Use the colleague directory
See public details and your own private notes about the people you work with, and — if you lead a team — manage roles and assign work from the same place.
Applies to Web · Mac · iPhone app · the team management panel is for team leads and admins
The Colleagues view is a directory of the people you work with. See which team each person is on and their role, keep a private note about them and message them directly. If you’re a team lead or admin, you can also change their role or assign them work from the same screen.
Open the directory
- Click Colleagues near the top of the sidebar, or choose Colleague directory in the command palette (⌘K).
- On a phone, tap People in the bottom tab bar. Choosing a person opens their details in a sheet over the list.
There’s no button to add someone to the directory by hand. People appear automatically once you share a note or join the same team. To add someone, share a note with them or invite them to a team.
Search and filter
- The search box matches names, usernames and your own notes.
- Filters: All · Favorites · Online · Teams · Archived. With Teams, pick one team to see only its members.
A person’s details
| Section | What’s in it | Who sees it |
|---|---|---|
| Public profile | Display name and username | Everyone |
| Teams & shared work | Teams you share, role, manager, shared team projects | Teammates |
| Private record | An icon (one emoji or character), Personal alias (40 characters), Private note (500 characters) | Only you |
- Choose a person in the list.
- Fill in the alias and note under Private record and click Save private record.
- Use Add to favorites for people you look up often, or Archive from directory for people you no longer need. Restore archived people from the Archived filter.
The Message button at the top opens a one-to-one conversation. You can also right-click a person’s name in the sidebar or a note for Send message, Open colleague record, Copy @ID and more.
Team management for leads and admins
When you open a member of a team you lead or administer, a Manage team panel appears below their details. Only team leads and admins see it, and changes apply for everyone on the team.
- Workload: Open tasks, Overdue, Awaiting acceptance (including unseen handoffs) and Last active.
- Edit Role, Title and Reports to, then click Save Changes. Only the team lead can change roles.
- Assign a task: type something like
Weekly report draft @Fridayand click Assign…. The line is added to the “Assigned tasks” note in a team project and the handoff dialog opens — from there it works like handing off a task. - The ⋯ menu has Transfer ownership and Remove from team. Workspace owners also see Sign out on all devices and Suspend account / Restore account (see Workspace members and seats).
If the person isn’t on one of your teams yet, pick a team under Add to a team I manage and click Add.