Share a Project with Your Team
QuickPlanX lets a project owner share a project with other QuickPlanX users. Shared projects are read-only: invitees can view the plan but cannot edit it.
Changes to a shared project sync automatically through iCloud. If the owner changes a task's start date, updates its progress, or adds a new task, invitees will see the changes after iCloud syncs. The owner does not need to export or resend the project after each update.
Set Up Project Sharing
How to share a project
At a high level, User A shares Project A by sending User B a link at the email address or phone number linked to User B's Apple ID. User B opens the link and accepts the invitation.
QuickPlanX uses the standard system sharing interface to add participants, send invitations, and manage access. These screens may look and behave differently on iPhone, iPad, and Mac. They can also vary with the system version, installed apps, available services, and Apple ID or iCloud settings.
Choose a sharing method that makes it easy to check the recipient's information. The example below uses Messages.
Select the Project to Share
On the QuickPlanX welcome screen, open the context menu for the project you want to share. Right-click on a Mac, or touch and hold on an iPhone or iPad. Then choose Manage Sharing to open the share management screen.
Send the Sharing Link
On the share management screen, choose Share With More People to open the system sharing interface, then select Messages as the delivery method.
Messages opens with the project sharing link ready to send. Enter a phone number or email address linked to the invitee's Apple ID. If you use a different phone number or email address, the message may still be delivered, but the recipient will not be able to accept the invitation or open the project. Check the recipient information, then send the invitation.
Accepting the Invitation
When the invitee opens the link in Messages, the system asks them to accept the invitation. After they accept and iCloud syncs the project, it appears under Shared Projects on the QuickPlanX welcome screen. This may take longer when the network is slow or iCloud is busy.
Owner Name
Shared projects display the owner's name in the project title. Due to iCloud's strict privacy policy, the owner's name is not always available. QuickPlanX therefore lets you set or edit a display name in the project settings. By default, no owner name is shown.
Recommendations
Choosing a Delivery Channel
The available options depend on the apps and services on the device and may include Mail, Messages, and AirDrop. Messages and Mail are often the easiest choices because you can check the exact phone number or email address used for the invitation. You can also use another available method.
Apple's Sharing Documentation
QuickPlanX uses Apple's standard iCloud sharing service. Apple provides the sharing screens and controls how they work. If you have trouble with one of these screens, Apple's sharing documentation may help. QuickPlanX can start a share and record some sync activity, but it cannot control the system interface or what happens inside iCloud.
Apple usually explains sharing through apps such as Notes, Pages, and iCloud Drive rather than in a separate iCloud Sharing guide. These apps are different from QuickPlanX, but they use the same or similar system screens for sending invitations, accepting them, and managing access. One important difference remains: references to collaborative editing in those guides do not apply to QuickPlanX. Shared QuickPlanX projects are read-only.
The sharing screens may change between versions of iOS, iPadOS, and macOS. For the latest details, see Apple's documentation:
- Share notes and collaborate on iPhone
- Collaborate on documents in Pages on iPhone
- Share files and folders in iCloud Drive on iPhone
- Share and collaborate on files and folders on Mac
Manage or Stop Sharing
Open the share management screen in the same way you first shared the project. The screen lists the current participants.
To remove one participant, select the participant and remove their access. After iCloud syncs the change, the participant can no longer open the project, and it is removed from their Shared Projects list.
To stop sharing the project with everyone, choose the option to stop sharing. After iCloud syncs the change, no participant can open the shared project.
Notes
One-Way Sharing
QuickPlanX provides one-way project sharing. Only the project owner can edit the plan; invitees can view it. QuickPlanX does not support multiple people editing the same plan from different devices. For the reasoning behind this design, see:
iCloud-Based Sync
QuickPlanX stores projects in Apple's iCloud database and uses CloudKit for sharing. iCloud decides when data is uploaded and downloaded between Apple's servers and each device.
QuickPlanX submits project changes to iCloud and receives updates from it, but it does not control when those transfers happen. Normally, the owner makes a change and invitees see it after iCloud syncs. No one needs to send an updated project file.
If a network, Apple ID, or system service problem interrupts iCloud sync, QuickPlanX has limited control over the underlying process.
Sync Log
QuickPlanX provides a Sync Log to help investigate sync problems.
The Sync Log records the sync events QuickPlanX sees on the current device, such as when it submits a local change or receives an update from iCloud. Comparing logs from two devices can show whether one device submitted a change and whether the other device received it.
The Sync Log shows only what QuickPlanX can observe. It is not a log of Apple's iCloud servers and cannot show what happens inside iCloud.
QuickPlanX submits and receives project data. iCloud handles storage, sharing, and delivery between devices.