What Is Todoist?
Todoist is one of the most popular to-do list and productivity apps on the market. It easily doubles up as a robust project management application because it is straightforward to create, manage and track projects and tasks.
What Sets Todoist Apart
You can get Todoist on any device—web, mobile or desktop. It includes reminders, due dates, priorities, labels, comments and integrations with other apps. It stands out for its flexibility. Use it to manage household tasks, work projects and to collaborate with teams. This app comes with a few different views, such as list, Kanban and calendar.
Todoist’s Smart Schedule feature is another unique offering that helps users plan their day by suggesting the best times to work on each task based on their priorities, due dates and estimated completion times.
Featured Partners
1
monday.com
Yes
From $8 monthly per user
Zoom, LinkedIn, Adobe, Salesforce and more
2
HubSpot
Yes
Available
Google Contacts, Mailchimp, Xero, Aircall, Airtable and more
3
Smartsheet
Yes, for one user and two editors
$7 per user per month
Google Drive, Slack, Tableau, Miro, Zapier and more
4
ClickUp
Yes, for unlimited members
$7 per month
Slack, Microsoft Outlook, HubSpot, Salesforce, Timely, Google Drive and more
Pros
Todoist is a better to-do list and productivity app than it is a fully featured project management tool. It has an easy-to-use interface, flexibility, collaboration capabilities, tons of integrations and a Smart Schedule feature.
Cons
Todoist requires an internet connection, which could be problematic for users who need off-line access. Some may find the lack of personalization options to be restrictive.
An important feature missing from Todoist is the ability to track time within the app. For a project management software, that is a major limitation. However, you can integrate the app with external time-tracking apps such as Toggl Track, Time Doctor and PomoDone.
Todoist Core Features
Todoist is a simple project management tool that offers several core features to help users stay organized and on top of their workload. While some of its features are only available with integrations, the app still provides a variety of tools for managing tasks, lists and projects.
Role Assignment Features
One of Todoist’s core features is its role assignment capabilities, which allow users to assign specific tasks to team members or collaborators. This helps ensure everyone knows what they’re responsible for and can work together efficiently.
Timelines
Another key feature of Todoist is timelines, though you’ll need to use an integration for it, which provides a visual representation of project progress over time. This view makes it easy to see upcoming deadlines and adjust plans accordingly.
Gantt Charts
Gantt charts are another popular project management feature that is available through an integration. This type of chart provides a timeline view of a project’s tasks and dependencies, so you can see how different tasks relate to one another and pivot as needed.
Software Integrations
Todoist also offers a wide range of software integrations, which allow users to connect the app with other tools and services they use for their work. These integrations can help streamline workflows and reduce the need to switch between different apps. Examples of integrations include PomoDone, Slack, Time Doctor, Timetrap, Zapier and Zendesk.
Dependencies
Dependencies are another critical feature of project management that Todoist supports, provided you use an integration such as Ganttify. By setting dependencies between tasks, users can ensure that they are completing tasks in the correct order and that they are not blocked by incomplete tasks.
Budgeting
Users can set budgets for specific tasks or projects and track spending against those budgets to ensure they stay on track financially. To do this, you’ll need a template, such as the one offered by YNAB.
Todoist Pricing and Plans
Free
The Free plan is, as the name suggests, completely free. It allows users to create up to five active projects, with five collaborators per project. The plan also includes 5MB of file uploads, one week of activity history and no auto backups. Additionally, themes and team inbox features are not available in the free plan.
Pro
The Pro plan costs $4 per month (or $5 per month if billed monthly) and allows users to create up to 300 active projects, with 25 collaborators per project. It includes 100MB of file uploads, unlimited activity history and automatic backups. Themes and team inbox features are also included in the Pro plan.
Business
The Business plan costs $6 per user per month (or $8 per user per month if billed monthly) and offers even more features. It allows users to create up to 500 active projects, with 50 collaborators per project. It includes 100MB of file uploads, unlimited activity history and automatic backups. Additionally, the Business plan offers team inbox features, which can be useful for collaborating with a larger team.
Setup and Customization
Immediately upon creating an account in Todoist, users can create their first project and start adding tasks to it. There’s a super short walk-through of where to find your projects and your to-do list, and it points you to a more detailed “getting started” document if you need it.
You can set priorities, due dates, labels, filters and tags later, once you learn about them. Since you can modify everything about a task later, you can try and test what works for you. Each time you log in to Todoist, you’ll have your list of to-dos for the day, and they’ll show up in your inbox, too, unless you add them to a project.
Once you have the project populated, you can view the tasks as a list or on a Kanban-style board. Todoist calls the columns on the board “sections.” You can change the name of a section and add as many tasks as you want to each section.
As the project progresses, mark the tasks completed and archive them or move them within the different sections you have created. For instance, if you have created sections such as Todo, Doing and Done for a project, move the tasks around as they progress.
Once the project gets completed, you can archive or delete it completely.
The due date, collaborations and priority of any active task can be modified at any time. If you have a Pro or a Business plan, you can set and modify reminders for any task.
Todoist has robust apps for desktop (macOS, Windows and Linux) as well as mobile (Android, iPhone and iPad). You can add it as an extension to Chrome, Firefox, Safari and Microsoft Edge, or even install the app on your Apple or Android watch to track tasks on the go.
Ease of Use
Todoist isn’t like a standard project management tool. Instead, it uses natural language input, which allows you to create tasks as you would give instructions to someone. For instance, to set a priority, simply type P1, P2, P3 or P4. To add a due date, simply write the date and Todoist will translate it into the appropriate format. You will know that it has been read as a date when you see a highlight around it.
If you want a task to recur, say every week on a Wednesday, just type “every Wednesday” after the task name. A new instance of the task will be created on the next Wednesday after you have marked the previous instance complete. If you are unable to complete the task within the allotted time frame, the next instance will not be created. This prevents your to-do list from getting flooded with unfinished recurring tasks.
However, it’s important to note that you cannot create subtasks for recurring tasks. If that’s important for you, you need to find a workaround, such as creating the task as a sub-project. Yes, it’s possible to create sub-projects within projects to keep the project list organized. You can view the progress of any project from the Productivity tab in settings.
Featured Partners
1
monday.com
Yes
From $8 monthly per user
Zoom, LinkedIn, Adobe, Salesforce and more
2
HubSpot
Yes
Available
Google Contacts, Mailchimp, Xero, Aircall, Airtable and more
3
Smartsheet
Yes, for one user and two editors
$7 per user per month
Google Drive, Slack, Tableau, Miro, Zapier and more
4
ClickUp
Yes, for unlimited members
$7 per month
Slack, Microsoft Outlook, HubSpot, Salesforce, Timely, Google Drive and more
Security
Todoist maintains a robust security system that includes prevention of unauthorized access, continuous monitoring for potential vulnerabilities and encryption of user data both in transit and at rest. User data is stored on AWS servers, and all user data is automatically backed up with multiple redundant copies. Account access is verified through email/password-based authentication or Google Accounts authentication. Todoist also provides admin controls and prioritizes data privacy and transparency. Users can submit security vulnerability reports for prompt action.
Customer Service and Support
We had to dig around to find the support button once logged in, and never found it. Instead, after Googling support, we located a knowledge base with articles and tutorials. It doesn’t offer phone support, but it has a ticketing system if you can’t get what you need via DIY methods.
Additional Features
While Todoist offers many useful additional features such as customizable templates, milestone tracking and expense tracking, some of these features may require users to integrate with third-party tools or apps to fully utilize them. For example, expense tracking may require integration with a separate accounting or financial management tool. Similarly, Kanban board functionality may require integration with a separate project management tool. Users should keep this in mind when considering which features to use and which integrations to set up.
Customizable Templates
Todoist offers a library of customizable templates for different projects, including personal, work and education. These templates save users time and help them get started quickly. Each template includes pre-populated tasks and project sections, and users can change them to fit their specific needs.
Milestone Tracking
With milestone tracking, users can set key goals and track progress toward them. This feature is useful for larger projects that involve multiple tasks and stages. Users can set deadlines for milestones and mark them as complete once achieved, giving them a sense of accomplishment and helping them stay on track.
Expense Tracking
Todoist’s expense tracking feature allows users to monitor project expenses and stay within budget. Users can add expenses to specific tasks or projects, assign them to different categories and set budgets for each category. This makes it easier to track spending and ensures that the project stays on track financially.
Kanban Board
Todoist’s Kanban-style board allows users to visualize their tasks and projects in columns or sections. This makes it easy to manage and prioritize tasks, and users can drag and drop tasks between columns as they progress. The Kanban board is especially useful for Agile project management and for teams that need to collaborate on complex projects.
Guest/Client Access
Each Todoist plan allows you to collaborate, however, the number of collaborators allowed per project varies by plan. You can share projects, assign tasks, set a reminder for them and even remove someone from a project.
Todoist Alternatives and How They Compare
Todoist vs. ClickUp
Todoist and ClickUp have many similarities, such as offering customizable templates, task prioritization and collaboration features. However, ClickUp offers more advanced project management features, such as customizable workflows and mind maps. ClickUp also offers a free plan with unlimited tasks and users, making it a more budget-friendly option.
Todoist vs. Trello
Todoist and Trello are both popular project management tools with intuitive interfaces and useful features, such as task prioritization and collaboration tools. However, Trello’s strength lies in its visual approach to project management, with its drag-and-drop Kanban boards and cards making it a great option for visually oriented individuals or teams. Todoist is better suited for those who prefer a more traditional list-based approach to task management.
Todoist vs. monday.com
Compared to Todoist, monday.com is a tank of a project management tool, offering advanced features such as time tracking, resource management and customizable workflows. However, monday.com can be more complex to use, and its pricing is significantly higher than Todoist’s. Todoist has a reputation for being easy to use and straightforward, making it a great option for individuals and small teams who prioritize simplicity and affordability.
Is Todoist Right for You or Your Business?
Todoist is a task management app that easily doubles up as a project management app for individuals or small teams. If you are looking for robust analytics and reporting, you will have to look elsewhere.
But if you are a solopreneur or have a very small team, and do not handle very complex projects, Todoist may be perfect for you. See more options in our full comparison of the best project management software.
Our Experience/Expert Take
Todoist is a user-friendly task management tool that offers robust integrations to extend its functionality. While the free version may be limited in terms of project management features, the paid plans offer more advanced tools. One thing to note is that some important features such as time tracking are only available through integrations. Overall, we recommend Todoist for individuals and teams looking for a straightforward and reliable task management tool.
Frequently Asked Questions (FAQs)
What are the disadvantages of using Todoist?
Todoist has two major limitations as a task management app. One, you cannot track time from within the app. You need to integrate it with an external time-tracking app. Two, you cannot create subtasks for recurring tasks.
Is Todoist a good app?
Todoist is one of the most affordable and easy-to-use productivity and project management apps in the market. Its interface is highly intuitive and easy to use. Its free version offers sufficient features such as prioritization, due dates and collaboration to get you started.
Which is better: Todoist or Trello?
If you need to manage complex projects and you are willing to invest time in learning an app to be able to do that, Trello is better than Todoist. However, if you are looking for an easy-to-use and effective app for linear projects, where you can get started immediately, Todoist is an excellent option.
What are the major pros of Todoist?
The biggest advantage of Todoist is its highly intuitive and easy-to-use interface. Also, its free version has enough features such as prioritization, recurring tasks, subtasks, due dates, labels, collaboration, etc. to get you started.
Is Todoist completely free?
Todoist offers a free plan that enables users to use most of its features, but in a limited capacity. Users can create up to five active projects, with five collaborators per project. The plan only includes one week of activity history with no auto backups. Themes and team inbox features are also not available in the free version.
