There is one owner: the person who created it. Its text and attachments count toward the owner's storage.
You can have any number of admins. Admins can't remove the owner or change the owner's role. They can remove other admins and change their roles.
Invite people
On the sharing screen, enter their @name. You can also pick someone you've shared with before.
Choose a role.
Tap Send. If you turn off Notify, they're added without a notification in the app or on their devices, and the button changes to Share.
They get it the next time they open the app. People who already had an account get it after entering their recovery key once. If they haven't opened the app in a while, tap Let them know to send them a message.
Pending invitations can be canceled by the owner, admins and the person who sent them.
You can check that your sharing with someone is encrypted correctly with safety numbers.
Invite links
You can send an invite link to anyone, even people without an account. Once they open it and sign up, they join automatically.
Under Invite link on the sharing screen, tap Create link. The link is only shown when you create it, so copy it or tap Send.
People who join get the role you chose for inviting. Invite links can make someone an editor or a viewer. To make someone an admin, change their role after they join.
Anyone with the link can join, so be careful who you send it to. When someone joins from a link, the person who created it gets a notification.
Links expire after 7 days. The owner, admins and the person who created a link can also revoke it earlier.
Remove people
The owner and admins can remove a member by tapping Remove (the person icon) on their row. Removed people can no longer see the note or checklist.
If you turn off Notify when removing someone, they won't get a notification.
For what happens to encryption after someone is removed, see How encryption works.
Leave
Members other than the owner can leave with Leave this list or Leave this note on the sharing screen. It's then removed from their lists.
The owner can't leave. To leave, first transfer ownership to another member.
When the owner moves it to the trash, it's removed for everyone.
Transfer ownership
On the sharing screen, choose Owner as the role of the member who should become the owner. Only the owner sees this option.
Tap Transfer to confirm. If you cancel, their role stays the same.
You become an admin. Only the new owner can give ownership back.
The text and attachments count toward the new owner's storage. If they don't have enough storage, ownership can't be transferred.
Members can keep using it as before. Everyone gets a notification about the transfer.
If the owner deletes their account, the admin who joined first becomes the owner. If there are no admins, the editor who joined first becomes the owner, or the viewer who joined first if there are no editors.
Safety numbers
A safety number is a 30-digit number that lets you check that what you share with someone is encrypted correctly. Shared notes and checklists are encrypted with a key for each person. If that key really belongs to them, the safety number is the same on your screen and theirs.
Compare numbers
Open Settings > Sharing from the menu, and tap their row under People you share with. Their safety number appears.
Ask them to open the same screen and show you Your safety number at the top. Compare in person, or have them read it out over the phone or another channel.
If the two numbers match, your sharing is encrypted correctly. You can check the other way around too (your Your safety number and your number on their screen).
If a number changes
If someone's safety number doesn't match the one you saw before, sharing with them is stopped. Invitations don't give them the note or checklist key, and the key isn't recreated after removing a member.
When sharing is stopped, a notice appears on the checklist or note, on the sharing screen and on their row under People you share with.
Compare safety numbers with them, and tap Mark as verified only if they match. Sharing then resumes. If they don't match, don't tap it, and contact them.
Note
The number shown when you first share with someone is treated as correct. If the key was swapped from the very first time, this can't be detected automatically. When sharing something important, compare numbers with them.
Show name to agents
This setting lets agents such as ChatGPT and Claude find a checklist by name and add items to it. For a shared checklist, it's a setting of the checklist, not of each member.
Turn it on or off with "Show name" under "Agents" on the sharing screen. Only the owner and admins can change it.
While it's on, every member's agents (for members who have allowed an agent) can add items to the checklist. Agents can read the contents only when Allow agents to read contents is also on.
While it's on, the checklist's name is stored on the server without encryption. Turning it off deletes the name from the server.
When it's on, "Name shown" appears at the top of the checklist. If "Allow reading contents" is also on, "Readable" appears instead. Every member gets a notification when it's turned on or off.
Invited people can see it in the badge at the top and on the sharing screen after they join. If you don't want it on, you can leave.
If a checklist's name was shown to agents in your agent settings before you shared it (including checklists created by an agent), it stays on after you share it. When you stop sharing, you can change it in your agent settings again.
Allow agents to read contents
This setting lets agents such as ChatGPT and Claude read and edit the contents of a shared note or checklist. It's a setting of the note or checklist, not of each member. While it's off, agents can't read the contents of shared items.
Turn it on or off with "Allow reading contents" under "Agents" on the sharing screen. Only the owner and admins can change it.
While it's on, agents of members who allow access to contents in their own account can read and edit it. Agents of members who don't allow access to contents can't read it.
When it's turned on, the device that turned it on sends the note's or checklist's key to the server, and the server stores it encrypted. While it's on, the contents are decrypted on the server when an agent uses them.
When it's turned off, the key is deleted from the server and the note's or checklist's key is renewed. Contents saved after the key is renewed can't be decrypted on the server.
It turns off automatically when agents don't use it for 14 days, or 90 days after it was turned on. The sharing screen shows when it expires.
When it's on, "Readable" appears at the top of the note or checklist. Every member gets a notification when it's turned on or off, including when it turns off automatically.
Invited people can see it in the badge at the top and on the sharing screen after they join. If you don't want it on, you can leave.
For notes and checklists you don't share, this setting doesn't matter: agents can read them if you allow access to contents. The setting stays the same when you start or stop sharing.