Todoist is a task manager for keeping personal to-do lists and shared work projects in one account. It runs on Windows, macOS, Linux, iPhone, iPad and Android, in a web browser, and on Apple Watch and Wear OS. Tasks sync between all of them. The free Beginner plan covers basic list keeping; the paid Pro and Business plans raise its limits and add layouts, history and team features.
Typing tasks in plain language
Most tasks enter Todoist through Quick Add, a single input field available from anywhere in the app. You write a sentence and Todoist reads the details out of it. A phrase like “tomorrow at 3 PM” becomes the task’s date and time. “p1” sets the top priority. You can type a label or reminder time in the same line.
Tasks without a project land in the Inbox to be sorted later.
Dates, deadlines and repeats
Todoist separates a task’s date, meaning when you plan to work on it, from its deadline, the last day it must be finished. Pro users can also give a task an estimated duration of up to 24 hours once it has a date and time.
Recurring dates use the same plain-language input: “every weekday”, “every mon, fri”, “every 12 hours starting at 9pm” or “everyday until aug 3”. The keyword “every” calculates the next occurrence from the scheduled date, while “every!” counts from the day you actually complete the task.
Reminders can be automatic once you set a time, custom (Pro), or recurring. They can also be tied to a location so they fire when you arrive somewhere.
Projects, sections and labels
Tasks live in projects. You can nest projects as sub-projects and divide them into sections such as phases or statuses. A task can hold sub-tasks and a description with links and attachments. Priorities run from p1 to p4.
Labels cut across this structure. You can apply a tag such as “waiting” or “email” to tasks in any project. This lets you pull related items together without moving them. You can save projects as reusable templates.
Filters built from queries
Filters are saved views defined by a short query. Todoist’s filter language combines conditions with & (and), | (or) and ! (not), with symbols for projects (#), sections (/) and labels (%). For example, “(today | overdue) & #Work” lists everything due or late in the Work project. A comma splits one filter into several lists, such as overdue p1 tasks above p4 tasks due today. Filters cannot search comments or show completed tasks. Filter Assist can write the query from a plain-language description.
The Beginner plan allows 3 filters and 5 personal projects; Pro raises these to 150 filters and 300 projects.
Today, Upcoming and project layouts
The Today view collects everything due that day. Upcoming lays out dated tasks across the coming days and weeks, where you can drag tasks to reschedule them. You can show each project as a plain list or a Kanban-style board with sections as columns. On Pro and Business, you can also use a calendar to time-block tasks.
Calendar connection
Todoist can connect one Google Calendar or Outlook account on every plan. Its events appear read-only in Today and Upcoming. Time-blocked tasks can sync back out to a separate Todoist calendar. Moving an event there changes the task’s date or time.
Sharing projects and working in teams
You can share any personal project with other people. You can assign tasks to one person, and comments on a task or project hold discussion, files and voice notes.
The Business plan adds a team workspace kept separate from members’ personal projects. Team projects can be public to all members or private. You can group them in folders and open them to guests limited to specific projects. Admins set roles and permissions, and the activity log can be filtered by project, person or type of event. The free plan keeps one week of this history.
Todoist Assist and voice capture
Todoist Assist is the app’s set of AI functions. Ramble turns spoken input into tasks with dates, labels and priorities. Beginner accounts get a limited number of sessions; Pro and Business get unlimited ones. Assist can also extract action items from a pasted block of text, a screenshot, a PDF or a photo of handwritten notes. Email Assist creates a task from a forwarded email with its key details.
Task Assist works on tasks you already have. It can generate an action plan for a goal or split a large task into smaller steps. It can also rewrite a vague task into a concrete one or suggest a next step. More advanced features have a monthly allowance on the free plan.
Outside the app, Todoist offers connectors for Claude and ChatGPT, an MCP server, a command-line tool and a public API.
Karma and productivity tracking
The Productivity view tracks daily and weekly goals and charts completed tasks over the last seven days and the last four weeks. Karma awards points for finishing tasks and keeping goal streaks, rising through levels from Beginner to Enlightened. Vacation mode pauses it so you do not lose streaks.
