How to Share Google Tasks with Zapier Workflows

Google Tasks is built for individuals, but you can still share and collaborate on to-dos by combining smart Workspace settings with automation from Zapier. This guide walks through practical ways to make personal task lists visible, actionable, and trackable for your whole team.

Below, you will learn how to use shared calendars, Gmail delegation, and connected task apps so your private reminders effectively become shared work.

Can You Directly Share Google Tasks?

At the moment, Google Tasks does not offer native sharing. Lists are tied to a single Google account, and you cannot directly invite others to view or edit them like you can in Google Docs or Sheets.

That said, you can still collaborate around tasks by:

• Turning tasks into shared calendar events
• Letting coworkers manage tasks via Gmail delegation
• Syncing Google Tasks with shared project tools
• Using automations built with Zapier to route and mirror tasks

Method 1: Use a Shared Google Calendar

The simplest approach is to use a shared Google Calendar as the place where everyone can see and act on tasks, even though the original task list remains personal.

Step 1: Create or Choose a Shared Calendar

1. Open Google Calendar in your browser.
2. On the left, under My calendars, click the plus sign.
3. Select Create new calendar.
4. Name it something like Team Tasks and click Create calendar.
5. Under the calendar settings, share it with teammates or your entire organization at the access level you prefer.

Step 2: Turn Tasks into Calendar Events

Google Tasks can show up on your calendar, but they are still separate from true events. To share them, convert key tasks into events on the shared calendar:

1. Open Google Calendar.
2. Click on a time slot and choose Event.
3. Use the task title as the event name.
4. Assign the event to your shared calendar (for example, Team Tasks).
5. Add guests, details, and a description so everyone knows what needs to happen.

This does not move the original Google Task, but it mirrors the important information in a place everyone can see. From here, you can layer Zapier automation to send alerts, create follow-up tasks, or update other apps whenever someone changes or completes a calendar event.

Method 2: Use Gmail Delegation for Task Visibility

If you use Google Workspace, Gmail delegation can indirectly give another person visibility into tasks tied closely to email.

Step 1: Enable Gmail Delegation

1. Open Gmail in your browser.
2. Click the gear icon and choose See all settings.
3. Go to the Accounts tab.
4. Under Grant access to your account, click Add another account.
5. Enter the delegate’s email address and confirm.

Once accepted, the delegate can access your inbox and, when appropriate, see which messages are associated with tasks you are tracking.

Step 2: Connect Email and Tasks with Automation

Many users create Google Tasks from email threads. With automation from Zapier, you can:

• Create a task when a labeled email arrives.
• Update a shared spreadsheet or project tool when a task is created or completed.
• Send notifications to a team chat when a high-priority email becomes a task.

This makes your individual Google Tasks part of a larger, shared workflow, even though the list itself remains private.

Method 3: Sync Tasks to Shared Project Tools with Zapier

To truly share and collaborate on to-dos, the most flexible solution is to sync Google Tasks with a shared project or task platform using Zapier. This lets you keep using Tasks personally, while the rest of the team works from a central, shared tool.

Popular Shared Tools to Pair with Zapier

Zapier supports hundreds of apps that can receive mirrored tasks, including:

• Trello or Asana boards shared with your team
• ClickUp, Notion, or Monday.com workspaces
• Shared Google Sheets used as lightweight task trackers
• Team chat tools like Slack and Microsoft Teams

Example: Mirror Google Tasks to a Shared Board

1. In your Zapier account, create a new automation.
2. Set the trigger to New Task in Google Tasks.
3. Choose the task list you use for your personal to-dos.
4. Set the action to Create Card (or equivalent) in your shared board tool.
5. Map the task title, notes, and due date to the appropriate fields.
6. Turn the automation on.

Now, whenever you add a personal Google Task, a matching shared card is created for the team. You can add another automation in Zapier that updates or closes cards when tasks are completed.

Example: Log Tasks into a Shared Spreadsheet

1. Create a shared Google Sheet called Team Task Log.
2. Add columns for Task, Owner, Due Date, Status, and Notes.
3. In Zapier, create an automation with the trigger New Task in Google Tasks.
4. Set the action to Create Spreadsheet Row in Google Sheets.
5. Map task fields to the columns in your sheet.
6. Optionally, create a second automation that updates the row when a task is completed.

This gives your team a live, shared view of everything you are tracking personally, without changing how you use Google Tasks.

Method 4: Use Google Chat or Email Summaries with Zapier

Sometimes you only need to share high-level visibility rather than full editing access. In those cases, automated summaries work well.

Send Task Alerts to Team Chat

With Zapier, you can send notifications to a shared chat room when important tasks are created or completed:

1. Create a new automation in your Zapier account.
2. Set the trigger to New Task in Google Tasks or Updated Task.
3. Set the action to Send Channel Message in Slack, Microsoft Teams, or Google Chat.
4. Customize the message with the task name, due date, and a link or reference.

This keeps everyone informed in real time, even though the task list is private.

Send Daily or Weekly Task Digests

You can also send scheduled summaries of upcoming or completed tasks:

1. Use a schedule trigger (daily or weekly) inside Zapier.
2. Add a step that finds all tasks from a certain list or with a certain status.
3. Format them into a short summary.
4. Email the digest to your team, or post it in a shared chat channel.

Team members get visibility into what is on your plate without needing full access to Google Tasks.

Best Practices for Shared Task Workflows

To keep your shared workflows organized and useful, follow a few guidelines:

• Separate personal and team-focused lists. Use one Google Tasks list for private reminders and another for items that should sync to shared tools.
• Use consistent naming. Start each shared task with a tag like [Team] or the project name.
• Add due dates. Many Zapier workflows rely on dates to send reminders and build schedules.
• Document your workflows. Keep a simple page explaining which lists sync where so teammates know what to expect.
• Review automations regularly. As your team changes tools, update your Zapier flows to match.

Learn More and Next Steps

If you want hands-on help planning task-sharing workflows, you can explore automation strategy resources at Consultevo. For the original walkthrough on sharing Google Tasks and related tips, see the source article on Zapier’s blog.

By combining Google Workspace features with flexible automations built through Zapier, you can transform a personal task tool into a powerful, shared workflow hub for your entire team.

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