iCloud Sync
Sync a Space across all your Macs through your iCloud account. macOS only. No extra accounts, no cloud middlemen - just Apple and your devices.
iCloud Sync uses Apple's iCloud to keep a Space in sync across every Mac you sign in to with the same Apple ID. No extra services, no new accounts - if you have a Mac and iCloud is on, iCloud Sync just works.
This mode is ideal for personal multi-Mac workflows. For the Space concept overall, see Spaces Overview. For when to pick iCloud versus File Sync, see Sync Modes Overview.
macOS only
iCloud Sync relies on Apple's iCloud, which is a macOS feature inside PrimeTask. On Windows, use File Sync - it works cross-platform.
What you can do
Sync a Space across all your Macs
signed in with the same Apple ID.
Pick per Space
which ones sync and which stay local.
Work offline
changes queue locally and sync when iCloud is reachable.
Disconnect at any time
without losing data on the device.
Mix modes
some Spaces on iCloud, some on File Sync, some local, all in one install.
How to turn it on
Make sure iCloud Drive is on for your Mac
check System Settings → Apple ID → iCloud.
Step 2
Open Settings → Spaces, pick the Space you want to sync, and open its settings.
Step 3
Set the sync method to iCloud. PrimeTask requests iCloud access the first time.
Step 4
The first sync uploads the Space's data to your iCloud account. Large Spaces take a few minutes.
Step 5
Open PrimeTask on another Mac signed in with the same Apple ID - the synced Space will appear or can be imported from iCloud. See Joining a Shared Space.
One Apple ID, all your Macs
iCloud Sync works across devices signed in with the same Apple ID. To share a Space with another person, use File Sync Collaboration - that's what collaboration is for.
What syncs
iCloud Sync covers the core work inside a Space:
- Tasks - tasks, subtasks, checklists, time entries
- Projects - projects, goals, milestones, notes, metrics history, team members
- CRM - contacts, companies, activities, CRM tasks
- PrimeFlow canvases - every canvas in the Space
- Custom fields - field definitions and values
- Tags, statuses, priorities
- Templates - message templates, outreach sequences
- Space members - for collaboration scaffolding
- Attachments and avatars - files you've uploaded into the Space
What stays device-local
A few things are device-specific on purpose and don't sync:
- Your profile and avatar - each device keeps its own identity.
- App settings - language, appearance, integrations you enable, and other per-device preferences.
- View preferences - how you've laid out the UI on this device.
- PrimeFlow Folder nodes - a Folder node links to a specific folder on one computer, which doesn't make sense across devices, so Folder nodes aren't available in synced Spaces.
For the same-side story on File Sync, see File Sync.
Offline and conflicts
Changes sync automatically in the background. If you're offline, your edits queue up on the device and upload the next time iCloud is reachable - nothing is lost.
When two devices edit the same record at nearly the same time, the most recent change wins. For the bulk of real work, this is invisible - you don't get merge conflicts to manually resolve.
Give each device a clear identity
Since profile and avatar are per device, set a sensible name on each Mac (for example, "Work MacBook" and "Home iMac"). That makes activity history readable on every device.
Disabling or switching
You can change a Space's sync mode from its settings at any time:
- Disconnect iCloud - stops syncing this Space on this device. Your data stays on the device. Other Macs keep syncing until you disable there too.
- Switch to File Sync - disconnect iCloud first, then set File Sync. Your local data stays put.
- Switch to Local only - sets the Space to no sync. The Space becomes fully private to this device.
See Creating and Managing Spaces.
Things worth knowing
Your data goes through Apple, not PrimeTask
iCloud Sync uses Apple's iCloud directly. PrimeTask does not run its own sync server. Your Space's data lives in your personal iCloud account.
Large Spaces can use real iCloud storage
Text-based content (tasks, projects, CRM) is small. Attachments and images add up - they count against your iCloud storage just like any other iCloud files. Upgrade your iCloud plan if needed, or keep large attachments out of synced Spaces.
Deletions are protected against accidental resurrection
If a Space deletes a record on one Mac while another Mac is syncing, PrimeTask prevents the deleted record from reappearing a moment later. The behaviour is designed to keep deletions stable across devices.
Changing Apple ID is disruptive
If you sign out of the Apple ID a synced Space uses, that device stops syncing. Sign back in to resume, or reassign the Space to File Sync before changing your Apple ID.
Each Space has its own sync mode
Changing iCloud on or off for one Space doesn't affect any other Space. Mix modes freely.
Common questions
"Why don't I see iCloud Sync on Windows?"
iCloud Sync uses Apple's macOS-only framework. On Windows, use File Sync - it works cross-platform.
"Can I share an iCloud Space with someone else?"
iCloud Sync is for Macs signed in with your own Apple ID. For sharing a Space with another person, use File Sync Collaboration with a folder both of you can reach.
"Why are my attachments taking up iCloud space?"
Because attachments are real files - they get uploaded to sync them. That's how every sync mode handles files. If this matters, keep large files out of synced Spaces or use File Sync with a provider that fits your storage plan.
"Can I pause iCloud Sync temporarily?"
Disconnect iCloud from the Space's settings. Reconnect when you're ready; the Space resumes syncing.
"Does iCloud Sync use my Internet connection heavily?"
Normal edits are small. Initial sync and bulk attachment uploads are the heavy moments. Let the first sync finish over a decent connection - everyday editing after that is light.
"What happens if I delete a Space while it's syncing to iCloud?"
The Space is removed from all your Macs that sync with the same Apple ID. Deletion is permanent - back up first if you want a copy. See Data Management.
Where to go next
| If you want to… | Read this |
|---|---|
| Compare sync modes side by side | Sync Modes Overview |
| Sync through a cloud folder instead | File Sync |
| Share a Space with another person | File Sync Collaboration |
| Join an iCloud Space on a new Mac | Joining a Shared Space |
| Change a Space's sync settings | Creating and Managing Spaces |
| Back up a Space before disabling sync | Data Management |