Todoist is a task management tool with natural language processing features, aimed at helping individuals and small teams manage projects with constantly changing priorities and deadlines. Its repertoire of task management features include Kanban boards, productivity charts, audio comments, and a file storage area within every task. It has a modern and sleek interface, providing a pleasant user experience for both beginners and professionals alike. Todoist also features customizable templates and a good range of third-party integrations.
With that said, Todoist does not offer comprehensive resource planning features such as project budgeting. Teams will also have to download an integration such as TimeDoctor or Timely to track time and manage timesheets. Though Todoist offers Kanban boards, some IT teams might feel limited by Todoist’s Agile project management features.
In this Todoist review, we will explore project management features, pricing, ease of use, customer support, add-ons, and more.
What is Todoist?
Todoist is a task management solution developed by Doist Inc. Founded in 2007, Todoist founder Amir Salihefendić’s answer to a chaotic life with frequently shifting concerns. Starting out as a simple to-do list app, Todoist soon evolved into a full-featured task manager. Unlike other project management software, Todoist aims to give users the confidence to organize everything so that they can focus their energy on the right things and start each day stress-free.
Its parent company, Doist Inc., has a mission of helping shape the future of work for decades to come. In 2017, Doist launched its second product, Twist, a communication app built for distributed teams and transparent teamwork. Doist is an independent company and does not rely on venture capital funds.
Today, millions of people use Todoist and the app has helped users complete more than a billion tasks.
Facts and Figures
|Headquarters||Palo Alto, CA|
Todoist Project Management Features
As a task manager, Todoist boasts a wealth of useful features that enable teams to stay organized, get things done, and maintain productivity. Todoist excels at task management, allowing teams to create recurring tasks, monitor progress, set goals, and input task details using natural language. Teams can also collaborate virtually by starting discussions and sharing files within the task itself, all without leaving the Todoist app. However, compared to other project management software, Todoist lacks advanced resource planning capabilities like project budgeting and its Agile tools are only limited to Kanban boards.
From the big picture to granular details, Todoist helps individuals and small teams plan and manage projects. Using Kanban boards and the Task view, teams can break down work into subtasks, reshuffle task priorities, and assign deadlines. Users can also monitor productivity using Todoist’s productivity trends feature, which awards karma points for completed tasks. With Todoist’s NLP capabilities, teams have an easier time creating and scheduling tasks.
Todoist’s interpretation of the Kanban boards, the Board view, helps teams classify and keep track of work items into defined columns. Users can drag and drop tasks to change its status and apply parameters such as team members, due dates, priority labels, and more. A unique feature of Todoist’s Board view is the ability to add subtasks, which is helpful for breaking down large work items into smaller ones.
In addition to the Board view, teams can utilize Todoist’s Task view to get a clear overview of many tasks. In Task view, teams can add reminders, reschedule tasks, forward emails to a certain task, and reorder and reschedule subtasks. The Task view also supports collaborative features such as comments and file-sharing, while allowing users to view the task’s activity via the activity tab. Teams can also integrate Google Calendar for a two-way sync.
Rather than starting from scratch, teams that use Todoist can jumpstart projects and get work done using one of Todoist’s 50+ templates, which includes planning a meeting, designing a product, or setting out a product roadmap.
While Todoist does not feature an in-built workflow automation editor, it automatically integrates with Workflow, a third-party application on iOS that enables teams to create and build their own custom workflows. With Workflow, users can mix and match hundreds of triggers, scenarios, and pathways to construct the perfect workflow for their needs. It is also possible to manage media, share content, create shortcuts, and more.
The productivity view in Todoist allows team members to review completed tasks and keep track of their productivity trends. It breaks down completed tasks into daily and weekly formats, as well as display karma points. As tasks are successfully completed, Todoist Karma rewards users with karma points and motivates them to achieve new karma levels. Todoist’s karma feature makes work fun and keeps users productive, but can be turned off in the settings section.
Communication & Collaboration
Todoist keeps everyone in the team in the loop with its collaborative features, which includes comments, file attachments, and project-sharing. All Todoist tasks are equipped with a comment section where users can post feedback, share ideas, and attach files, notes, and links. Teams can also share projects with external collaborators, though it is not possible to amend or customize access permissions. Teams on the paid plans also enjoy unlimited storage and a 100MB limit per file attachment.
Todoist offers easy to use file-sharing features, including file uploads from third-party applications such as Google Drive and Dropbox. Teams can attach files to tasks via the paperclip icon when adding comments, linking all documents directly to their tasks.
The file-sharing feature is not available on the Free plan, whereas teams on the Premium and Business plans enjoy unlimited file storage. However, file uploads on the Premium and Business plans are limited to 100MB per attachment.
Though Todoist does not have a dedicated client portal, teams can share projects and files with external collaborators. Project managers can invite collaborators via email, even if they do not have a Todoist account. Nonetheless, all external collaborators have full access to a project, including its tasks, comments, and uploaded files, so teams will have to exercise discretion when sharing projects with others.
The collaborator limit also differs from plan to plan: free users can share projects with up to five people, Premium users up to 25 people, and Business users up to 50 people.
Todoist features comment sections at the task level and at the project level. At the task level, comments can be attached to individual tasks and be supplemented with files, notes, links, and other relevant information. Comments at the project level are displayed to all workspace members but project managers can also choose to notify only select team members.
For feedback that extends beyond the scope of a comment, project managers can record audio comments and provide detailed feedback this way. However, this feature is only available in the Premium and Business plans.
Resource Allocation & Planning
As far as resource management is concerned, Todoist has room for improvement. Todoist does not support advanced resource planning features such as project budgeting, and time-tracking is only possible through third-party integrations such as Toggl and Timecamp.
Time-tracking in Todoist can only be achieved via third-party integrations such as Timecamp, Time Doctor, Toggl, and Timely. All four apps enable teams to track time either via an automatic timer or via timesheets.
Agile Project Management
Built primarily for task management, Todoist’s Agile features are somewhat limited. However, with its in-built Kanban feature, IT teams can still conduct Agile methodologies such as sprint development and bug-tracking. Todoist also offers software development templates to facilitate Scrum practices.
While not built to be a technical tool, Todoist enables teams to practice Scrum frameworks such as sprint planning and issue-tracking via the Kanban feature. Project managers can add task details, due dates, and assign tasks a priority label. Teams can also manage their development process with Todoist’s templates, including bug-tracking, development sandbox, development workflow, and feature building.
Todoist offers one free plan and two paid plans: Free, Premium, and Business. The Free plan helps individuals and small teams stay organized, get things done, and is also great for managing personal tasks. It offers up to 80 active projects, 5 people per project, recurring due dates, priorities, and more.
On the other hand, the Premium and Business plans are intended for professionals and teams respectively. On the Premium plan, teams unlock up to 300 projects, 25 people per project, reminders, a two-way sync with Google calendar, as well as comments and file uploads. The Business plan includes all features of the Premium, with additional features such as a shared team inbox, admin and member roles, and team billing.
Enrolled students, education professionals, and nonprofit organizations are also eligible for a 50% to 70% discount. Teams on the annual subscription also receive a 20% discount.
Note that these pricing lists are simplified for the purposes of this Todoist review. For more information, visit the Todoist pricing page.
Todoist ensures the highest levels of data protection for its users, including preventing unauthorized access and monitoring its security system for potential vulnerabilities. All data in transit is encrypted with TLS secure channels, whereas data at rest is hosted on AWS servers and is protected by built-in firewalls. The AWS servers are located in secure facilities with 24/7 video surveillance and biometric access. Todoist is GDPR compliant.
Todoist also conducts automatic backups within the app on a daily basis and provides users the ability to create their own backups. These backups can be accessed within Account Settings and can be recovered at any time. Teams on the Business plans also have access to two different user roles and access privileges: admin and user. Account admins can customize the central control panel to manage billing information, users, and sharing settings. Access to any shared projects must be granted by the account administrator.
Todoist also supports Single Sign-On via third-party platforms such as Okta, AuthDigital, and OneLogin.
Todoist integrates with 20 other applications that extend its native capabilities. Some of them are:
- Microsoft Teams
As a to-do list app that enables users to manage tasks and achieve balance along the way, Todoist features a calming, easy to use interface with drag and drop capabilities. The sidebar on the left features the inbox, projects, calendar, and more, whereas settings, integrations, and notifications can be found at the top right. All projects are color-coded for visual coherence and easy access. Todoist also offers different color themes and a dark mode so that users can personalize the look and feel of their workspace.
For a task management solution, Todoist is well-structured and is designed to help users learn the tool as quickly as possible. Those new to project management software will have no trouble mastering the basics of Todoist.
For teams that enjoy working on the go, Todoist’s mobile app is available on the iOS and Android platforms. Team members can capture and organize tasks, set recurring tasks, collaborate on projects, and track progress with personalized productivity trends. The app also works offline and all changes will automatically sync once the device is connected to the internet. There is no reduced or missing functionality in the mobile app as compared to the desktop app.
When adding tasks, teams can also describe due dates using natural language such as “Tomorrow at 4PM” and Todoist will automatically recognize the correct date and time.
Todoist offers a variety of customer support options, including:
- Knowledge base: Todoist’s knowledge base features guides that assist users with getting started with the software. Users can also search the knowledge base with keywords to locate support articles specific to their issues.
- Blog: Todoist’s blog is updated regularly with engaging content designed to help users connect with Todoist and learn new ways of working. New updates and feature additions are also recorded in the blog.
- Direct support: Teams can reach Todoist via form submission and social media channels such as Twitter. For technical issues, the form submission also allows files and screenshots to be attached. Teams on the Premium and Business plans receive priority support, though wait times are currently unknown.
Todoist is a solid task management app with an intuitive interface, great for individuals and small teams that require a task manager with collaboration features. Nonetheless, Todoist lacks advanced tools such as project budgeting and progress monitoring. Teams that require more of these features should consider these alternatives:
Todoist is a task management solution packed with robust features, designed to help individuals and teams gain efficiency and improve workflows. It is formatted as a to-do list and awards karma points to users who successfully complete their tasks. Teams that use Todoist can toggle between Kanban and Task views, while creating tasks with details such as due dates, priority levels, reminders, and more. Teams can also upload and share files, as well as add written and audio comments to facilitate project discussions. Finally, Todoist supports NLP, so users can quick-add tasks using simplified language such as “Update project timeline on Monday at 2PM”.
At the end of the day, Todoist is primarily a task manager and does not support advanced features such as resource planning tools and workload management. Businesses that require these features should consider other comprehensive options.