Spaces Overview

A Space is PrimeTask's boundary for a body of work. Your tasks, projects, CRM, canvases, tags, statuses, dashboard layout, and settings all live inside a Space. Switch Spaces in the sidebar and PrimeTask re-draws to show that Space's work - your Work Space isn't mixed into your Personal Space, your Client A isn't mixed into Client B, and your projects can't collide across contexts.

Each Space is independent. You decide how many you want, what each one is for, and which ones sync - and to where.

What you can do

How Spaces work

Every piece of work in PrimeTask belongs to a Space:

• Tasks - every task lives in one Space.
• Projects - every project belongs to one Space.
• CRM - contacts, companies, activities, and deals are per-Space.
• PrimeFlow canvases - each canvas belongs to a Space.
• Reports - aggregate the Space you're in.
• Dashboard - your dashboard layout and widgets are per-Space.
• Tags, statuses, priorities, templates - each Space has its own.
• Integrations - Apple Calendar and Apple Reminders are scoped to the Space you pick when enabling them.

Switching Spaces switches all of the above at once. Nothing leaks between Spaces unless you explicitly enable Space Sharing.

Your first Space

The first time you open PrimeTask, a default Personal Space is created for you. You can start adding tasks and projects right away. The Master Setup Wizard can also create your first Space with a specific name and sync mode if you prefer to set it up deliberately.

See Creating and Managing Spaces for every way to create more.

Switching and managing Spaces

Spaces are primarily managed from two places:

• The sidebar Spaces section - click any Space to switch, drag to reorder, use the add action to create a new Space. See Sidebar.
• Settings → Spaces - the full management card with per-Space actions like edit, delete, and sharing setup. See Spaces Settings.

For the full create and manage guide, see Creating and Managing Spaces.

Sync modes at a glance

Every Space picks one sync mode:

• Local only - data stays on this computer. Default for new Spaces.
• iCloud Sync - macOS only, syncs across your Mac devices via iCloud.
• File Sync - syncs via a cloud folder (iCloud Drive, Dropbox, OneDrive, a network share). Works in two sub-modes:

- Personal - just your own devices. - Collaboration - shared with other people.

Sync mode is per Space, so you can keep a journal Space local, sync your work Space to your Mac via iCloud, and share a client Space with a contractor over File Sync - all at the same time.

For the full sync guide, see Sync Modes Overview.

When to create more than one Space

One Space is perfect to start. Add more when:

• You want clear separation between work, personal, a side project, or a client engagement.
• You want different sync modes for different contexts - for example, local for a personal journal and iCloud for work.
• You want to collaborate on specific work - create a shared Space for that team without opening up everything else.
• You want privacy boundaries - a Client A Space can't accidentally reference a Client B project.
• You want a clean template - create a throwaway Space to experiment in without affecting real work.

Sharing data across your Spaces

You can also keep separate Spaces but have selected data flow between them. For example, tasks you log in your Work Space can automatically appear in a Reporting Space. This is Space Sharing and runs inside your own install - it's different from sharing a Space with another person.

See Space Sharing Between Spaces.

One-shot copies between Spaces

If you only need to move a few tasks or a whole project from one Space to another (instead of an ongoing share), PrimeTask has two surgical actions:

• Copy a task or a small batch of tasks with a right-click in the task list. See Copy Task to Space.
• Copy an entire project (with its tasks, notes, custom fields, goals, and milestones) from the project's actions menu. See Copy Project to Space.

Both operations are non-destructive: the original stays in place.

Things worth knowing

One Space is the minimum

PrimeTask always keeps at least one Space. If you delete every other Space, the last one stays so you still have a place to work.

Deleting a Space is permanent

Deleting a Space removes all its tasks, projects, CRM, canvases, and files stored in that Space. There's no archive for Spaces - if you want a clean slate later, rename and reuse rather than delete.

Your active Space is remembered

The Space you were last in is the one that opens the next time you launch PrimeTask. Switch at any time from the sidebar.

Sync status lives with the Space

Changing sync mode on one Space doesn't affect any other Space. You can freely mix modes.

Collaborative Spaces keep an immutable owner

When a Space is collaborative (File Sync Collaboration), the first member who enables collaboration becomes the owner. The owner is immutable and can't be transferred. See File Sync Collaboration.

Common questions

Where to go next