Todoist is a digital task and project management platform built to help individual users and organizational teams organize, schedule, and execute daily work. The system relies on a capture mechanism called Quick Add, which allows users to enter tasks using natural language input. By typing dates, times, priority levels, and project destinations directly into the text field, the software automatically parses the information and creates structured tasks without requiring manual form entry.
To organize workloads, Todoist offers multiple core task views and layout options. Users can focus on daily responsibilities using the Today view or evaluate upcoming schedules using the Upcoming view, which includes drag-and-drop planning capabilities across upcoming weeks or months. Projects can be viewed and managed as traditional linear lists, interactive kanban boards, or visual calendar layouts. Custom filter views allow users to display specific task combinations, such as high-priority tasks due on a given day or items marked with specific project labels.
For collaborative environments, Todoist provides dedicated shared team workspaces that operate alongside but separate from personal task lists. Within these team spaces, users can create public project areas accessible to all organization members or private project spaces restricted to designated participants. Team members can assign tasks to specific colleagues, share project access via direct links, and conduct discussions inside task comment threads containing hyperlinked references, file attachments, and recorded voice notes.
The platform incorporates intelligent assistant functionality, including Todoist Assist and Task Assist, to help convert high-level goals and scattered inputs into structured action plans. Built-in administrative tools for business subscriptions enable organizational leaders to manage user access, centralized billing, and global sharing restrictions. These settings permit administrators to keep collaboration restricted strictly to internal staff or allow external sharing with third-party vendors and clients.
Data security and technical reliability are supported through enterprise-grade standards. Todoist holds SOC2 Type II compliance certification and hosts user data on Amazon Web Services infrastructure equipped with remote firewalls. System data is encrypted both in transit via TLS 1.2 or 1.3 channels and at rest. Automatic backups are generated daily within the application, while manual backup archives can be initiated and downloaded by users at any time to recover project history.
Support teams can use dedicated project structures to collect customer requests, product feedback, and software enhancement ideas. Support representatives log open requests into designated sections, assign P1 priority tags to high-impact items, and attach links to customer communication threads inside task comments. Development teams monitor these requests as features progress through implementation, allowing customer support staff to follow up with users once requested updates are published.
Managing Employee Onboarding Programs
Human resources specialists and team managers can deliver structured onboarding plans to new employees on their first day. Onboarding projects provide introductory information regarding team culture, key organizational contacts, and essential software tools. Managers assign specific onboarding tasks to new hires and receive automated completion notifications as items are finished, ensuring real-time visibility into employee progress and role readiness.
Drafting and Publishing Help Center Articles
Documentation managers and content creators can guide help center articles from initial outline through final publication using structured task checklists. Team members draft article text, design supporting images, and upload visual assets directly into task comment threads for editorial review. Once visual and textual revisions pass internal checks, the finalized article content is published to the public help center.
Structuring One-on-One and Team Meetings
Managers and team leaders can organize check-ins, performance reviews, and feedback sessions using shared meeting project boards. Meeting organizers add agenda points prior to discussions, tag priority items, and assign follow-up action items during the meeting. This process ensures that team priorities remain clear, operational feedback is recorded, and post-meeting responsibilities are tracked through completion.
Planning Marketing Campaigns and Content
Marketing professionals can manage blog publishing schedules, ad campaigns, and content pipelines across list, board, or calendar views. Teams map out draft progress, organize publishing dates, and maintain campaign links inside task descriptions. Visual calendar and board formats enable marketing groups to monitor content progress across ideation, drafting, review, and live publication stages.
Tracking Software Issues and Technical Bugs
Engineering and product management teams can monitor software defects, code issues, and bug reports within dedicated project boards. Development teams categorize issues by severity levels, assign tasks to technical leads, and organize items into active development or review sections. Centralizing bug tracking inside task workflows helps maintain software quality and systematically resolve user-reported glitches.
Organizing Educator Planning and Class Schedules
Teachers and academic professionals can structure course plans, lesson materials, and grading schedules in one unified workspace. Educators maintain task lists for classroom presentations, student assignments, and administrative obligations. By categorizing responsibilities into project sections, academic staff can balance active teaching hours with after-hours planning and grading activities.
Establishing Personal Habits and Routine Tracking
Individual users can build daily personal routines, manage grocery lists, track health activities, and monitor language learning goals. By configuring recurring date parameters, routine tasks automatically reset upon completion. Personal goals and life tasks remain completely isolated from work projects within private workspace areas, helping individuals maintain clear personal organization.
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How does natural language task entry work in Quick Add?
Quick Add interprets plain language typed directly into the task creation field. When a user inputs date descriptions, time markers, priority tags such as P1, or project labels, the system automatically parses these details and assigns the appropriate scheduling and organization parameters to the task.
What project layout views are available in Todoist?
Todoist supports three main visual layouts for projects: list view for standard linear task management, board view for kanban-style column management, and calendar view for schedule tracking. Users can alternate between these views within the same project workspace.
How are personal tasks kept separate from work team tasks?
Todoist provides dedicated shared team workspaces that exist alongside an individual's account while keeping team projects completely separate from personal task lists. Users can filter views to display only personal projects or only team tasks.
What security compliance and encryption standards does Todoist use?
Todoist is SOC2 Type II certified. Data in transit is protected using TLS 1.2 and 1.3 channels supporting 128-bit or 256-bit configurations. Data at rest is hosted on Amazon Web Services servers behind firewalls and encrypted, including files uploaded after April 11, 2016.
How does Todoist handle data backups and project recovery?
User data hosted on AWS servers is stored with multiple redundant copies. Additionally, Todoist automatically creates daily backups within the application. Users can also manually generate backups inside Account Settings at any time to recover project or task data.
What administrative controls exist for Todoist Business accounts?
Business accounts feature an admin control panel where account administrators manage user roles, billing details, and organizational sharing settings. Administrators can restrict project sharing to internal employees or allow external collaboration with clients and vendors.
What features are supported inside task comment threads?
Task comment threads allow users to discuss specific task details, paste web links, attach files, and record voice notes directly within the task view. External attachments from Dropbox and Google Drive can also be linked within tasks.
Can Todoist integrate with calendar applications and AI tools?
Yes. Todoist integrates with Google Calendar to display events and tasks together. It also supports connections with AI tools such as ChatGPT, Task Assist, and the Todoist connector for Claude to help manage projects and plan daily activities.
How do public and private team projects differ?
Public team projects are accessible to all members of a team workspace, allowing participants to join and preview tasks via direct links. Private team projects are restricted to specified team members to protect sensitive organizational information.
How does Todoist handle recurring due dates and habit building?
Todoist features recurring date recognition that allows users to schedule repeating tasks by typing natural intervals. Once a recurring task is completed, the system automatically schedules the next due date, helping users establish routine habits.
What applications and extensions are available for accessing Todoist?
Todoist provides 10+ applications and add-ons covering desktop operating systems, Android mobile software, wearable devices, web browser extensions, and email add-ons to keep tasks synchronized across all devices.
Are pre-built templates provided for common workflows?
Yes. Todoist offers 50+ templates for projects across categories including marketing, customer support, education, management, and personal planning. Examples include templates for employee onboarding, 1-on-1 meetings, campaign tracking, and help center article publishing.
Who uses Todoist?
Todoist is designed for individual professionals, distributed remote teams, educational workers, and enterprise business units across various functional departments including human resources, customer support, marketing, sales, and software engineering.
Individual professionals and freelancers
Remote and asynchronous teams
Customer support departments
Marketing and content teams
Educators and academic staff
Software engineering teams
Todoist pros and cons
Until real users review Todoist, this tab shows what the vendor highlights and the points worth checking — never invented opinions.
What Todoist highlights
Natural language Quick Add simplifies rapid task creation without navigating date pickers
Flexible workspace formats allow switching between list, board, and calendar views
Dedicated team workspaces maintain strict separation between professional and personal tasks
SOC2 Type II security compliance with TLS encryption and automatic daily data backups
Points to check before choosing
The vendor's website does not state options for selecting specific geographic data residency regions
Maximum file attachment size limits for task comments are not specified on the website
Specific cloud storage capacity limits for individual user plans are not detailed on the website
Todoist features
Quick Add Natural Language Input
Quick Add allows users to capture tasks immediately using plain text input. The system automatically extracts due dates, times, priority levels, labels, and project destinations directly from typed phrasing, eliminating the need to manually open date pickers or navigation menus.
Recurring Due Dates
The platform supports recurring date recognition to help users maintain habits and keep track of repeating deadlines. Tasks can be set to recur at flexible intervals and automatically schedule their next instance as soon as the current task is completed.
Typing-Based Task Reminders
Users can set time-sensitive notifications directly within the Quick Add interface by typing reminder details. This feature eliminates manual form fields and helps ensure that deadlines and important appointments are not overlooked.
Flexible Project Layout Views
Projects can be formatted and viewed in three distinct layouts: standard list view, kanban board view, and visual calendar view. Users can switch between layout options at any time to analyze timelines or adjust workflow structures.
Upcoming Schedule View
The Upcoming view provides a high-level overview of scheduled tasks across future days, weeks, or months. Users can reorder and reschedule upcoming obligations using interactive drag-and-drop mechanics.
Today View
The Today view isolates tasks that are scheduled specifically for the current day. This view minimizes visual clutter by keeping focus on immediate priorities until all items due for the day are marked complete.
Custom Filters and Labels
Custom filters allow users to build tailored task lists based on specific parameters such as priority level, due date, project location, or custom labels. Labels group similar tasks together across different project boundaries.
Sections, Sub-Tasks, and Descriptions
Large projects can be broken down into manageable sub-tasks and organized under distinct section headers. Task descriptions provide a dedicated space inside each task to store instructions, context, and external web links.
Shared Team Workspaces
Shared team workspaces offer a central environment where organizations can manage collective projects. Team workspaces exist alongside individual accounts while maintaining full separation between shared work tasks and personal projects.
Public and Private Team Projects
Within team workspaces, projects can be designated as public to all workspace members or marked private for sensitive work. Public projects can be previewed and joined by team members using direct invitation links.
Task Assignments and Comments
Team members can delegate tasks to specific colleagues to clarify task ownership. Integrated comment threads allow contributors to discuss details, post links, attach files, and share recorded voice notes directly inside tasks.
Todoist Assist and Task Assist
Intelligent assistant features work within the platform to convert scattered thoughts and high-level objectives into actionable project plans. The system assists users in organizing goals into clear, structured to-do lists.
Business Admin Controls
Business accounts feature an administrative control panel for managing organizational users, billing details, and workspace permissions. Administrators can enforce global sharing policies to restrict project collaboration to internal staff.
Automatic and Manual Data Backups
Data is protected through redundant cloud storage and automatic daily in-app backups. Users can also manually generate project backups at any time within Account Settings to restore lost tasks or historical data.
Multi-Platform Device Sync
Task data synchronizes across 10+ applications and add-ons. Users can manage tasks across desktop clients, Android mobile software, wearable devices, web browser extensions, and integrated email plugins.
Pre-Built Project Templates
The platform includes 50+ pre-designed templates across categories such as management, marketing, education, support, accounting, and personal goals, giving users ready-made structures for standard workflows.
Todoist pricing
We don't publish prices: they change often and differ by country. Check current plans on Todoist's own pricing page.
Todoist offers individual plans, including a Pro plan, as well as business workspace subscriptions. Business accounts provide access to a central administrative control panel to manage user licenses, billing settings, and project sharing policies across the organization.
Todoist integrates with over 80 third-party applications across categories including AI agents, messaging platforms, calendar systems, note-taking software, email clients, time tracking, and productivity monitoring. Connections can be established through native integrations, browser extensions, email add-ons, third-party automation partners, or custom applications built using the public developer API.
Claude
Google Calendar
ChatGPT
Dropbox
Google Drive
Todoist support
Support resources provided on the website include a dedicated Help Center containing searchable documentation, beginner getting-started guides, productivity method guides, and troubleshooting articles. Users can access updates through official changelogs and experimental feature documentation. Direct technical support is available via customer service messaging. Technical security vulnerabilities can be submitted through a bug bounty program.
Help Center
Documentation and guides
Customer service messaging
Public company handbook
Bug bounty reporting portal
Todoist reviews
We don't show a rating for Todoist until at least 10 real users have reviewed it — so far, 0 of 10. Reviews are read and approved by hand; none are identity-verified, but none are bought or invented either.
How this page was made
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This page was written with AI from 9 pages of todoist.com's own website (read on Sep 16, 2026) and checked automatically: no copied wording, no prices, and no figure that isn't on the vendor's site. Nobody on our team has tested Todoist.
