Creating and Managing Spaces
Create, edit, rename, recolour, reorder, and delete your Spaces - from the Setup Wizard, the sidebar, or Settings.
PrimeTask gives you a Personal Space on first run so you can start working immediately. As your life and work grow, you can create more Spaces - one per client, one for personal, one for a side project - and manage all of them from the sidebar or from Settings.
This article covers every way to create and manage Spaces. For the concept itself, see Spaces Overview.
Your first Space is already there
A default Personal Space is created the first time you open PrimeTask so you can start working straight away. Rename it, change its colour, or keep it as-is.
What you can do
Create a new Space
from the Setup Wizard, the sidebar, or Settings.
Rename, recolour, describe
a Space at any time.
Pick a sync mode
when creating or editing.
Clone an existing Space
when creating - copy its data into a fresh container.
Use a template
to pre-fill tags, statuses, and priorities.
Reorder
Spaces in the sidebar.
Delete
a Space and its data.
Set which Space opens
on the next launch - the last one you were in.
Ways to create a Space
During the Setup Wizard
PrimeTask creates a default Personal Space automatically the first time you launch so you can start working immediately. The Master Setup Wizard's Space step then lets you rename it, pick a colour, and choose a sync mode - ready to use. See Welcome to PrimeTask.
From the sidebar
The Spaces section in the sidebar has an add action. Click it any time you want a new Space. See Sidebar.
From Settings
Open Settings → Spaces for the full management card. It has a Create Space action and every per-Space action you'll want. See Spaces Settings.
By joining a Space someone else is sharing
If the Space belongs to a collaborator or to your own other device, you don't create it from scratch - you join it. See Joining a Shared Space.
The Space Modal
Whichever path you use, creating or editing a Space opens the same modal. Here's what you set:
- Name - required. Shown in the sidebar.
- Description - optional. Shows up in Settings and on the Spaces page.
- Colour - a gradient you pick. Makes Spaces easy to tell apart in the sidebar.
- Sync method - Local only, iCloud, or File Sync. See Sync Modes Overview.
- Collaboration (File Sync only) - turn on to share with other people. You'll be asked for a display name and username. See File Sync Collaboration.
- Clone from an existing Space (create only) - start the new Space with a copy of another Space's data.
- Templates (optional) - pre-fill tags, statuses, and priorities using a built-in template.
- CRM visibility - turn PrimeCRM on for this Space (Pro with CRM enabled). See CRM Settings.
Clone when you want the same setup every time
Create a "client template" Space with your tag set, statuses, priorities, and custom fields. Clone it every time you onboard a new client so every engagement starts from the same baseline.
Editing an existing Space
Open the Space in Settings → Spaces and choose Edit. You can change the name, colour, description, and - carefully - the sync method.
For how statuses, priorities, and tags are managed inside a Space, see Category Management Settings.
Reordering Spaces
Drag Spaces in the sidebar to put them in the order that suits you. Your order is saved. Reordering doesn't affect anything other than the list order.
Deleting a Space
Delete a Space from Settings → Spaces → the Space's actions menu. Deleting removes the Space and everything inside it - tasks, projects, CRM, canvases, attachments, tags, statuses, priorities.
Deleting a Space is permanent
There is no archive for Spaces. Everything in the Space is removed. Export or copy anything you want to keep first - see Data Management.
PrimeTask requires at least one Space, so if you try to delete your only Space, you'll be asked to create another first or keep this one. If the Space you delete was the active one, PrimeTask switches to the first remaining Space.
Which Space opens when you launch PrimeTask
The Space you were in last is the one that opens next time. Switch at any time from the sidebar; your choice becomes the new default on next launch.
Things worth knowing
You can change the sync method later
A Space's sync method can be changed from the Space modal. Be deliberate - moving from collaborative File Sync to Local disconnects other members, and moving from Local to iCloud uploads your data to iCloud. See Sync Modes Overview.
Cloning copies data, but not sync settings or members
When you clone a Space, the new Space starts fresh - no sync, no members. You'll pick a sync method for the new one when you're ready.
Each Space has its own tags, statuses, and priorities
These don't carry across Spaces unless you clone. Manage them in Category Management Settings on a per-Space basis.
CRM visibility is a per-Space toggle
A Space can use PrimeCRM or not. Toggling CRM off for a Space hides CRM in the sidebar for that Space without touching any other Space.
A Space's owner doesn't change
If a Space is collaborative, the original owner stays the owner. You can't transfer ownership. See File Sync Collaboration.
Common questions
"Can I rename my Personal Space?"
Yes. Open it in Settings and rename. Change the colour too while you're there.
"How do I copy data from one Space to another?"
Use the Clone option when creating a new Space. For flowing selected data between existing Spaces, see Space Sharing Between Spaces.
"Will changing sync method lose data?"
The data stays; the sync connection is what changes. Switching from Collaborative File Sync to Local does disconnect other members, so coordinate first.
"How many Spaces can I have?"
There's no hard cap. Create as many as you need. Most people use between one and five.
"Can I delete a Space by accident?"
Deletion asks for confirmation. Still, treat it as permanent - there is no undo and no archive.
Where to go next
| If you want to… | Read this |
|---|---|
| Understand Spaces as a concept | Spaces Overview |
| Pick the right sync mode | Sync Modes Overview |
| Share a Space with other people | File Sync Collaboration |
| Join someone else's Space | Joining a Shared Space |
| Manage tags, statuses, and priorities | Category Management Settings |
| Back up or export before deleting | Data Management |