How Can I Collaborate with Others in MeisterTask?

MeisterTask provides two main ways for users to collaborate with others on projects. Understanding these options will help you choose the best method for your needs, depending on your role and the type of license you have.

Option 1: Collaborating on a Project With Your Team

This is available to Basic, Pro, and Business users

Forming a team allows you to create a structured group where:

  • All team members can access and work together on shared team projects.
  • The team admin manages team settings and billing.
  • Projects are owned collectively by the team, which is ideal for organizations that need a cohesive working environment.

To collaborate as a team:

  1. Step: Form a team. Please follow the steps described here.
  2. Step: Invite them to your project(s). Please follow the steps described here

Option 2: Collaborating on a Project With External Collaborators

This is available only to Pro and Business users.

Pro and Business users can invite external collaborators — like freelancers or clients — to specific projects without adding them to a team. This is useful for projects that require temporary and/or specific contributions from outside of your standard team.

To collaborate on a project with externals: Invite them to your project(s). Please follow the steps described here.


If you are collaborating with clients, contractors, or other individuals who are not part of your MeisterTask team, you can invite them on a project-by-project basis. When inviting external users, assign them roles according to their level of involvement, choosing from options like Member, Commenter, or Guest.


Individuals outside of your team cannot be assigned a project admin role.

What Is the Difference Between Creating a Team and Collaborating on a Project?

Creating a team is about building a permanent, shared space for ongoing collaboration. It’s beneficial for regular, continuous team interaction. (For Basic users: Creating a team is a necessity if you are on a Basic plan and want to share any project with another person. Basic users can only share projects with team members.)

Collaborating on a project can be done regardless of whether you have formed a team. Any Pro or Business project admin can invite specific individuals to work with them on a project. These individuals can be part of the project without becoming part of a larger team. This is particularly useful for including external collaborators, such as freelancers or clients, who may only need to contribute temporarily or on specific tasks. In this scenario, the person who creates the project retains ownership, giving them full control over its management and the authority to set permissions for each collaborator.

When to use each option:

  • Create a team if you frequently collaborate with the same group of people, need to manage multiple projects efficiently, or want more control over permissions and access settings.
  • Collaborate on individual projects with externals when you need specific expertise for temporary tasks without requiring ongoing collaboration.

Should I Create a Team in MeisterTask?

Yes. If you are part of an organization, company, or institution, it's a good idea to create a team. This makes managing projects and people simpler and more streamlined.

This has several advantages:

  • The team administration is centralized.
  • Team members can easily find and join other team projects.
  • The team admin can manage the team and its settings centralized.
  • Centralized billing for all team members.
  • The team owns all projects.

No. If you value independence and want to keep full control over your projects and their ownership, think carefully before forming a team. MeisterTask projects are owned by the team.

If you are a freelancer, carefully consider whether to create your own team or join another company's team. Joining another team can significantly affect your control over your projects and data, as well as the ownership of the projects you work on. Weigh the benefits of team collaboration against the importance of maintaining control over your projects.

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