Timeline Genius makes it simple and efficient to collaborate on your checklists. This feature is perfect for managing tasks, getting feedback, and sharing responsibilities with your team, vendors, or clients, all while keeping your workflow organized. Keep in mind, though, that inviting someone to collaborate on a checklist is separate from inviting them to a timeline — each one has its own unique link, so you can share them independently when ready.
Accessing the Collaborate Feature for Checklists
To start collaborating on a checklist:
Navigate to the desired checklist.
Click the “Collaborate” sub-tab at the top left of your screen. This opens the collaboration view, where you can invite contributors, manage access rights, and keep track of any feedback.
Inviting Collaborators to a Checklist
Click the gear icon in the upper-right corner under the “Collaborate” view.
Enter the email addresses of the collaborators you wish to invite.
Click the 3 dots and then the “Send Invite” button to send out email invitations. Each invitee will receive a unique link to access the checklist.
Important Notes:
Separate Invitations: Inviting someone to a checklist will not give them access to any related timeline, and vice versa. You can share each at your own pace.
Unique Links: There isn’t a universal link for all collaborators; each person has their own link, which helps you track and manage contributions easily.
Managing Access Rights for Checklist Items
Select a collaborator’s name from the left-hand list. You can choose multiple collaborators by holding the Command (Mac) or Control (PC) key.
Use the eye icon to manage access to specific checklist items:
Viewable: The collaborator can see the item but not make changes.
Hidden: The item is not visible to the collaborator.
Editable: The collaborator can modify the item.
To allow a collaborator to add new checklist items, toggle the setting next to “Can add checklist items: Yes / No.” By default, this option is set to “No.”
Tracking Feedback and Notifications
The bell icon at the top right of your screen displays the number of notifications and gives a breakdown of each one. The system auto-refreshes every 10 minutes, or you can refresh manually to get updates faster.
If a collaborator makes changes or leaves feedback, a blue dot will appear next to their name in the Collaborate tab. Click their name to view their activity.
Comments left on specific checklist items are marked with a darkened speech bubble icon. The number on this icon indicates how many comments exist for that item. Click the icon to read or respond to comments.
Confirming Edits
If a collaborator makes an edit, you’ll see a “Confirm Edit” button on the affected checklist item. This acts as a prompt for you to review and finalize the changes. Note that you cannot deny or revert edits within Timeline Genius; once someone has edit access, their changes are permanent unless manually undone.
Comment Management
You can edit or delete your own comments after they’re posted:
Hover over the comment to reveal the edit/delete options.
Planner comments are displayed distinctly from collaborator comments, ensuring clarity in communication.
Note: You can't delete collaborator's comments unless you "view as" them and delete from their individual URL.
Daily Email Summary
To avoid excessive notifications, you’ll receive a daily email summarizing all new changes and comments. This ensures you stay informed without being overwhelmed by alerts.
By using the collaborator feature for checklists, you can streamline communication and ensure your event plans are well-coordinated. Remember, the online collaboration only impacts the digital version of your checklist; no changes will affect any exported or printed versions unless manually updated. For more on checklist management, check out our additional resources. Happy planning!