For small businesses and consultants
Private team sync for an office and remote staff
One Space for the whole team, in the office and at home, through a folder you control, with an AI agent only when you want one.
Private team sync gives the whole team one PrimeTask Space, in the office and at home. Everyone runs PrimeTask on their own computer, and the Space travels through a folder you control: a cloud folder, or the office NAS. An AI agent is optional, on one person's computer or as a team member of its own.
Updated · Checked with PrimeTask 1.0.5 · PrimeTask Team
Shared folder
AI agent
Show
Only encrypted Space files leave, to your folder's provider.
The office and remote staff
Select a machine, in the drawing or here, to see what runs on it and how it connects.
What travels
File Sync, encrypted
Owner, Accounts, Designer, Consultant and Home office to Cloud folder
Every connection, in words
- Owner to Office router, by cable.
- Accounts to Office router, by cable.
- Designer to Office router, over Wi-Fi.
- Consultant to Office router, over Wi-Fi.
- Office router to Cloud folder, across the internet.
- Home office to Cloud folder, across the internet.
- File Sync, encrypted: Owner to Cloud folder, through Office router.
- File Sync, encrypted: Accounts to Cloud folder, through Office router.
- File Sync, encrypted: Designer to Cloud folder, through Office router.
- File Sync, encrypted: Consultant to Cloud folder, through Office router.
- File Sync, encrypted: Home office to Cloud folder.
An office network and a remote staff member on one Space, with an AI agent when you add one
The problem
A shared task list usually means the whole team's work on someone else's server, and a monthly bill for each person.
A folder the team already has fixes both: every computer keeps its own copy of the Space, and only the changes travel between them.
What it uses
Four parts, one connected system
Each card opens its docs article in a new tab, for the detail behind the steps.
File Sync Collaboration
ProOne Space for the whole team, in a shared folder
Docs for File Sync Collaboration (opens in a new tab)Joining a Shared Space
ProEveryone joins from their own computer
Docs for Joining a Shared Space (opens in a new tab)File Sync
A cloud folder, or the office NAS with remote access
Docs for File Sync (opens in a new tab)Bring Your Own AI
An AI agent, personal or as a team member
Docs for Bring Your Own AI (opens in a new tab)Step 1
Put the office Space in a shared folder
File Sync Collaboration (opens in a new tab)On the owner's computer, open Settings → Spaces and open the office Space. Set its sync to File Sync and pick a folder the team can reach: a shared Dropbox, OneDrive or iCloud Drive folder, or the office NAS. Under Who uses this Space?, choose Collaboration, then turn on Password Protection.
Important. Whoever turns Collaboration on stays the owner, so start from the owner's computer.
Step 2
Give everyone the folder
File Sync (opens in a new tab)Share the folder with the team through your provider's own sharing, or give them the NAS share. Staff working from home reach the office NAS by a VPN to the office network or by the NAS's own remote access.
The folder's sharing decides who can reach it; PrimeTask decides what each person does inside the Space.
Step 3
Join from every computer
Joining a shared Space (opens in a new tab)On each computer, in the office and at home, open Settings → File Sync, click Join Shared Space, pick the shared folder and enter the Space's password.
Everyone works on their own copy, keeps working offline, and their edits go out when the folder is reachable again.
Step 4
Give people their roles
File Sync Collaboration (opens in a new tab)In the Space's Members area, make someone an admin, keep the rest as members, or add a viewer for someone who should only look.
Roles say who is meant to do what. The folder's own sharing is what actually keeps people in or out.
Step 5
Hand work over with assignments
Task comments (opens in a new tab)Assign a task to a colleague and they get a notice when their computer syncs. When a teammate completes a task, you get one too, and the task's comments keep the discussion in one place.
Step 6
Add an AI agent when you want one
Bring Your Own AI (opens in a new tab)A personal agent runs on one person's computer, through PrimeTask's MCP server, and works for that person. A team member runs on an always-on computer with its own PrimeTask, joined to the Space under its own name, and its work reaches everyone as the folder syncs. Name it in Agent name.
The checklist
The whole list
Before the team relies on it:
- Every computer on Pro, in the office and at home
- The office Space on File Sync with Collaboration and Password Protection, started from the owner's computer
- The folder shared with everyone who should have it, and a VPN or remote access for staff reaching the NAS from home
- Everyone joined through Join Shared Space, with the password
- Roles set in the Members area
- Daily backups with a password on the owner's computer, in Settings → Data Management
Variations
Make it yours
Three ways to change the setup to fit how you work.
Nothing on anyone else's server
Macs and PCs together
An AI team member
Reuse
Save it for next time
Set it up once, and start the next one from it.
Handoffs by assignment
Daily encrypted backups
Questions
Common questions
Yes. Sharing a Space with Collaboration, and joining one, are part of Pro, on every computer in the Space, at home or in the office. The free trial includes Pro.
No. Each computer works on its own copy, and changes travel as the shared folder syncs. Everyone keeps working when a computer is offline.
Yes, by a VPN to the office network or the NAS's own remote access. Without either, a shared cloud folder works from anywhere.
Anyone who can reach the folder and knows the Space's password. The folder's sharing decides who can reach it, and PrimeTask's roles say who is meant to do what.
No. PrimeTask runs no server in the middle: the folder's provider, or your NAS, moves the files between your computers.
Related
More setups like this
Other jobs, set up the same way.
Private local AI server
Your own always-on computer runs PrimeTask and your AI agent for the whole office, and the work reaches every computer through a shared folder on your network.
How to track team tasks
One shared list where every task has an owner, a date and its discussion, synced through a folder your team already uses.
Private sync across your own computers
One Space on every computer you own, through a cloud folder, a NAS at home or your iCloud account, on Standard or Pro.
Set this up with your own work.
The free trial runs for 14 days and includes Pro.