Todoist Product Guide
Ever wondered how Todoist’s users think it performs? Our detailed guide, synthesized from honest user experiences, can help you figure out what works well and what doesn’t. Discover the strengths and weaknesses of Todoist before making a purchase decision.
Highlight the Right Reviews
Throughout the guide below, there are links directly to reviews. Select the reviewers most relevant to you, and those links will be highlighted in blue.
Table of Contents
Project and Task Management
Task Management
Users generally praise Todoist’s task management capabilities. They appreciate the ease of creating, organizing, and assigning tasks within projects. The ability to set priorities, create sub-tasks, and track progress efficiently is highlighted as a key strength. Users find the platform effective in managing both personal and business tasks, ensuring that deadlines are met and projects stay on track. Additionally, the recurring task feature is highly valued for its ability to streamline repetitive tasks and ensure nothing falls through the cracks. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Todoist is great for anyone who enjoys being organised and productive. Everyone needs to manage tasks, it’s a part of life! It comes into its own when you’re juggling many balls. Being able to set a task in the future and be reminded of it at the right time is a priceless thing.” – General Manager in Other, Marketing & Advertising, 1-10 employees
“I rely extensively on recurring tasks which allow me to never forget a birthday, monthly submission, chore at home, etc. Todoist offers many ways to manage recurring tasks, such as, ‘every week’, ‘every April 8’, ‘every fourth Thursday in November’, etc.” – General Manager in Other, Automotive, 1001-5000 employees
“It has kept me focused on priority tasks; It has helped me weed out unnecessary tasks; It can sometimes cause me to create too many tasks that a postpone and build up.” – Executive in Other, Music, 1-10 employees
Project Management
Users generally praise Todoist’s project management capabilities. They appreciate the ease of managing tasks across multiple devices and platforms, allowing for efficient delegation and tracking of critical tasks. The various task management features, such as Projects, Labels, Filters, Boards, and Lists, provide users with flexibility in organizing their projects and tasks. Additionally, the introduction of Boards has been seen as a key improvement for both individuals and teams to effectively manage their projects. While some users mention that there are more advanced board project management tools available, Todoist continues to evolve its features to meet the needs of its users in project management. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Many of my colleagues use Todoist: To-Do List & Task Manager; I personally use it from day-to-day to work planning basically all aspect of my life. This application is just awesome.” – Professional in Engineering, Defense & Space, 501-1000 employees
“Todoist is very well suited for day to day activities and planning. It keeps our tasks organized and helps everyone manage their tasks and stay on top of these tasks.” – Administrative Assistant in Product Management, Pharmaceuticals, 11-50 employees
“Not as robust as a project management suite of tools is.” – C-Level Executive in Corporate, Staffing & Recruiting, 11-50 employees
Planning and Organizing
User feedback on Todoist’s planning and organizing features is generally positive, with many highlighting its effectiveness in keeping tasks and projects well-structured and easily manageable. The ability to create folders and sub-folders, assign tasks, and share projects with others is particularly appreciated. Users find that Todoist excels in providing a clear overview of daily tasks and upcoming deadlines, aiding in efficient time management and productivity. Additionally, the platform’s flexibility in organizing tasks into different categories and projects is commended for its user-friendly approach to planning. While some users mention limitations in certain advanced features, the overall consensus leans towards Todoist being a reliable tool for effective planning and organization. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11)
“Todoist is very well suited for day to day activities and planning. It keeps our tasks organized and helps everyone manage their tasks and stay on top of these tasks. Viewing daily tasks and looking at what the week holds is very important for someone that has many different tasks to handle.” – Administrative Assistant in Product Management, Pharmaceuticals, 11-50 employees
“In my experience, Todoist works really well as an individual todo app for personal or work projects. The ability to break out tasks into different projects is really helpful. The interface also gives some flexibility to use projects in different ways.” – Administrator in Other, Higher Education, 501-1000 employees
“I am disappointed that some of the more essential features – like setting reminders for tasks – are locked behind the premium subscription. I also found that team-oriented features to be less useful.” – Administrator in Other, Higher Education, 501-1000 employees
Productivity and Scheduling
Personal Productivity
User sentiment regarding Todoist’s personal productivity capabilities is generally positive. Many users appreciate the ease of organizing personal tasks and projects within the platform. The ability to prioritize, set deadlines, and track progress on individual tasks is highlighted as a key feature that enhances personal productivity. Additionally, the cross-platform functionality and ease of use contribute to users’ overall satisfaction with managing their personal work efficiently. Some users also mention that Todoist’s personal productivity tools have helped them stay organized, focused, and on top of their daily responsibilities. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Todoist is my go to To-Do list for both personal and professional tasks. The is used for day-to-day planning, long term time management, as well as keeping projects organized. Viewing daily tasks and looking ahead to upcoming days assist in my everyday frame of mind in order to be the most productive.” – Executive in Professional Services, Performing Arts, 11-50 employees
“I use Todoist to manage all my tasks not related to projects. I also use it as a CRM for personal meetings and a wish list for books and other things I am looking to purchase. All my tasks are split into two sections. One for personal and one for business. Each section is then broken down into subsections for easier management. Each task is rated for priority and given a date. This helps keep me organized and on top of all my tasks.” – C-Level Executive in Marketing, Marketing & Advertising, 1-10 employees
“Tasks that are being done in collaboration with others are hard to manage because there isn’t a good sub-tasking feature. Can make it very difficult to know who was responsible for what. Would recommend using this individually and not across teams. Much easier to manage at the personal task level.” – Partner in Professional Services, Information Technology & Services, 1-10 employees
Calendar and Scheduling
User consensus seems to be that Todoist’s calendar and scheduling capabilities are highly regarded for their efficiency and user-friendly nature. Reviewers appreciate the ease of setting reminders, assigning due dates, and integrating tasks with their calendars. The ability to track tasks, set priorities, and receive timely notifications has been highlighted as key strengths of Todoist’s calendar and scheduling features. Additionally, the synchronization across platforms and the option to create sub-tasks within projects have been praised for enhancing organization and time management. Users find that the calendar integration helps them stay on top of important deadlines and commitments, ultimately contributing to improved productivity and task completion. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Lack of in-house calendar feature is a con because I don’t want to use Google calendar in conjunction of this app.” – Professional in Engineering, Defense & Space, 501-1000 employees
“The calendar integration helps remind me of key and important features I tend to forget.” – C-Level Executive in Marketing, Marketing & Advertising, 1-10 employees
“Location-based reminders ensured that my staff didn’t miss things when they went onsite with a customer. This has led to renewals on a regular basis.” – Director in Professional Services, Management Consulting, 1001-5000 employees
Time Management
Users consistently highlight Todoist’s exceptional time management capabilities, emphasizing its efficiency in saving time and aiding in organizing daily tasks. The platform’s intuitive interface and seamless integration with other tools like Google Calendar further streamline time management processes for users across personal and professional settings. Additionally, reviewers appreciate how Todoist’s features facilitate prioritization and planning, ultimately enhancing overall productivity and time utilization. (Source Reviews: 1, 2, 3, 4, 5, 6)
“Todoist has saved me many hours of setup process when migrating from one OS to another, it’s hard to quantify the actual amount of ROI just on time saving alone.” – Consultant in Corporate, E-Learning, 1-10 employees
“Saved me at least a few hours in project planning and personal time management; The integration with other tools (like Google Calendar) saved additional time and streamlined my time management.” – Administrator in Other, Higher Education, 501-1000 employees
“Todoist is my go-to To-Do list for both personal and professional tasks. The is used for day-to-day planning, long-term time management, as well as keeping projects organized.” – Executive in Professional Services, Performing Arts, 11-50 employees
Integration and Mobility
Integration and Syncing
Reviewers consistently praise Todoist’s integration and syncing capabilities, highlighting its ability to synchronize tasks with calendars and other apps like Google Calendar, IFTTT, and Zapier. Users appreciate the ease of setting up reminders and the smooth integration with Siri for added convenience. The cross-platform integration and recurring task features are also well-received, providing users with a seamless experience across different devices. Despite some minor drawbacks mentioned, such as the lack of certain integration options, overall sentiment leans towards the positive side when it comes to Todoist’s integration and syncing functionalities. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Synchronization to my calendar; Integration with other apps like time trackers; Sub tasks, priorities, and scheduling” – Executive in Other, Music, 1-10 employees
“The calendar integration helps remind me of key and important features I tend to forget.” – C-Level Executive in Marketing, Marketing & Advertising, 1-10 employees
“Lacks some integration options” – C-Level Executive in Information Technology, Information Technology & Services, 1-10 employees
Mobile and Cross-Platform
Reviewers consistently praise Todoist’s mobile and cross-platform capabilities. Users appreciate the ease of accessing their tasks across various devices and operating systems, highlighting the convenience of staying organized regardless of the platform they are using. The ability to seamlessly transition between different devices without losing progress on tasks is a key feature that users find valuable. Additionally, the synchronization of tasks across platforms ensures that users can stay on top of their to-do lists efficiently. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Great sync across devices.” – C-Level Executive in Corporate, Staffing & Recruiting, 11-50 employees
“Todoist is one of the only true cross-platform productivity based apps. I like the ability to add a todo item on the web and have it show up everywhere.” – Consultant in Corporate, E-Learning, 1-10 employees
“Windows App was buggy – I used the web browser or my Mac instead.” – Manager in Information Technology, Non-Profit Organization Management, 51-200 employees
Email Integration
While some users appreciate Todoist’s email integration for its convenience in converting emails into tasks and setting due dates directly from emails, others express concerns about limitations such as the deprecated Outlook integration and the lack of live support options. The general sentiment leans towards a positive outlook on the email integration feature, with users finding it helpful for managing tasks efficiently across devices and staying organized with reminders and notifications. Despite some drawbacks, Todoist’s email integration remains a valuable tool for many users seeking streamlined task management. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10)
“There are options for emailing or tagging to-do items with an email, but the Outlook one is currently deprecated.” – Engineer in Information Technology, Libraries, 201-500 employees
“I needed support only once because I received spam in an email that was not registered on the platform. Canceling the subscription (that I haven’t allowed btw) was not efficient, and they also did not solve my problem.” – Employee in Other, Computer Software, 11-50 employees
“Positive – When small tasks come up via email (like to update a sentence on a client website or to create a new Facebook ad with a new image), it doesn’t make sense for me to create an entirely new project or to slip one of these small tasks into an unrelated client project. Todoist’s email integration makes it easy for me to create a task and remember what I need to get done.” – Strategist in Marketing, Marketing and Advertising, 1-10 employees
Collaboration and Customization
Collaboration and Sharing
Users generally praise Todoist’s collaboration and task-sharing features. They appreciate the ease of sharing tasks among team members and the visibility it provides into ongoing projects. Some users highlight the efficiency gained from improved communication and the ability to track progress more effectively. While there are a few mentions of minor frustrations, overall, users find Todoist’s collaboration and sharing capabilities to be valuable for enhancing teamwork and productivity within their organizations. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Sharing of task visibility for managers with their direct reports has enhanced 1-on-1 meetings and ensured that field coaches kept focused.” – Director in Professional Services, Management Consulting, 1001-5000 employees
“I tried to collaborate with the tool but found it frustrating, but that was a few years ago.” – C-Level Executive in Marketing, Marketing & Advertising, 1-10 employees
“We needed something fresh and more effective. I have been using Todoist as a personal task manager for a long time and have suggested implementing it in team processes.” – C-Level Executive in Engineering, Information Technology & Services, 1-10 employees
Task Customization
Users generally appreciate Todoist’s robust task customization features. While some reviewers highlight the flexibility provided by features like tags, labels, and filters, others express a desire for more customization options, such as the ability to customize the app’s appearance or have more control over the organization of tasks. Despite some users feeling that Todoist could offer more in terms of customization, many find the existing task customization functionalities to be beneficial for structuring projects, managing deadlines, and setting up filters and saved searches. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“My one gripe is Todoist is that when you add a new to-do item it is added to the top of the app, if there was a bit more editing customization for new to-dos it would be great.” – Consultant in Corporate, E-Learning, 1-10 employees
“More customization to the UI; Folders” – Contributor in Professional Services, Internet, 51-200 employees
“I don’t like that you need to buy premium to use tags, such things are often available for free in competition.” – General Manager in Other, Retail, 1-10 employees
Team and Group Work
User opinions on Todoist’s team and group work capabilities are diverse. Some reviewers find it suitable for small teams and personal use, praising its simplicity and ease of use. However, others express concerns about managing tasks in collaboration with others, citing limitations in sub-tasking features that make it challenging to assign responsibilities effectively within teams. While some users appreciate Todoist’s flexibility for individual and small team use, there are reservations about its suitability for larger teams collaborating on complex projects over an extended period. Ultimately, the consensus appears to be that Todoist’s team and group work functionality may be more effective for smaller-scale projects and personal task management. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Tasks that are being done in collaboration with others are hard to manage because there isn’t a good sub-tasking feature. Can make it very difficult to know who was responsible for what. Would recommend using this individually and not across teams. Much easier to manage at the personal task level.” – Partner in Professional Services, Information Technology & Services, 1-10 employees
“Todoist is very flexible however so hopefully they will work for you.” – Manager in Product Management, Construction, 1001-5000 employees
“I think it is great for inbox management and smaller to mid-sized lists of tasks. For larger projects I’ve found the kanban style and integration with Microsoft teams of Microsoft Planner to be very helpful for our team.” – Manager in Product Management, Construction, 1001-5000 employees
Task Enhancement Features
Task Prioritization
Reviewers consistently praise Todoist for its task prioritization capabilities. Users appreciate how Todoist helps them organize and prioritize their tasks efficiently, ensuring that important deadlines are met and key projects are not overlooked. The ease of use and flexibility in managing priorities within Todoist’s platform have garnered positive feedback from individuals and teams alike. The ability to set priorities, schedule tasks, and track progress effectively contributes to a more streamlined and productive workflow for users across various industries. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“It helps prioritize all tasks with easy sorting and viewing options. It has really good daily reminders. It uses ‘Karma’ to keep me motivated to get my daily tasks done.” – C-Level Executive in Marketing, Marketing & Advertising, 1-10 employees
“Things are no longer late, but rather right on time. I’m personally grateful that it is so easy to use, as a software or application that takes too long to learn how to use would have been quickly discarded, as time is very valuable.” – Administrator in Marketing, Hospital & Health Care, 11-50 employees
“Premium subscription required to get some of the most important features, like reminders; Team functionality doesn’t work as well as other project management systems.” – Administrator in Other, Higher Education, 501-1000 employees
Reminders and Notifications
User consensus seems to be that Todoist’s reminders and notifications capabilities are highly valued. Reviewers appreciate the ease of setting up reminders, the ability to receive time and location-based notifications, and the convenience of adding attachments to tasks. The location-based reminders feature has been particularly praised for ensuring tasks are not missed, especially when on-site with clients. Additionally, the integration with Siri for setting reminders has been highlighted as a useful feature. Users find that reminders and notifications play a significant role in enhancing task management efficiency and keeping them on track with their daily responsibilities. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)
“Reminders are easy to set up. Adding comments is quick and helpful. Attachments can be added to your to-do.” – Partner in Professional Services, Information Technology & Services, 1-10 employees
“Location-based reminders ensured that my staff didn’t miss things when they went onsite with a customer. This has led to renewals on a regular basis.” – Director in Professional Services, Management Consulting, 1001-5000 employees
“The reminders function doesn’t work unless you are on the paid plan. A todo app without reminders is almost useless for me.” – Professional in Professional Services, Photography, 1-10 employees
Recurring Tasks
Reviewers consistently highlight Todoist’s recurring task feature as a standout aspect of the platform. Users appreciate the ease of setting up and managing recurring tasks, whether it’s for personal reminders, work-related deadlines, or household chores. The flexibility in scheduling recurring tasks, such as daily, weekly, or specific dates, is particularly valued by users. Additionally, the ability to integrate with other applications for enhanced task management further enhances the utility of Todoist’s recurring task functionality. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10)
“I rely extensively on recurring tasks which allow me to never forget a birthday, monthly submission, chore at home, etc. Todoist offers many ways to manage recurring tasks, such as, ‘every week’, ‘every April 8’, ‘every fourth Thursday in November’, etc.” – General Manager in Other, Automotive, 1001-5000 employees
“The recurring (every day/week/Tuesday/15th) scheduling is a great plus. The mobile app works flawlessly, in my experience. I like being able to group tasks under projects.” – Professional in Information Technology, Insurance, 10,001+ employees
“I am disappointed that some of the more essential features – like setting reminders for tasks – are locked behind the premium subscription. I also found that team-oriented features to be less useful.” – Administrator in Other, Higher Education, 501-1000 employees
Support and Premium Services
Premium Features
While some users appreciate the affordability and efficiency of Todoist’s premium features, others express disappointment in the limitations and additional costs associated with accessing key functionalities. The ability to set reminders, task hierarchy, and certain collaborative features are locked behind the premium subscription, leading to mixed reviews among users. Some find the premium version to be a worthwhile investment for enhanced productivity, while others feel that essential features should be more readily available without an added cost. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9)
“I am disappointed that some of the more essential features – like setting reminders for tasks – are locked behind the premium subscription.” – Administrator in Other, Higher Education, 501-1000 employees
“As someone with lots of clients, I rely on Todoist daily to give me prompts on what to do and when to do it. I find it most useful when I have to send a client an email but I’m too busy (so I put that task in for later) and when I have to follow up on a client.” – Director in Professional Services, Professional Training & Coaching, 1-10 employees
“Their premium features were very affordable compared to similar solutions. OmniFocus is much more expensive and you have to buy separate desktop and mobile licenses.” – Director in Product Management, Internet, 11-50 employees
User Support and Resources
Reviewers’ opinions on Todoist’s user support and resources vary. While some users praise the platform for its robust tutorials and support documents, others have encountered challenges with support efficiency and issue resolution. The availability of helpful blog posts and FAQs has been appreciated, although suggestions for further enhancements, such as more tutorial videos and AI smart algorithms, have been put forward. Generally, users appreciate the responsiveness of the support team, with quick resolutions reported within reasonable timeframes. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10)
“I needed support only once because I received spam in an email that was not registered on the platform. Canceling the subscription (that I haven’t allowed btw) was not efficient, and they also did not solve my problem.” – Employee in Other, Computer Software, 11-50 employees
“I didn’t have much cause to contact support, but when I did, they were super responsive, helped me immediately and resolved the issues quickly. I give this rating because they did this while using the free account as well as the paid account – so you simply don’t find that elsewhere.” – Consultant in Information Technology, Information Technology & Services, 1-10 employees
“The Todoist forum and knowledge base is an excellent resource of information for problems or general questions. We also have had to contact support before. Usually responses are done within 12 hours and the issue or question resolved within 24 hours.” – Project Manager in Professional Services, Marketing & Advertising, 51-200 employees
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