Todoist - Detailed Review
Collaboration Tools
Todoist - Product Overview
Overview
Todoist is a versatile and user-friendly productivity tool that helps individuals and teams manage tasks, projects, and daily workflows efficiently. Here’s a brief overview of its primary function, target audience, and key features.Primary Function
Todoist is essentially a task management system that allows users to capture, organize, and prioritize their tasks. It helps in breaking down large projects into smaller, manageable chunks using sub-projects and sub-tasks, making it easier to stay on track and achieve goals.Target Audience
Todoist is suitable for a wide range of users, including individuals, small teams, and larger organizations. It is particularly useful for anyone looking to streamline their task management, whether it’s for personal tasks, work projects, or collaborative team efforts. The tool is popular among various professions and industries, with a significant user base in the United States, Germany, and Brazil.Key Features
Task Capture and Organization
Todoist allows users to quickly capture tasks through various methods, such as voice commands, browser extensions, and email forwarding. Tasks can be organized into projects, labeled, and filtered for easy access.Prioritization and Scheduling
Users can set due dates, recurring due dates, and priority levels for tasks. The tool offers four priority levels, with the most important tasks marked in red. It also provides views such as Inbox, Today, and Upcoming to help users stay focused on what needs to be done.Reminders and Notifications
Todoist offers automatic and manual reminders, including location-based reminders, to ensure users never miss important tasks. Reminders can be set via email or push notifications.Collaboration
The platform supports team collaboration by allowing users to share tasks and projects. It includes features like workspaces to separate business and personal tasks, and templates for common team projects such as meeting agendas and development pipelines.Customization and Integration
Todoist is highly customizable, with features like customizable swipe gestures, keyboard shortcuts, and integration with other apps via IFTTT or Zapier. It also syncs with your device’s Dark Mode and supports various add-ons and apps across different devices.Productivity Tracking
Users can set daily and weekly goals and track their productivity trends through the Productivity view. The Karma system provides a motivational element by rewarding users for completing tasks and achieving their goals.Conclusion
In summary, Todoist is a comprehensive task management tool that caters to a broad audience, offering a range of features to enhance productivity, organization, and collaboration. Todoist - User Interface and Experience
User Interface of Todoist
The user interface of Todoist is renowned for its simplicity, ease of use, and intuitive design, making it an excellent choice for both personal and collaborative task management.Clean and User-Friendly Interface
Todoist’s interface is clean, uncluttered, and easy to navigate. The layout is straightforward, with tasks organized in a simple list format, and the use of whitespace enhances readability. This design ensures that users can quickly find and manage their tasks without any confusion.Natural Language Input
One of the standout features of Todoist is its natural language input. Users can add tasks and attributes using everyday language, which significantly reduces the time and effort required to create tasks. For example, typing “Meeting with Ada today at 9:30” will automatically create a task with the specified details. This feature streamlines the task creation process, making it more efficient and user-friendly.Quick Add Feature
The “Quick Add” feature allows users to add tasks swiftly without leaving their current view. This feature, combined with natural language input, enables users to capture tasks quickly and effortlessly, enhancing the overall user experience.Customization and Personalization
Todoist offers a high degree of customization. Users can choose from various themes, adjust settings, and customize swipe gestures on mobile devices. Additionally, the ability to auto-sync with the device’s Dark Mode ensures a consistent and comfortable viewing experience. These personalization options contribute to a more enjoyable and efficient user experience.Integrations and Accessibility
Todoist is available on all major platforms, including iOS, Android, macOS, Windows, and web. This widespread availability ensures that users can access their tasks from anywhere, at any time. Moreover, Todoist integrates with over 90 other tools and services, such as Google Calendar, Gmail, Outlook, Siri, Alexa, and Zapier, which enhances its functionality and makes it a versatile addition to any productivity toolkit.AI Assistant and Automation
Todoist’s AI Assistant helps automate repetitive tasks and offers intelligent suggestions to improve productivity. Users can also create custom filters and project templates, which make it easier to stay focused and manage tasks effectively. The integration with voice assistants like Siri, Google, and Alexa allows users to add tasks using voice commands, further simplifying the task management process.Overall User Experience
The overall user experience of Todoist is highly commendable. It strikes a balance between simplicity and powerful features, making it suitable for both personal and team task management. The intuitive interface, combined with its ease of use and extensive customization options, fosters productivity and organization. Users have consistently praised Todoist for its reliability, ease of use, and the ability to manage tasks efficiently, whether for personal or professional purposes. Todoist - Key Features and Functionality
Todoist Overview
Todoist is a comprehensive task management app that offers a range of features, particularly in the areas of collaboration, AI integration, and task organization. Here are the key features and how they work:
Task Management
Todoist allows users to create and manage tasks with ease. You can add tasks and organize them using due dates, reminders, project allocation, and priority levels. Tasks can be broken down into subtasks, making complex projects more manageable. Users can also set deadlines, determine the level of importance, and use labels and tags for easy searching and sorting.
Collaboration Tools
Todoist is highly effective for team collaboration. You can create shared projects and add other users to them, delegate tasks, comment on tasks, and share files via chat and task cards. The app supports real-time tracking of task progress, which simplifies coordination within teams. Team members can be assigned different roles and access levels to manage responsibility and limit access to confidential information.
Calendar and Visual Management
Todoist integrates seamlessly with Google Calendar, allowing you to see your tasks alongside your calendar events. This integration enables time-blocking, a feature that lets you schedule tasks directly into your calendar. The app offers multiple views, including List, Board (Kanban-style), and Calendar views, which provide flexibility in how you visualize and manage your tasks.
Reminders and Notifications
Reminders are a crucial feature in Todoist. You can set time-based reminders, location-based reminders (available in premium plans), and even email reminders. The app supports natural language input, allowing you to set reminders quickly, such as “tomorrow at 8am” or “30 minutes before the task is due.”
AI Integration
Todoist offers an AI extension, available in the premium plans, which uses artificial intelligence algorithms to analyze users’ projects and tasks. This AI can:
- Suggest new tasks for your project
- Break tasks down into subtasks
- Provide advice on how to complete tasks
- Predict task completion times based on the user’s previous experience
- Identify potential bottlenecks or tasks that take longer than expected and suggest redistributing or prioritizing them.
Templates and Automation
Todoist provides a large library of project templates that can be quickly launched and customized. These templates cover various categories such as management, marketing, and IT. Users can also create and save their own templates. Additionally, Todoist can be integrated with Zapier, allowing for automation of tasks from other productivity apps without needing any coding.
Integrations
Todoist has over 80 integrations with popular services like Google Calendar, Slack, Outlook, and Zendesk. These integrations enable users to synchronize tasks with external applications, eliminating data duplication and streamlining work processes. For example, connecting with Google Calendar allows you to see and manage tasks directly from your calendar.
Custom Views and Filters
Users can create custom views using filters, statuses, or any other criteria that suit their workflow. This feature allows for sorting and filtering tasks by due dates, priorities, labels, and more. This flexibility makes it easier to manage a large number of tasks efficiently.
Conclusion
In summary, Todoist combines powerful task management, collaboration tools, AI-driven insights, and extensive integrations to make it a versatile and effective tool for both individual and team productivity. Its features are designed to enhance organization, streamline workflows, and reduce the time spent on routine tasks.
Todoist - Performance and Accuracy
Performance
Todoist is highly regarded for its performance in task management and collaboration. Here are some of its strengths:Real-Time Sync and Collaboration
Todoist allows seamless team collaboration with features like shared projects, task assignment, and real-time synchronization. This ensures that all team members are on the same page, and changes are reflected instantly.Task Management
The platform offers intuitive features such as due dates, task priorities, labels, and reminders, making it easy to manage and organize tasks efficiently.Integration Capabilities
Todoist integrates with over 90 tools, including Google Drive and Zapier, which enhances productivity and streamlines workflows. This extensive integration capability makes it a versatile tool for both personal and team projects.Accuracy
Todoist’s accuracy is generally high, thanks to its well-structured features:AI Assistant
The AI Assistant in Todoist helps automate repetitive tasks and provides smart suggestions, ensuring users stay on top of their responsibilities. This feature captures tasks using natural language, making it accurate and efficient.Custom Filters and Project Templates
Users can create custom filters and use project templates to categorize and prioritize tasks accurately. This helps in maintaining focus and ensuring that all tasks are accounted for.Limitations and Areas for Improvement
While Todoist performs well, there are some areas that could be improved:Learning Curve
The platform can be overwhelming for new users due to its array of features and options. This may require a learning curve, potentially hindering initial productivity.Syncing and Notification Delays
Some users have reported delays in app syncing and notification features, which can affect the seamless experience, especially in collaborative projects that require real-time updates.Limited Tools and Integrations
Although Todoist has extensive integrations, some users feel that it could benefit from even more integration options to further streamline workflows.Limited App Settings and Configuration Options
Users have noted that the app settings and configuration options are somewhat limited, which might restrict customization to some extent. In summary, Todoist is a strong performer in the collaboration and task management space, with its real-time sync, comprehensive task management features, and extensive integrations. However, it does have some limitations, such as a potential learning curve, occasional syncing delays, and limited customization options, which could be areas for future improvement. Todoist - Pricing and Plans
Todoist Pricing Plans Overview
Todoist, a popular task management tool, offers a range of pricing plans to cater to different needs, whether you are an individual, a small team, or a large organization. Here is a detailed outline of their pricing structure and the features included in each plan:
Todoist Free Plan
This plan is ideal for individuals and small teams just starting with project management.
Key Features:
- Task and project management
- Syncing across devices
- Integrations with other apps and services (including Google Calendar, Google Drive, Dropbox, and more)
- Primary productivity metrics
- Activity history for up to 1 week
- Forwarding emails as tasks
- Commenting on tasks with file attachments up to 5MB
- Unlimited labels and up to 3 filters
Limitations:
- Limited to 5 active projects (existing users can keep more than 5 projects but cannot add new ones beyond this limit)
- Limited to 5 people per project
Todoist Pro Plan
This plan is best for larger teams or individuals with multiple projects.
Cost:
$4 per user per month when billed annually, or $5 per user per month when billed monthly
Key Features:
- Everything included in the Free plan
- Unlimited projects
- Customization themes
- Task reminders
- Automatic backups
- File attachments up to 100MB
- Up to 25 people per project
Todoist Business Plan
This plan is suitable for large organizations that require advanced collaboration and user administration features.
Cost:
$6 per user per month when billed annually, or $8 per user per month when billed monthly
Key Features:
- Everything included in the Pro plan
- Team billing
- Shared team inbox
- Centralized user management
- Ability to collaborate on projects, delegate tasks, and track progress in real-time
Conclusion
In summary, Todoist offers a flexible pricing structure that allows users to choose the plan that best fits their needs, whether it’s the basic features of the Free plan, the advanced features of the Pro plan, or the comprehensive team management of the Business plan.
Todoist - Integration and Compatibility
Integrations with Other Apps
Todoist can be integrated with hundreds of other apps to automate workflows and enhance productivity. Here are some notable integrations:Zapier
This integration allows users to connect Todoist with thousands of other apps, enabling multi-step workflows and custom pathways. For example, you can create tasks in Todoist from Google Form responses or Google Sheets.
Microsoft Teams
Users can turn Teams messages into Todoist tasks, share details from their lists, and use Todoist directly within Microsoft Teams.
Trello
Todoist can be integrated with Trello, allowing users to synchronize tasks and projects between the two platforms.
GitHub
You can sync GitHub topics to Todoist tasks, ensuring that your development tasks are well-organized.
Notion
Todoist can be synced with Notion, enabling a 2-way sync to keep your tasks and notes in harmony.
Other Services
Todoist also integrates with services like Pocket, Facebook, Fitbit, and many more through various integration platforms such as Zoho Flow, Apiway, Integrate.ly, and Monkedo.
Automation Capabilities
Todoist supports extensive automation through no-code builders and integration platforms. For instance:Automate Task Movements
You can automate moving tasks within your Todoist boards based on predefined rules.
Custom Workflows
Platforms like Zapier and n8n allow you to create custom workflows that automate tasks and sub-tasks, saving time and mental space.
Cross-Platform Compatibility
Todoist is available on multiple platforms, ensuring you can manage your tasks wherever you are:Mobile Apps
Todoist has award-winning apps for both Android and iPhone, allowing you to stay organized on the go.
Desktop Apps
You can use Todoist on Mac, Windows, and other desktop environments.
Web Access
Todoist is also accessible via web browsers, providing a consistent experience across different devices.
Collaboration Features
Todoist is designed to facilitate both casual and work-related collaborations:Personal Projects
These can be shared with up to five people and are ideal for personal tasks and family projects.
Team Projects
These can be shared with up to 250 team members and include features like team roles, permissions, and organized project folders.
In summary, Todoist offers extensive integration capabilities with various apps and services, strong automation features, and seamless compatibility across multiple devices and platforms, making it a versatile tool for both personal and team task management.
Todoist - Customer Support and Resources
Accessing Help and Support
To get help, you can start by searching for “Todoist help contact” in your web browser, which will direct you to the Todoist support page. Here, you can browse through various articles to see if there is a solution to your specific issue. If you don’t find what you’re looking for, you can use the contact form to reach out to the support team directly.
Troubleshooting Guides
Todoist provides detailed troubleshooting guides for common issues, such as syncing problems. These guides walk you through steps like checking if you’re logged into the correct account on all devices, updating to the latest version of the app, and what information to include when reporting issues to the support team.
Additional Resources
Knowledge Base and Articles
The Todoist website has an extensive help center with articles covering a wide range of topics, from basic usage to advanced features and integrations.
Little-Known Features
Todoist highlights several lesser-known features that can enhance your productivity, such as adding emails as tasks, using browser extensions to save websites as tasks, and creating reusable project templates.
Integrations and Tools
Todoist integrates with numerous third-party apps and services to enhance its functionality. These integrations include tools like Google Calendar, Gmail, Evernote, and more, allowing you to automate task creation, track time, and manage your workload more efficiently.
AI Assistant
For users on paid plans, Todoist offers an AI Assistant that provides concrete tips and suggestions to help you plan your projects and break down tasks. This feature is available on the web browser and desktop apps but not on mobile devices.
Community and Feedback
While the primary support is through the official channels, Todoist also encourages feedback and engagement through its community. Users can share their experiences and tips, and the support team is active in addressing user queries and issues.
By leveraging these resources, users can ensure they get the most out of Todoist and resolve any issues promptly.
Todoist - Pros and Cons
Advantages of Todoist
Todoist offers several significant advantages that make it a valuable tool for collaboration and task management:User-Friendly Interface
Todoist is praised for its easy-to-use interface across all platforms, making it a pleasure to use for both individuals and teams. The minimalistic mobile app is straightforward and easy to navigate, allowing users to set up tasks, sub-tasks, add members, and manage projects with ease.Collaboration Features
Todoist provides strong collaboration tools, allowing users to share projects, assign tasks, and set permissions. For casual collaboration, personal projects can be shared with up to five people, while team projects can be shared with up to 250 team members. This makes it ideal for both personal and work-related collaborations.Automation and Organization
The software features an automation tool that simplifies entering information, taking care of planning, sorting, and prioritizing tasks. It also offers recurring tasks, reminders, and templates, which help users stay organized and ensure that tasks are completed on time.Cross-Platform Functionality
Todoist operates smoothly across multiple systems without needing admin rights, providing a seamless experience for users. This cross-platform functionality ensures that users can access and manage their tasks from anywhere.Affordability
Despite being a freemium service, Todoist is considered affordable and reliable. It offers most of the necessary features without requiring a payment, making it a great choice for users looking for an affordable task management tool.Advanced Task Management
Todoist allows users to create and edit tasks at an advanced level, including options for priority levels, labels, and filters. This flexibility helps users tailor their task lists to their unique needs and preferences.Disadvantages of Todoist
While Todoist has many advantages, there are also some notable disadvantages:Poor Customer Service
Numerous users have reported issues with Todoist’s customer service, including slow response times and unresolved bugs. This can be frustrating and time-consuming for users who need support.Lack of Privacy Features
Todoist does not offer the ability to keep tasks private, which can be a significant disadvantage for users who prefer to keep their tasks confidential.Confusing Features
Some users find certain features, such as the Karma points system and notifications, confusing. Additionally, tasks disappear from the inbox immediately after completion, which can be disorienting.Limited Free Version
The free version of Todoist has limitations, including only five active projects, five collaborators per project, and 5 MB file uploads. This may not be sufficient for larger teams or more complex projects.Limited Customization
Todoist does not offer extensive customization options, particularly in terms of visual styles. This can be a drawback for users who prefer a more personalized interface.Syncing and Notification Delays
Some users have reported delays with app syncing and notification features, which can lead to a less seamless experience, especially for teams requiring real-time updates and communication. By considering these pros and cons, users can make an informed decision about whether Todoist meets their specific needs for collaboration and task management. Todoist - Comparison with Competitors
When Comparing Todoist to Other AI-Driven Collaboration Tools
When comparing Todoist to other AI-driven collaboration tools in the task management and project management category, several key differences and unique features become apparent.
Task Management and Scheduling
Todoist is known for its simplicity and focus on task tracking. It integrates well with tools like Trevor AI, which allows users to schedule Todoist tasks directly into their Google and Microsoft calendars. This integration enables real-time syncing and the ability to create, edit, and reorder tasks seamlessly across platforms.
In contrast, tools like Asana and ClickUp offer more advanced project management features. Asana provides task prioritization, automation of workflows, and insights into project progress, helping teams stay organized and productive. It also predicts potential project bottlenecks and suggests solutions.
Automation and Customization
Todoist lacks extensive automation capabilities compared to its competitors. While it has basic integrations and can sync with other tools, it does not match the automation features of ClickUp or Asana. ClickUp, for example, offers comprehensive automation via ClickApps, allowing for the analysis of team workloads and optimal task assignments.
Collaboration Features
Todoist’s collaboration features are more limited compared to other tools. It allows for basic sharing and commenting but does not offer the same level of real-time collaboration as platforms like Microsoft Teams or Taskade. Microsoft Teams includes features like real-time translation, transcription, and meeting insights, while Taskade provides real-time collaboration through chat and video conferencing, along with AI-powered tools to streamline workflows.
AI-Powered Features
Taskade stands out with its AI agents powered by GPT-4 Turbo, which automate routine tasks, generate actionable insights, and assist with research and content creation. This makes Taskade a strong choice for teams looking to integrate AI into their project management and collaboration processes.
Customization and Reporting
Todoist offers basic task prioritization but fewer customization features compared to Airtable or Monday.com. Airtable provides highly customizable fields and views, while Monday.com offers custom workflows, statuses, and dashboards. In terms of reporting, Todoist’s capabilities are limited to basic task completion tracking, whereas tools like Smartsheet and Monday.com provide advanced reporting with visual dashboards and custom metrics.
User Interface and Mobile Accessibility
Todoist has a minimalistic design and a solid mobile app, but it lacks some of the visual enhancements and advanced features available on desktop versions of other tools. Trello, for instance, offers a user-friendly interface with board and list views, along with effective mobile apps that mirror desktop functionality.
Integrations
While Todoist has integrations with other tools, they are often less comprehensive than those of its competitors. Tools like Zapier and OneTask integrate with Todoist to enhance task management, but platforms like Taskade and SmythOS offer far more extensive integration ecosystems, connecting with thousands of other apps and services.
Conclusion
In summary, Todoist is a strong choice for simple task tracking and scheduling, especially with its integrations like Trevor AI. However, for more advanced project management, automation, and AI-driven collaboration, alternatives like Asana, ClickUp, Taskade, and Microsoft Teams may offer more comprehensive features that better suit the needs of complex team collaborations.
Todoist - Frequently Asked Questions
Frequently Asked Questions About Todoist Collaboration Features
How do I share a project with others in Todoist?
To share a project in Todoist, you can invite others to join it. For personal projects, you can share with up to five people. Simply open the project, click the “Share” icon at the top-right, enter the person’s name or email address, and click “Invite.”What is the difference between personal projects and team projects in Todoist?
Personal projects are ideal for casual collaboration with friends and family, allowing you to share with up to five people. Team projects, on the other hand, are designed for work collaboration and can be shared with up to 250 team members. Team projects offer additional features such as project previews, organized project folders, and team roles and permissions.How do I assign tasks to team members in Todoist?
Assigning tasks to team members is straightforward. Once you have created a project, you can assign tasks to specific team members. Simply open the task, click on the “Assign to” option, and select the team member you want to assign the task to.Can I create restricted projects in Todoist?
Yes, you can create restricted projects in Todoist. These projects are useful for sensitive tasks that need to be shared only with specific team members. To create a restricted project, follow the same steps as creating a regular project, but ensure you invite only the necessary team members to this project.How do I join a team project in Todoist?
To join a team project, open the project you want to join from your team’s sidebar, and click the “Join” button. This step is necessary even though you can view all non-restricted projects by default, as joining the project allows you to actively work on it.Can I set different permissions for team members in Todoist?
Yes, you can set different permissions for team members in Todoist. When working on team projects, you can set specific permissions for anyone in the project, ensuring that each team member has the appropriate level of access and responsibility.How do I leave or delete a team project in Todoist?
To leave a team project, find the project in the sidebar, hover over it, click the three dots icon next to the project name, and select “Leave.” To delete a team project, you need to archive it first and then delete it from the archived projects section. This involves clicking the three dots icon next to the project name, selecting “Archive,” and then later selecting “Delete” from the archived projects list.Can I integrate Todoist with other productivity tools?
Yes, Todoist integrates with a wide range of productivity tools. You can integrate Todoist with tools like Google Calendar, Reclaim.ai, Slack, ClickUp, Asana, Jira, and more, allowing you to sync tasks, calendar events, and other data seamlessly across different platforms.What are the limits on the number of people who can join a project in Todoist?
For personal projects, you can share with up to five people. For team projects, you can share with up to 250 team members, depending on your team plan.Are there any templates available in Todoist for different types of projects?
Yes, Todoist offers numerous templates for both work and personal projects. These templates can help you get started quickly, whether you’re planning a family event or managing a work project.