Space Sharing Between Spaces

Space Sharing (SpacesCare) is the feature that lets you flow data between your own Spaces inside one install. Keep a central Reporting Space that automatically gets tasks and projects from your Work Space. Feed a Family Space with selected items from your Personal Space. Archive completed work from a Client Space into a long-term Archive Space.

This is different from sharing a Space with another person. That's File Sync Collaboration. Space Sharing is about your own Spaces talking to each other on your own computer.

For the Space concept, see Spaces Overview. For all sync modes at a glance, see Sync Modes Overview.

Space Sharing requires Pro

The SpacesCare wizard, the Flow Editor, and collection-level sharing are part of the Pro tier. See License Settings.

What you can do

Flow data between your own Spaces

push from a source Space to a target Space of your choosing.

Pick exactly what flows

tasks, projects, tags, custom fields, kanban boards, quick notes, and CRM collections.

Choose the direction

outbound (one-way) or bidirectional (both ways).

Allow inbound

on a Space to control whether it receives data from other Spaces.

See every sharing link

on one visual map in the Flow Editor.

Edit or remove links

at any time.

Not the same as File Sync Collaboration

Two features have the word "sharing" in them. They do different things:

Space Sharing (this article) - flows data between your own Spaces on one install. You set both sides up yourself. No other people involved.
File Sync Collaboration - shares one Space with other people through a shared cloud folder. Multi-user sync. See File Sync Collaboration.

Knowing which one you want saves configuration time.

Pick the right feature for the scenario

Working with a colleague on the same Space? Use File Sync Collaboration. Need your own Work Space to feed a Reporting Space on the same computer? Use Space Sharing.

How to open the SpacesCare wizard

Step 1

Open Settings → Spaces.

The active Space's **SpacesCare

Collection Sharing** section shows below the list.

Use the Flow Editor there

it shows every existing sharing link as a visual map and gives you an Add link action.

Step 4

Start a new link with Add link, or open an existing one with Edit link.

The wizard opens in a modal and walks you through five steps.

The five-step wizard

1. Welcome

A short intro explaining what you're about to set up - a sharing link from this Space to another Space of yours.

2. Choose Spaces

Pick the target Space - the other Space you want to share into. Only Spaces you already have show up here; Space Sharing doesn't create new Spaces.

3. Select Collections

Pick which collections flow from this Space to the target. Available collections are grouped by type:

Core Data - tasks, projects, tags, custom fields
Productivity - kanban boards, quick notes
CRM - contacts, companies, CRM tasks, activities, relationships, message templates, outreach sequences

You can share any combination - just Core Data if that's all you need, or every collection for a full mirror.

4. Configure Permissions

Pick the direction of the link and confirm the inbound setting:

Outbound - data flows from this Space to the target Space only.
Bidirectional - data flows both ways, so changes in either Space sync to the other.

Bidirectional needs the target Space to have Allow Inbound turned on. The wizard shows a warning if it doesn't.

5. Review & Apply

A summary of the link - which target, which collections, which direction. Apply to finish. The sharing link starts syncing immediately.

Outbound vs Bidirectional

Outbound is the safer default. Data flows in one direction - your source Space is authoritative; the target Space receives copies.

Bidirectional is powerful but stricter:

The target Space must have Allow Inbound turned on.
Both Spaces must use a sync mode that supports bidirectional - if either Space uses File Sync, bidirectional is blocked, and the link is forced to outbound.

File Sync Spaces can't use bidirectional sharing

If either the source or target Space is on File Sync, the wizard blocks bidirectional and falls back to outbound. Plan bidirectional routes through Spaces that aren't on File Sync.

Collections you can share

SpacesCare maps data at the collection level - pick exactly what flows and what stays private to the source Space.

Tasks - everything from the Tasks side.
Projects - projects and their structure.
Tags - your tag library.
Custom Fields - field definitions and values.
Kanban Boards - saved board layouts.
Quick Notes - your Quick Notes list.
CRM - Contacts / Companies / Tasks / Activities / Relationships / Message Templates / Outreach Sequences.

A link doesn't force "all or nothing." Share only the collections you need.

Allow Inbound

Every Space has an Allow Inbound toggle above the Flow Editor. It controls whether the Space can receive data from another Space's outbound or bidirectional link. By default, Allow Inbound is on. Turn it off to make a Space read-only with respect to sharing - other Spaces can't push into it.

Allow Inbound matters at both ends of a link:

The target Space must Allow Inbound for data to arrive.
Bidirectional needs Allow Inbound on both ends so changes flow back.

The Flow Editor

The Flow Editor is a visual map of the sharing links your active Space participates in. You can see:

Every Space this one feeds, and what collections it shares.
Every Space feeding this one, and what they send.
The direction of each link.

From the editor, you can add a new link, edit an existing link's collections or direction, or remove a link.

Things worth knowing

Removing a link stops future sync but doesn't delete data

Removing a sharing link stops new data from flowing. Data already pushed into the target Space stays where it is. Treat link removal as "stop the tap", not "undo everything."

SpacesCare is for your own install

Both Spaces involved belong to you, on your own computer. This isn't multi-device sharing between people - use File Sync Collaboration for that.

Each link is one-directional

An outbound link flows from source to target. If you want the reverse, add a second link going the other way, or change the direction to bidirectional (where supported).

Custom Fields and CRM collections

Sharing Custom Fields and CRM collections requires the matching feature - custom fields sharing uses your custom field setup, and CRM sharing needs PrimeCRM enabled. See Custom Fields Overview and CRM and Spaces.

Conflicts resolve last-write-wins

If both Spaces edit the same record on a bidirectional link at nearly the same time, the most recent edit wins - the same behaviour as every other PrimeTask sync mode.

Common questions

"What's the difference between Space Sharing and File Sync Collaboration?"

Space Sharing flows data between your own Spaces on one install. File Sync Collaboration shares one Space with other people over a shared cloud folder. Different features for different scenarios.

"Can I share between three or more Spaces?"

Yes - each link is between a pair of Spaces, and each Space can have multiple outbound and inbound links. Set up the links you need, and the Flow Editor shows the whole map.

"Why can't I use bidirectional sharing?"

Bidirectional needs both Spaces to support it. If either Space uses File Sync, the wizard blocks bidirectional and the link becomes outbound only.

"Does data I push to the target Space stay there if I remove the link?"

Yes. Removing a link stops new data from flowing. Data already pushed stays where it is.

"Does Space Sharing work on every license?"

No - it requires Pro. See License Settings.

"Can I share CRM collections between a Shared and Isolated CRM?"

CRM sharing depends on how PrimeCRM is configured on each side. Check CRM and Spaces for how Shared and Isolated CRM interact.

Where to go next

If you want to…	Read this
Share a Space with other people	File Sync Collaboration
Understand the Space concept	Spaces Overview
Compare sync modes	Sync Modes Overview
Change a Space's sync settings	Creating and Managing Spaces
Configure CRM across Spaces	CRM and Spaces
Work with custom fields	Custom Fields Overview
Upgrade for Pro features	License Settings