Create a project room and add members

Create a room

1. Open Project Rooms in the left-hand menu and click New project room.
2. Enter a Name (required, up to 160 characters), for example Q4 launch.
3. Optionally add a Description (up to 4,000 characters) — a short goal, deliverable or context.
4. Click Create.

The button reads “Creating …” while the room is being set up. Afterwards the room automatically gets its own chat room, you become the Owner, and the task board gets the columns Todo, Doing, Waiting and Done.

You can also create a room from Tasks: under Shared projects, choose New shared project and enter the name.

If creation fails, you'll see “Couldn't create the project room right now.” Try again a little later.

Roles

Role	Can
Owner	Everything: change the status, manage members and roles, approve files, close polls, create decisions, edit all tasks, resolve and dismiss Project Pulse observations
Lead	As Owner, but can't grant or remove the Owner and Lead roles
Member	Link files, add links, create tasks and polls, vote, edit their own tasks
Viewer	See all internal content, including tasks and Project Pulse, without changing anything
External	See only content marked External (files, links, polls, decisions) and vote in external polls

External members don't have access to the chat in the room, and see neither the tasks, Project Pulse nor who the Owner and Leads are.

Add a member

Open the Members tab. Owners and Leads see the Add member form:

1. Pick a person in Select team member. The list shows active users in the workspace who aren't already members. See Users and access for how users get into the workspace.
2. Choose a Role. A Lead can grant Member, Viewer or External; an Owner can also grant Owner and Lead.
3. Click Add.

The person is invited to the chat room at the same time. Until the invitation has been accepted, the row shows a badge with the sync status, for example pending_invite. The Add people button in the chat itself is hidden in project rooms — members are managed from here.

Each row shows the name, job title and department (or email address), and the role. Under Overview you can see who the Owner and Leads are in the Responsibility box.

Change a role

Owners see a role drop-down on each row. Pick the new role and it's saved straight away. The last Owner can't be demoted; give someone else the Owner role first.

Remove a member

Click Remove on the row. Owners and Leads can remove a Member, Viewer or External; only an Owner can remove a Lead or another Owner. Whoever is removed loses access to the panel and is taken out of the chat room.

You can't remove yourself, and the last Owner can't be removed.

Leave or archive

There's currently no button for leaving or archiving a project room:

• If you want out of a room, ask an Owner or Lead to remove you.
• Once the project has been delivered, an Owner or Lead sets the status to Done. The room stays in the overview with its files, tasks and decisions intact.

External preview

Owners and Leads can click External preview at the top of the panel to see the room the way an external member sees it: only the Overview, Members, Files, Links, Polls and Decisions tabs, and only content marked External. The External view badge is shown while the mode is on. Click Exit preview to go back.

Check before you share

Switch on External preview before you add an external participant. That way you see exactly what they'll be able to see.