Todoist

Overview

Todoist is one of the world's most popular task management applications, known for its clean design, powerful features, and cross-platform availability. It helps individuals and teams organize tasks, set priorities, track projects, and build productive habits through its intuitive interface and smart features.

Core Features

Task Management

• Quick task capture
• Natural language input ("tomorrow at 3pm")
• Subtasks and sub-projects
• Task notes and attachments
• Comments and collaboration
• Task templates
• Recurring tasks with advanced patterns

Organization

• Project hierarchies
• Sections within projects
• Color-coded projects
• Labels for flexible categorization
• Filters for custom views
• Favorites and pinning

Prioritization

• Four priority levels
• Today and Upcoming views
• Custom filters for priorities
• Visual priority indicators
• P1-P4 system

Scheduling

• Due dates and times
• Recurring schedules
• Natural language dates
• Calendar view
• Time zone support

Productivity Features

Karma & Streaks

• Points for completing tasks
• Daily and weekly streaks
• Productivity trends
• Gamification elements
• Motivation through progress

Goals

• Daily and weekly goals
• Goal progress tracking
• Completion statistics
• Historical performance

Templates

• Project templates
• Quick project setup
• Common workflows
• Share templates

Collaboration

• Shared projects
• Task assignment
• Comments and discussions
• File attachments
• Activity history
• Real-time sync
• Team workspaces

Integration

Native Integrations

• Gmail
• Google Calendar
• Outlook
• Slack
• Zapier (5000+ apps)
• Amazon Alexa
• Google Assistant

Platform Availability

• Web browser
• Windows desktop
• macOS desktop
• iOS (iPhone, iPad, Apple Watch)
• Android
• Browser extensions

Advanced Features

Filters

• Custom query language
• Combine multiple criteria
• Save frequently used filters
• Share filters with team

Labels

• Flexible categorization
• Multiple labels per task
• Color-coded
• Quick filtering

Sections

• Organize tasks within projects
• Visual separation
• Collapsible
• Drag and drop reordering

Use Cases

Personal Productivity

• Daily task lists
• Goal tracking
• Habit building
• Project management
• GTD implementation

Team Collaboration

• Shared projects
• Task delegation
• Team coordination
• Project tracking

Specific Workflows

• Content planning
• Event organization
• Study schedules
• Home improvement projects
• Travel planning

Pricing

Free:

• 5 active projects
• 5 collaborators
• Basic features

Pro:

• 300 active projects
• 25 collaborators
• Reminders
• Labels & filters
• Comments & file uploads

Business:

• 500 active projects
• 50 collaborators
• Team billing
• Admin tools
• Priority support

Comparison to Alternatives

vs Things 3

• Todoist: Cross-platform, cheaper, collaboration
• Things: Mac/iOS only, more polished, no collaboration

vs Microsoft To Do

• Todoist: More powerful, better features
• To Do: Free, Microsoft ecosystem integration

vs Notion

• Todoist: Focused on tasks, faster, simpler
• Notion: More flexible, database-driven, heavier

Best Practices

Inbox Zero

• Capture everything
• Process inbox regularly
• Organize into projects
• Clear to zero daily

Priority Management

• Reserve P1 for truly urgent
• Most tasks should be P4
• Use sparingly for impact

Project Organization

• Life areas as top-level projects
• Specific projects within areas
• Use sections for phases
• Archive completed projects

Ideal For

Individuals seeking powerful task management, teams needing shared project lists, GTD practitioners, people wanting cross-platform sync, students organizing coursework, professionals managing multiple projects, and anyone preferring clean, focused task management.