Todoist Review

Todoist is a task management and to-do list application designed to help users organize their personal and professional lives. Available on virtually every platform—including iOS, Android, Windows, macOS, Linux, and web browsers—Todoist ensures seamless synchronization across devices. Its minimalist design, coupled with powerful features, caters to a wide audience, from students and freelancers to corporate teams and entrepreneurs.

The app’s core philosophy revolves around simplicity and flexibility. Whether you’re managing a grocery list, planning a wedding, or overseeing a complex project, Todoist provides the tools to break down tasks, set priorities, and track progress. With integrations, automation, and collaboration features, it competes with heavyweights like Trello, Asana, and Microsoft To Do, while maintaining a unique identity.

Key Features of Todoist

1. Task Creation and Organization

At its heart, Todoist is about creating and managing tasks with ease. Users can add tasks by typing them into the app, using natural language processing (NLP) to interpret details like due dates and priorities. For example, typing “Submit report tomorrow at 3 PM #Work p1” automatically sets a task with a due date, assigns it to the “Work” project, and marks it as high priority (p1).

Tasks can be organized into projects, which act as containers for related activities. Projects can be further divided into sections for better structure, and tasks can include sub-tasks to break down complex activities. This hierarchical organization is ideal for managing both simple to-do lists and intricate workflows.

2. Labels and Filters

Todoist’s labels allow users to tag tasks with contextual information, such as “@home,” “@work,” or “@urgent.” This enables quick categorization and retrieval. Filters take this a step further by letting users create custom views based on specific criteria, like “all tasks due today” or “high-priority tasks in the Work project.” Filters are especially useful for power users who need to focus on specific subsets of tasks without sifting through their entire list.

3. Priorities and Due Dates

Todoist supports four priority levels (p1 to p4), visually distinguished by color-coded flags. This helps users focus on what matters most. Due dates can be set with flexible options, including recurring tasks (e.g., “every Monday” or “every 2 weeks starting April 20”). The app’s NLP makes scheduling intuitive, reducing the need for manual date picking.

4. Collaboration and Team Features

For teams, Todoist offers robust collaboration tools. Users can share projects, assign tasks, and leave comments to facilitate communication. Real-time syncing ensures everyone stays updated. The Boards view, inspired by Kanban methodology, allows teams to visualize tasks in columns (e.g., “To Do,” “In Progress,” “Done”), making it ideal for agile workflows. While not as feature-rich as dedicated project management tools like Asana, Todoist’s collaboration features are sufficient for small to medium-sized teams.

5. Productivity Tracking

Todoist’s Karma system gamifies productivity by awarding points for completing tasks and achieving daily or weekly goals. Users can set personalized targets, and the app provides visual streaks and charts to track progress. While some users find Karma motivating, others may see it as a gimmick, especially if they don’t engage with gamification.

6. Integrations and Automation

Todoist integrates with over 60 tools, including Google Calendar, Slack, Zapier, and Dropbox. These integrations allow users to sync tasks with calendars, automate workflows, or attach files to tasks. For example, connecting Todoist to Google Calendar creates a two-way sync, where tasks appear as calendar events and vice versa. Zapier integration enables advanced automation, such as creating Todoist tasks from emails or form submissions.

7. Offline Mode and Cross-Platform Sync

Todoist’s offline mode ensures users can access and edit tasks without an internet connection, with changes syncing once connectivity is restored. The app’s cross-platform support is seamless, allowing users to switch between devices without missing a beat. This reliability is a significant advantage for users who work across multiple environments.

8. Templates and AI Assistance

Todoist offers a library of pre-built templates for common projects, such as event planning, studying, or software development. These templates save time by providing a starting point for new projects. Additionally, Todoist’s AI Assistant (available in premium plans) suggests task breakdowns, due dates, and priorities based on project context, enhancing efficiency for complex workflows.

Usability and Design

Todoist’s user interface is a masterclass in minimalism. The clean, uncluttered design prioritizes functionality without overwhelming users. The app uses a familiar layout: a sidebar for projects and filters, a central task list, and a task details panel. Navigation is intuitive, with keyboard shortcuts for power users and drag-and-drop functionality for rearranging tasks.

The mobile apps mirror the desktop experience, with responsive design and touch-friendly controls. However, some users report that the mobile app feels slightly less fluid than competitors like TickTick, particularly when managing large projects. Nonetheless, Todoist’s consistent design across platforms ensures a low learning curve.

The app’s natural language processing is a standout feature. Users can type tasks in conversational language, and Todoist intelligently parses details. This reduces friction and makes task entry feel effortless. For example, “Call mom every Sunday at 6 PM” creates a recurring task with the correct schedule.

Pricing and Plans

Todoist offers three pricing tiers in 2025: Free, Pro, and Business. Below is a breakdown of each plan’s features and value.

1. Free Plan

The free plan is surprisingly robust, offering:

• Up to 5 active projects
• Basic task management (due dates, priorities, labels)
• 1-week activity history
• Mobile and web access

This plan is ideal for individuals with simple needs, such as students or casual users managing personal tasks. However, the project limit and lack of advanced features like filters and reminders may feel restrictive for power users.

2. Pro Plan ($4/month or $48/year)

The Pro plan unlocks:

• Up to 300 active projects
• Filters and labels
• Reminders
• Calendar view
• File attachments (up to 100 MB per file)
• AI Assistant
• Productivity tracking (Karma)

At $4 per month, the Pro plan offers excellent value for freelancers, professionals, and small business owners who need advanced organization without breaking the bank. The addition of reminders and filters significantly enhances the app’s utility.

3. Business Plan ($6/user/month or $72/user/year)

Designed for teams, the Business plan includes everything in Pro, plus:

• Up to 500 active projects per user
• Team collaboration (shared projects, task assignments)
• Admin controls (user management, activity logs)
• Priority support

The Business plan is competitively priced compared to tools like Asana or Monday.com, making it a cost-effective choice for small teams. However, larger organizations may find Todoist’s collaboration features less comprehensive than dedicated project management software.

Value Proposition

Todoist’s pricing is one of its strongest selling points. The free plan is generous enough for basic use, while the Pro and Business plans are affordable compared to competitors. For context, Asana’s premium plan starts at $10.99/user/month, and Trello’s standard plan is $5/user/month. Todoist strikes a balance between cost and functionality, making it accessible to a broad audience.

Strengths of Todoist

1. Intuitive Design: Todoist’s clean interface and natural language processing make it easy to use, even for beginners.
2. Cross-Platform Sync: Seamless synchronization across devices ensures users can stay productive anywhere.
3. Flexible Organization: Projects, sections, labels, and filters provide endless ways to structure tasks.
4. Affordable Pricing: The free plan is robust, and paid plans offer excellent value.
5. Integrations: Compatibility with tools like Google Calendar and Zapier enhances functionality.
6. Collaboration: Kanban boards and task assignments make Todoist viable for small teams.

Weaknesses of Todoist

1. Limited Free Plan: The 5-project limit and lack of reminders may frustrate users who don’t want to upgrade.
2. Not Ideal for Large Teams: While suitable for small teams, Todoist lacks the advanced reporting and resource management features of tools like Asana or Jira.
3. Mobile App Performance: Some users report occasional lag or syncing issues on mobile devices.
4. Karma System: The gamification feature feels unnecessary for users who don’t engage with productivity streaks.
5. Learning Curve for Filters: While powerful, creating custom filters can be daunting for non-technical users.

Who Should Use Todoist?

Todoist is ideal for:

• Individuals: Students, freelancers, and professionals who need a simple yet powerful tool to manage personal and work tasks.
• Small Teams: Startups, creative agencies, or remote teams looking for affordable collaboration without complex project management overhead.
• Productivity Enthusiasts: Users who enjoy customizing their workflow with labels, filters, and integrations.

However, Todoist may not suit:

• Large Enterprises: Organizations needing advanced analytics, resource allocation, or compliance features should look at tools like Monday.com or Smartsheet.
• Users Needing Offline-First Solutions: While Todoist supports offline mode, some competitors offer more robust offline capabilities.

Todoist vs. Competitors

Todoist vs. Microsoft To Do

Microsoft To Do is a simpler, free alternative with deep integration into the Microsoft ecosystem. It’s great for basic task management but lacks Todoist’s advanced features like filters, labels, and collaboration tools. Todoist is the better choice for users needing flexibility and team features.

Todoist vs. Trello

Trello’s Kanban-focused approach excels for visual project management, but it’s less suited for personal task lists. Todoist’s hybrid list-and-board view offers more versatility, though Trello may be preferred for teams prioritizing visual workflows.

Todoist vs. Asana

Asana is a powerhouse for project management, with features like timelines, dependencies, and advanced reporting. However, it’s more expensive and complex than Todoist. For small teams or individuals, Todoist’s simplicity and lower cost make it a compelling alternative.

Todoist vs. TickTick

TickTick is a close competitor, offering similar features like natural language input and cross-platform sync, plus a built-in Pomodoro timer and habit tracker. However, Todoist’s collaboration tools and integrations are more polished, giving it an edge for team use.

Conclusion

Todoist is a standout in the crowded field of productivity apps, offering a perfect blend of simplicity, power, and affordability. Its intuitive design, natural language processing, and flexible organization make it a joy to use for individuals and small teams alike. While the free plan is generous, the Pro and Business plans unlock advanced features that justify their modest cost. Though it may not suit large enterprises or users needing niche features, Todoist’s versatility and cross-platform reliability make it a top choice for most.

In 2025, Todoist continues to evolve, with AI enhancements and templates adding value for modern workflows. Whether you’re a student juggling assignments, a freelancer managing clients, or a team leader coordinating projects, Todoist has the tools to keep you organized and focused. If you’re looking for a task management app that balances ease of use with robust functionality, Todoist is well worth a try.