Todoist

Overview

Todoist was founded in 2007 by Amir Salihefendic and is developed by the remote-first company Doist Inc. (based in the United States), making it one of the world's leading task management and productivity tools. With a mission to simplify task management and boost personal and team productivity, Todoist serves 30M+ global users and consistently ranks at the top of efficiency app charts.

Todoist covers web, desktop, iOS, Android and major browser extensions with real-time sync and offline access. Its natural language quick add (e.g. "every Monday 9am") makes capturing tasks nearly effortless, while projects, labels, filters, board view, Karma productivity points and 30+ integrations support everything from personal GTD workflows to shared team projects and workspaces.

Key Strengths

• Natural language quick add: Typing "every Monday 9am" or "tomorrow #work" parses dates, priorities and labels automatically, capturing tasks far faster than manual selection.
• Seamless cross-platform sync: Web, desktop, iOS, Android and browser extensions stay in sync in real time and work offline across device switches.
• Flexible organization: Projects, labels, filters, board view and priorities adapt to GTD, Kanban and other methodologies. See productivity tool collection for practices.
• Karma productivity incentive: Built-in Karma points and year-in-review help users quantify and improve task completion habits.
• Open ecosystem: 30+ integrations (Google Calendar, Slack, Zapier) plus a REST API and template market fit into remote team toolchains.

Product Ecosystem

Todoist (Core Task Management)

Quick add, due dates, priorities, subtasks, comments and reminders across web, desktop, iOS, Android and browser extensions, for both individuals and teams.

Board View & Filters

Switch projects to Board View, with smart filters and labels aggregating tasks by status, assignee or urgency, suiting agile and GTD workflows.

Karma & Year in Review

Track long-term productivity trends with Karma points and year-in-review to build consistent task completion habits.

Team Workspaces (Business)

Shared projects, task assignment, comments and workspace management with an admin console and team reports for lightweight collaboration.

Template Market & API

An official template market offers project, personal productivity and team workflow templates; a REST API and 30+ integrations (Google Calendar, Slack, Zapier) support deep automation.

Limitations

• Restricted free plan: Labels, filters and board view require Pro (about $4-5/month) or Business (about $6-8/user/month) subscriptions.
• No knowledge base: Todoist focuses on tasks and has no native wiki/docs, so knowledge management needs tools like Notion.
• Relatively flat hierarchy: Compared with dedicated PM tools, project structure is simple, and complex dependencies need labels, filters and extra tools.
• No built-in time tracking: Time reporting requires third-party integrations rather than working out of the box.

Use Cases

• Personal task management & GTD (★★★★★): Natural language input plus labels/filters makes it one of the most popular personal to-do apps. See productivity tool collection.
• Lightweight team collaboration （★★★★☆）: Shared projects, assignment and comments suit teams of 5-50 people.
• Remote and hybrid teams （★★★★☆）: Cross-platform sync and Slack integration fit remote team habits.
• Teams needing an all-in-one knowledge workspace （★★☆☆☆）: Lacking wiki/docs, prefer platforms like Notion.
• Complex project and resource management （★★☆☆☆）: The flat structure is weak at complex dependencies, needing dedicated PM tools.

Pricing

Note: Pro is billed per person and Business per user, monthly or annually, with discounts for longer billing cycles.

FAQ

• How do I choose between the free and Pro plans? The free plan covers basic to-dos; upgrade to Pro for labels, filters, board view and reminders. Evaluate in productivity tool collection.

• Does Todoist support natural language input? Yes. Typing "every Monday 9am" or "tomorrow #work" parses dates, priorities and labels automatically, dramatically speeding up task capture. See productivity tool collection for more capture tips.

• How do I choose between Todoist and Notion? Todoist is more focused on task management with faster capture, while Notion is an all-in-one knowledge base and database platform. Teams needing knowledge management can use both; see document collaboration platform comparison.

• Can it be used for team collaboration? Yes. The Business plan provides shared projects, task assignment, comments and workspace management for remote team collaboration.

• Which integrations does Todoist offer? It integrates with 30+ tools including Google Calendar, Slack and Zapier, plus a REST API for automation. More ideas in remote team management tool comparison.