Sharing
Team spaces
A team space shares threads, knowledge and code across a team using a synced folder — NAS, Dropbox, iCloud or similar. There's no server to run: it uses the sync folder you already have.
How it works
You create one space per project. The leader picks a sync folder, a
workpilot-shared folder is created inside it, and everything travels between members through there.
| Role | What they can do |
|---|---|
| Leader (the creator) | Create the space, issue join codes, pause or resume members, deploy to production |
| Member | Use the shared threads, knowledge and code |
Roles are determined by who created the space and can't be changed by the member.
Creating a space (leader)
Open Settings → Team sharing.
Enter a team name and use Choose a shared folder and create… to pick the sync folder.
A
workpilot-sharedfolder is created inside it.Set Your name (shown to members). Others see you as “name #ID”.
Before sending a join code, share that folder with your members in Dropbox or whatever you use. If it hasn't synced yet, they'll see The shared folder “{name}” hasn't reached this Mac yet.
Inviting members
Choose what the invite grants: Threads, Knowledge, Code. It can differ per person.
Press Copy join code.
Send it to them by email or chat.
On their side they paste it into Join with a code — that's it. The already-synced folder is found automatically, so there's no folder to pick. If it isn't found, Choose a shared folder and join… lets them select it manually.
A bad code produces That join code isn't valid. Copy it again and paste it.
Creating and sharing things
＋New in the sidebar can create shared threads, knowledge and code directly. Existing personal items can also be switched to shared.
When you share a thread that references personal knowledge or code, you'll be asked about it. Sharing only the thread means your colleagues can't see those documents. Decide there and then whether the material goes too.
Lists can be filtered by Personal and Shared, and shared items are labelled with the space they belong to.
Managing members
The member list in settings shows who has joined and when they were last active. A leader can Pause or Resume an individual member.
Pausing hides the space's shared threads and knowledge on that member's machine and stops syncing. Nothing is deleted, and resuming restores it.
Pausing is enforced by the app. To cut access off completely, remove their permission on the shared folder itself — in the NAS or cloud service.
Before you share anything
Files placed in a team space are physically synced to members' Macs. Visibility settings do not protect them.
- Never share production
.envfiles, private keys or.git - When sharing code, read any sensitive-file warning before continuing
- If something genuinely must not be seen, put it in a different space
Secrets such as SSH keys and API keys are never written into the shared folder — they stay in this Mac's keychain.
When syncing doesn't work
| What you see | What to do |
|---|---|
| ✓ Synced | Everything is fine |
| ⚠ Cannot connect | The shared folder is missing or not writable. Check the NAS or cloud mount |
| ⛔ …sharing is paused by the leader | Ask the leader to resume you |
Even when sharing has a problem, your personal threads and knowledge keep working normally.
Leaving a space
Remove team sharing from this Mac takes you out. The shared folder itself isn't deleted, and re-joining puts everything back.
Where to go next
- Knowledge — giving the team a shared premise
- Scanning for secrets — the check before sharing code
- Settings and where data lives — what is stored where