Todoist
Why Todoist
Todoist is a cross-platform task management and to-do list app for individuals and small teams, with quick task capture, projects, labels, filters and list, board and calendar views. It is designed for people and teams who want a lightweight personal or shared task tracker rather than a full project-management suite. It particularly suits founders organising personal work, recurring routines and basic team coordination.
What it does
Todoist is a task manager built around fast capture. You type a task in plain language, such as a name plus "every Monday", and Todoist reads the date and the recurrence. Tasks live in projects, with sections, sub-tasks, labels, priorities and comments, and you can see them as a list, a board or a calendar.
It runs on web, desktop, phones, wearables, browser extensions and email add-ons, and everything stays in sync.
Why you would need it
You feel the need when your to-dos are scattered across notes, email flags, chat messages and your memory. Things fall through, and you spend energy remembering instead of doing. Todoist gives you one trusted place and gets out of the way.
For a small team the problem is smaller but similar: who is doing what, and by when. Shared projects, assigned tasks and due dates cover that without a rollout project of its own.
Where it fits
Todoist sits at the personal end of the task tool spectrum, with team features added on top. It takes tasks in from many places: it lists more than 80 integrations, including Google Calendar, and connects to AI assistants such as Claude and ChatGPT. Other automation partners reach thousands of further apps.
It replaces sticky notes, scattered lists and a basic shared spreadsheet. It does not replace a project management tool with time tracking, dependencies and reporting.
What stands out
- Quick Add with natural-language dates and recurring due dates, which is the heart of the product.
- Filters that build any view you like, for example all priority-one tasks due today, or everything labelled "waiting" in one project.
- Workspaces that keep team tasks separate from personal ones, with roles and permissions for admins.
- A developer platform with a REST API, official SDKs, webhooks, a command line tool and a hosted MCP server.
My take
I first tried Todoist back in 2017 and found it a great tool for personal productivity. Since then I have kept an eye on how it has evolved, but I have stuck with Notion for task management. I have also moved through ClickUp and Asana, and I ended up back at Notion because of its flexibility. This view is based on desk research, as I have not used Todoist actively in recent years.
Its strength is that it stays simple. Its limit is the same thing. Once you need time tracking, resource planning or detailed reporting, you will feel it, and ClickUp or Asana are the better fit.
Verdict
Pick Todoist if you want a quick, reliable personal task list that a small team can also share. Skip it if you want one tool to hold documents, databases and complex projects, or if your team needs deep reporting.
Books behind it
Notes
Your note
Before you choose
It is not a project management suite
Todoist handles tasks, not resource planning, time tracking or dependency charts. If your team needs those, compare ClickUp or Asana. For a flexible workspace that mixes notes, databases and tasks, Notion is the alternative I chose myself.
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Check the plan before the team starts
There is a free plan for individuals, a Pro plan and a Business plan priced per user, with up to 1,000 team members. The Pro and Business prices are loaded by script on the pricing page, so check them live. Test whether the free plan's limits hold for your use before you move a team onto it.
Personal and team tasks can blur
Workspaces separate team work from personal work, which is useful, but you still need rules. Decide who creates projects, how labels are used and where a task is finally owned. Without that, a shared tool turns into several private ones.
Your task history is a record
Tasks capture decisions and commitments. If you rely on them as a record, keep a plan for export and for who owns the data when someone leaves. Check the export options before you commit a team.