Share and collaborate

Every person on a project has one of three roles. The owner is the person who created the project. Everyone else is invited as a Viewer or an Editor.

Editors can open the Share dialog to see who has access, but the dialog tells them that only project owners can invite collaborators. Setting a baseline, and re-baselining later, is also reserved for the owner, on Project Coordinator or above. There is no way to clear a baseline once it is set. This matters when you track progress against the original plan (see baselines and variance).

Exporting is not tied to your role. Any collaborator can export the project, and the formats available follow that person’s own plan, not the owner’s. See export your project for the format list.

1. Open the project, then click Share in the sidebar and choose Share Project. (Share Portfolio sits in the same menu and is available only while a portfolio is active.)
2. In the dialog, subtitled "Invite others to collaborate.", type the person’s email address into the field marked person@example.com.
3. Pick a role, Viewer or Editor, from the dropdown next to the address.
4. Click the add button (the icon button with a person symbol next to the role dropdown).

If the address belongs to an existing Ganttastic account, access is granted instantly and a "Project Shared" toast confirms it. Ganttastic does not email the person, so let them know yourself. The project appears for them under Shared With Me in their sidebar, with a role badge on the row.

If the address has no Ganttastic account yet, the dialog offers to send an invitation instead; see pending invitations below.

The dialog checks the address before it shares. An empty field shows Email required, an address it cannot read shows Invalid email format, your own address shows Cannot share with yourself, and someone who already has access shows Already a collaborator.

The People with access list in the same dialog shows everyone on the project, including you as Owner. Click Done to close the dialog.

If you are a Viewer on someone else’s project, Share Project is grayed out, because only people who can edit can open the Share dialog.

To share every project in a portfolio at once, use Share Portfolio. It includes only projects you own, it has no public link, and the person needs a Ganttastic account already: an address with no account gets no invitation from a portfolio share. See share a portfolio.

Sharing works by matching the email address to a Ganttastic account. If no account exists for the address, the dialog tells you that the address isn’t on Ganttastic yet and offers a Send invitation email button.

Clicking it creates a pending invitation with the role you picked and emails the person a link. They get access as soon as they sign up or sign in with that same address and the address is verified. You do not need to share the project again. The invitation lasts seven days.

Each pending invitation appears in the People with access list as a row with the address and a line such as "Invited, viewer, expires in 6 days". Other collaborators do not see these rows. Each row has two buttons:

• Resend emails a new link and starts a fresh seven days. The old link stops working. You can resend to the same address once every 10 minutes.
• Revoke cancels the invitation. The link stops working at once and the place it held is free again.

A pending invitation holds one of the project’s collaborator places until it is accepted, revoked, or expires, so pending invitations count toward your plan’s limit just as accepted collaborators do. If the project is full, the address field is turned off and a red notice shows how many places are used. Revoke a pending invitation or remove a person to free a place, or upgrade.

Some rules keep invitations under control:

• One pending invitation per address per project. Inviting the same address again tells you to use Resend on its row instead.
• You can make up to 20 invitation attempts an hour across all your projects, resends included, and up to 3 an hour to one address on one project. Attempts that are refused count too.
• An invitation that expires leaves the list and frees its place. There is nothing to resend; type the address again to send a new invitation.
• On the free Team Member plan, invitations are for viewers only, the same as direct sharing.

If someone only needs to see the plan, a public share link is faster: no account is required at all.

The invitation email has the subject line "[your name] invited you to a project in Ganttastic", using the name on your profile, or "A Ganttastic user" if your profile has no name. It names the project and the role, and has one button, Open the invitation. The link works for seven days, and only for the address it was sent to.

If the person is not signed in, the link opens a page headed "You’re invited to a project on Ganttastic" with Create account and Sign in buttons. The invited address is already filled in and cannot be changed. If they use Google instead, they must pick the Google account with that same address. The page does not name the project or the person who sent it until the invitation is accepted.

Once the person is signed in with the invited address and that address is verified, the page says You’re in and opens the project. It then sits under Shared With Me in their sidebar. Accepting one invitation also adds every other pending invitation sent to the same address.

When the invitation cannot be accepted, the page says why instead:

Someone who is not signed in sees a shorter message for any link that no longer works: "This invitation isn’t available".

Opening a link they have already accepted, while they still have access, simply opens the project again.

The person does not have to open the link at all. The next time they open Ganttastic signed in with the invited address, and that address is verified, every pending invitation for it is added and the message "A shared project was added" appears (or how many were added, when there are several). This check runs once each time Ganttastic is opened in a new browser tab.

Two things are checked against your plan at the moment the person accepts, not when you sent the invitation. If your plan no longer allows editors, an Editor invitation gives Viewer access. If the project has no free place, the invitation stays pending until it expires. Once you make room, it is added the next time the person opens the link or opens Ganttastic in a new tab.

Your own plan (the owner’s plan) sets how many people you can add to each project and controls the option to invite editors. The plan of the person you invite does not matter: someone on the free plan can still edit a project shared with them as an Editor.

Pending invitations count toward the number in this table, alongside the people who already have access. Public link viewers never count.

The Share dialog warns you as you approach the limit: an amber notice appears when a project reaches about 80 percent of its collaborator allowance, and a red notice with an upgrade option appears once the limit is reached.

If your plan drops below Project Coordinator, people who can already edit keep doing so, and their row in the dialog still offers that choice. Anyone new joins as a Viewer. If you switch one of them to Viewer, you cannot give them edit access again until you upgrade.

A public share link lets anyone view your plan in a browser. People opening the link do not need a Ganttastic account, the link is always view only, and link viewers never count against your collaborator limit. Only the project owner can create or revoke links, and links are available on every plan.

1. Open the Share dialog and find the Get shareable link section.
2. Optionally turn on Require a password and set one, 4 to 64 characters long. The password is hidden as you type; click the eye button in the field to show or hide it.
3. Optionally set an Expires date. The link works until the end of that day in your own time zone, and the date cannot be in the past. Leave it empty and the link never expires.
4. Click Create shareable link. The URL is copied to your clipboard automatically.

Link viewers see a trimmed version of the project. The Gantt chart is fully visible, including progress and any baseline markers. Assignee names and task notes are removed before the page is served, so people outside your team never see who is doing the work or what your internal notes say.

Each active link is listed in the same section with its creation date, a lock icon when a password is set, and its expiry, such as "Link created 26 Sep 2026" and "Expires 30 Sep 2026" or "No expiry". These dates use the project’s date format. Click Turn off next to a link to revoke it. Revoked links stop working immediately. A link that has expired stays in the list until you turn it off.

A project can have several links at once, each with its own password and expiry, so you can give different groups different links. A link cannot be edited after it is created. To change its password or expiry, turn it off and create a new one. You can create up to 20 links an hour across all your projects.

The link opens in any browser with no sign in. The page shows the project name, a View only badge, a Made with Ganttastic link, and the Gantt chart. Visitors can scroll, expand and collapse task groups, and show or hide the baseline when the plan has one. They cannot change anything, and the page has no export option.

The page shows the plan as it was when it loaded. It does not update by itself like a collaborator’s view does; reloading the page shows your latest changes. A line under the project name says when the page loaded, for example "Shown as of 21 Oct 2026, 14:05. Reload for the latest." The date follows the project’s date format and the time is in the visitor’s own time zone. On a small screen, such as a phone, the line shows the date and time without "Reload for the latest."

For a link with a password, the visitor first sees "This plan is password protected" and a View plan button. A wrong password shows "That password isn’t right. Try again." After the right password, that browser can open that one link for seven days without asking again. Turning the link off ends this at once.

Limits that protect your plan:

• After 5 password attempts in 15 minutes from one network, or 30 attempts in an hour on one link from anywhere, the page says "Too many attempts. Wait a few minutes before trying again."
• Loading shared plans more than 60 times in a minute from one network shows "Too many requests". It clears after a minute.
• A link that has expired, been turned off, or belongs to a deleted project shows "This link is no longer available". A mistyped link shows a page not found error.

Shared link pages are hidden from search engines. When the link is pasted into a chat or email, the preview shows a general "Shared plan" title and never the project name.

To manage access later, reopen the Share dialog. As the owner you can change anyone’s role with the dropdown next to their name, or remove them with the X button on their row. A "Permissions updated" toast confirms each change, and it applies for that person right away.

If a project has been shared with you and you no longer want it, right-click the project in the sidebar and choose Leave Project (the same option is in the project row menu). You lose access immediately and the owner is not notified. Owners cannot leave their own project; delete it instead.

Ganttastic keeps everyone’s view live. When an editor moves a task or updates progress, the change appears for every other person in the project without a refresh. Role changes and removals apply the same way. Public link pages are the exception: they show the plan as it was when the page loaded.

When you open a project you do not own, a small pill in the top toolbar shows your role (Viewer or Editor) so you always know what you can change. For what editing looks like day to day, see working with tasks.