sync - PrimeTask lets you choose per Space. Pick the mode that matches how you work, and change it whenever you need.
Every Space picks one sync mode. You can mix and match across Spaces - keep a private journal Space local, sync your work Space over iCloud on macOS, and share a client Space with a contractor through File Sync, all at the same time.
This article compares the three active modes side by side so you can pick with confidence. Detailed articles cover each mode in depth.
For the broader Spaces concept, see Spaces Overview.
What's on each license
iCloud Sync, File Sync Personal, and importing your own Personal Space onto another device are available on every PrimeTask license. File Sync Collaboration (team sync), joining a collaborative Space, and Space Sharing between your Spaces are part of the Pro tier. See License Settings.
What you can do
Keep a Space local
nothing leaves your computer.
Sync a Space across your Apple devices
with iCloud (macOS only).
Sync a Space via a cloud folder
(iCloud Drive, Dropbox, OneDrive, or a network share) using File Sync.
Share a Space with other people
using File Sync in collaboration mode.
Mix modes across Spaces
each Space chooses its own.
Change a Space's mode later
without losing its data.
The three sync modes at a glance
Local only
A Space that isn't synced anywhere. Nothing leaves your computer. Default for new Spaces until you turn sync on.
Best for:
- Private journals, personal capture, or exploratory work
- A single-device workflow where you don't need another copy
- Situations where you want the strongest privacy posture
iCloud Sync
A Space that syncs through Apple's CloudKit across your Macs. macOS only.
Best for:
- Multi-Mac users (laptop + desktop, for example)
- Native Apple integration
- Wanting sync with zero extra cloud accounts
See iCloud Sync.
File Sync
A Space that syncs through a cloud folder on your computer - iCloud Drive, Dropbox, OneDrive, Google Drive, or a network share like SMB or NFS. Runs in two sub-modes:
- File Sync Personal - syncs between your own devices only. See File Sync Personal.
- File Sync Collaboration - shares the Space with other people who have access to the same folder. See File Sync Collaboration.
Best for:
- Cross-platform (macOS + Windows)
- Users who already live in Dropbox, OneDrive, or a home NAS
- Sharing Spaces with collaborators over a shared cloud folder
See the full File Sync sub-hub at File Sync.
Platform and tier matrix
| Mode | macOS | Windows | Tier |
|---|---|---|---|
| Local only | Yes | Yes | Every license |
| iCloud Sync | Yes | - | Every license |
| File Sync Personal | Yes | Yes | Every license |
| Import your own Personal Space on another device | Yes | Yes | Every license |
| File Sync Collaboration (team sync) | Yes | Yes | Pro |
| Join a collaborative Space owned by someone else | Yes | Yes | Pro |
| Space Sharing (between your own Spaces) | Yes | Yes | Pro |
Space Sharing is different from File Sync Collaboration
Space Sharing runs inside your own install and lets one of your Spaces feed another Space of yours. File Sync Collaboration is multi-user sharing over a cloud folder. Separate features. See Space Sharing Between Spaces.
Picking the right mode
Use this quick guide:
- One Mac, want maximum privacy → Local only.
- Two or more Macs, just you → iCloud Sync.
- Mac and Windows, just you → File Sync Personal in a Dropbox, OneDrive, or iCloud Drive folder.
- Working with other people on the same Space → File Sync Collaboration.
- Want one of your Spaces to feed another → start with whatever sync mode suits, then set up Space Sharing.
You can always change your mind. Moving from Local to iCloud uploads your data to iCloud. Moving from Collaboration to Local disconnects other members. The data itself stays put.
Start local, add sync when you need it
There's no pressure to pick a sync mode upfront. Work locally for a week, see how the Space shapes up, then turn sync on when you're ready.
What gets synced
Sync covers the core work inside a Space - tasks, projects, CRM, canvases, notes, custom fields, templates, statuses, priorities, and attachments. A few things intentionally stay device-local:
- Your profile and avatar - your identity on this device.
- View preferences - how you have a view laid out in the UI is yours.
- App settings - language, appearance, integrations you enable, and other per-device preferences.
- PrimeFlow Folder nodes in shared Spaces - a Folder node links to a specific folder on one computer and doesn't make sense across devices, so they aren't available in Spaces that sync.
The detailed articles for each mode list the exact scope. See iCloud Sync and File Sync.
Changing sync mode later
Open the Space in Spaces Settings and change the sync method. Be deliberate:
- Local → iCloud or File Sync - the Space's data uploads to the new sync target on first sync.
- iCloud → Local - local copy stays intact; the sync connection is broken. Other Macs keep syncing until you disable there too.
- Collaboration → Personal or Local - disconnects the other members. Coordinate beforehand.
Changing sync mode affects everyone on a collaborative Space
If a Space is shared with others, changing or disabling sync affects them. Talk to your team before flipping the switch.
Things worth knowing
Sync is per Space, not app-wide
Each Space chooses its own mode. Changes to one Space's sync never affect another Space.
Your data stays under your control
PrimeTask does not run its own cloud service. iCloud goes through your Apple account. File Sync uses whichever folder provider you chose. Local stays on your computer. There's no PrimeTask server receiving your data.
Conflicts are resolved last-write-wins
If two devices edit the same record at nearly the same time, the most recent change wins. PrimeTask's last-write-wins resolution keeps sync moving without manual merge conflicts for normal work.
Sync runs in the background
You don't have to press sync. PrimeTask syncs changes automatically after you make them. Network hiccups resolve themselves when the connection comes back.
Switching a Space's mode doesn't delete it
The sync channel changes; the data in the Space stays put.
Common questions
"Which sync mode is best?"
It depends on your setup. One Mac = Local or iCloud. Two Macs = iCloud. Mixed OS = File Sync Personal. Working with others = File Sync Collaboration. There's no universal answer.
"Can I use more than one sync mode at the same time?"
Each Space has one sync mode, but different Spaces can use different modes. Your Work Space on iCloud and your Client Space on File Sync Collaboration live side by side.
"Is there any PrimeTask server involved?"
No. PrimeTask doesn't run a sync server. iCloud uses Apple. File Sync uses whichever folder provider you chose.
"Do I need Pro to sync?"
It depends. iCloud Sync, File Sync Personal, and adding your own Personal Space to another device work on every license. File Sync Collaboration (team sync), joining a collaborative Space, and Space Sharing between your Spaces require Pro. See License Settings.
"What happens if my cloud folder goes offline?"
Changes queue locally and sync when the folder is available again. You can keep working while offline.
"Can I sync the same Space with iCloud and File Sync at the same time?"
No - each Space has one sync mode. If you want different sync paths for different data, split your work across two Spaces and set each one up independently.
Where to go next
| If you want to… | Read this |
|---|---|
| Sync on your Apple devices | iCloud Sync |
| Sync through a cloud folder | File Sync |
| Sync just your own devices | File Sync Personal |
| Share a Space with other people | File Sync Collaboration |
| Join a Space someone else is sharing | Joining a Shared Space |
| Share data between your own Spaces | Space Sharing Between Spaces |
| Change a Space's sync mode | Creating and Managing Spaces |