Todoist
Todoist - Organize tasks and boost your productivity
Quick Overview
Type: Web App / Desktop App (Mac, Windows, Linux) / Mobile App (iOS & Android) / Browser Extension
Pricing: Freemium (Free plan available, Pro from $4/month)
Best For: Individuals and teams who want a simple, reliable task management system that works everywhere
Website: https://todoist.com
What is Todoist?
Todoist is one of the world's most popular task management apps, trusted by over 30 million people to organize their work and life. It's built on a simple philosophy: task management shouldn't be complicated. While other apps overwhelm you with features, Todoist focuses on doing one thing exceptionally well - helping you capture, organize, and complete your tasks.
What makes Todoist special is its perfect balance of simplicity and power. The interface is clean and intuitive enough for anyone to start using immediately, yet it includes powerful features like natural language input, recurring tasks, filters, and labels that satisfy even the most demanding productivity enthusiasts. You can capture a task in seconds from any device and trust that it'll be there when you need it.
Whether you're managing a complex work project, planning a trip, organizing household chores, or just trying to remember to buy milk, Todoist adapts to your needs. It's particularly beloved by people who want something more robust than a simple to-do list but less overwhelming than full project management software.
Key Features
Natural Language Input - Type "Buy groceries tomorrow at 5pm" and Todoist automatically sets the date and time
Projects & Sections - Organize tasks into projects with subsections for clear hierarchy and focus
Priority Levels - Mark tasks as P1, P2, P3, or P4 to focus on what matters most each day
Recurring Tasks - Set up tasks that repeat daily, weekly, monthly, or with custom schedules (every 3rd Tuesday, etc.)
Labels & Filters - Tag tasks with labels and create custom filters to view tasks by context, location, or any criteria
Collaboration - Share projects, assign tasks to team members, leave comments, and track progress together
Productivity Tracking - Visualize your productivity trends with karma points and completion graphs
Integrations - Connect with Gmail, Slack, Alexa, Google Calendar, and 80+ other tools
Offline Mode - Add and complete tasks even without internet connection, syncs when back online
👍 Pros
Incredibly fast and responsive across all platforms - never lags or slows down
Natural language processing makes adding tasks quick and effortless
Works seamlessly across every platform imaginable (web, mobile, desktop, watch, email)
Free plan is genuinely useful for individuals with basic needs
Clean, distraction-free interface helps you focus on getting things done
Excellent keyboard shortcuts make it lightning-fast for power users
Rock-solid reliability - rarely experiences bugs or sync issues
Regular updates and improvements based on user feedback
👎 Cons
Limited features on free plan (no reminders, labels, or filters unless you upgrade)
No built-in calendar view on free plan
Less powerful for complex project management compared to tools like Asana or ClickUp
No native time tracking or time estimates for tasks
Collaboration features basic compared to dedicated team tools
Can become expensive for large teams compared to alternatives
Mobile apps lack some desktop features like bulk editing
Pricing
Free Plan (Beginner):
5 active projects
5 collaborators per project
Basic task management
1 week activity history
Perfect for personal use
Pro Plan - $4/month (billed annually) or $5/month (monthly):
300 active projects
25 collaborators per project
Reminders
Labels and filters
Comments and file uploads
Activity history and productivity trends
Best for individuals and power users
Business Plan - $6/month per user (billed annually) or $8/month (monthly):
500 active projects per member
50 collaborators per project
Team inbox
Admin and member roles
Team billing
For teams and businesses
Free for Students & Educators:
Get Pro features free with valid .edu email address
Integrations
Connects with: Gmail, Google Calendar, Slack, Zapier, IFTTT, Amazon Alexa, Google Assistant, Apple Calendar, Outlook, Dropbox, Google Drive, and 80+ other apps
Learning Curve
Beginner Friendly: ⭐⭐⭐⭐⭐ (5/5)
Todoist is one of the easiest task management apps to learn. You can start using it productively within minutes. The interface is intuitive, and basic features are self-explanatory. Advanced features like filters and labels are there when you need them, but you don't have to use them to get value from the app.
Best Use Cases
Personal Task Management - Organize your daily tasks, errands, and personal projects in one reliable system
GTD (Getting Things Done) - Perfect for implementing David Allen's GTD methodology with projects, labels, and filters
Team Task Coordination - Small teams can share projects and assign tasks without complex project management overhead
Habit Tracking - Use recurring tasks to build and maintain daily habits and routines
Shopping Lists & Errands - Organize shopping lists, errands, and location-based tasks you need to remember
Alternative Apps
If Todoist isn't right for you, consider:
Things 3 - More beautiful design and better for Apple users, but iOS/Mac only and more expensive
TickTick - Similar features with built-in calendar and Pomodoro timer, often cheaper
Microsoft To Do - Completely free, good for basic task management, integrates with Microsoft ecosystem
Asana - Better for complex project management and larger teams, but more complicated
Any.do - Simpler interface, good for casual users who want something basic
Bottom Line
Todoist is the gold standard for personal task management and has earned its popularity through consistent reliability, thoughtful design, and genuine usefulness. If you want a task manager that's powerful enough for complex workflows but simple enough to use daily without friction, Todoist is an excellent choice. The free plan is perfect for trying it out, and the Pro plan at $4/month is exceptional value for serious users. While it's not the cheapest option and lacks some advanced project management features, its speed, reliability, and cross-platform excellence make it worth every penny. It does exactly what a task manager should do: get out of your way and help you get things done.
7 Frequently Asked Questions
Is Todoist free to use?
Yes, Todoist offers a free plan (called Beginner) that includes basic task management with up to 5 active projects and 5 collaborators per project. It's perfect for personal use, but lacks features like reminders, labels, and filters which are available in the Pro plan starting at $4/month.
Does Todoist work offline?
Yes, Todoist works offline on all platforms. You can add, edit, and complete tasks without an internet connection, and everything will sync automatically once you're back online. This makes it reliable for use anywhere, even without WiFi or cellular data.
Can I share tasks with my team in Todoist?
Absolutely! You can share projects with team members, assign tasks to specific people, leave comments, and track progress together. The free plan allows up to 5 collaborators per project, while paid plans support 25-50 collaborators depending on your subscription tier.
How does Todoist compare to Microsoft To Do?
Todoist is more powerful and feature-rich than Microsoft To Do, with better natural language processing, advanced filtering, productivity tracking, and more integrations. However, Microsoft To Do is completely free with no limitations, making it a good choice if you need basic task management and are already in the Microsoft ecosystem. Todoist is worth paying for if you need Pro features like reminders, labels, and detailed productivity insights.
Can I use Todoist for habit tracking?
Yes, Todoist is excellent for habit tracking using recurring tasks. You can set tasks to repeat daily, weekly, or on custom schedules (like "every weekday" or "every 3 days"). Combined with productivity tracking features in the Pro plan, you can visualize your consistency and build sustainable habits over time.
Does Todoist have a calendar view?
Yes, but only on paid plans (Pro and Business). The calendar view is available on web and desktop apps, allowing you to see your tasks laid out by date. The free plan doesn't include calendar view, but you can integrate Todoist with Google Calendar or Apple Calendar to see tasks alongside your events.
Is Todoist good for project management?
Todoist works well for simple to moderate project management, especially for individuals and small teams. It's perfect for organizing projects into sections, assigning tasks, and tracking progress. However, for complex project management with dependencies, Gantt charts, or advanced workflows, dedicated tools like Asana, ClickUp, or Monday.com might be better suited.
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Last Updated: October 2025
Category: Task Management
