Todoist - Detailed Review
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Todoist - Detailed Review Contents
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Todoist - Product Overview
Todoist Overview
Todoist is a versatile and user-friendly task management tool that helps individuals and teams organize their work and personal lives more effectively.
Primary Function
Todoist serves as a comprehensive task capture and management system. It allows users to collect, organize, and prioritize tasks, making it easier to stay on track with both personal and professional responsibilities. Whether you’re managing a large project, keeping track of daily chores, or planning events, Todoist provides a centralized platform to handle all your tasks.
Target Audience
Todoist’s target audience is diverse, but it primarily caters to individuals aged 25-34, with a slight majority being male (50.98% male, 49.02% female). The user base spans various professions and interests, including those in technology, education, and business. It is widely used by individuals, families, and teams across different industries, from tech startups to construction crews.
Key Features
Todoist boasts a range of features that make task management efficient and personalized:
Task Capture and Organization
Users can add tasks quickly using voice commands, browser extensions, or by forwarding emails. Tasks can be organized into projects, sections, and sub-tasks, and even copied and pasted from multiple lines of text.
Due Dates and Reminders
Tasks can be scheduled with due dates, and reminders can be set to ensure you never miss a deadline. Reminders can be automatic or manual and can even be triggered by location.
Prioritization
Tasks can be prioritized using four levels of importance, helping users focus on the most critical tasks first.
Views and Filters
Todoist offers various views such as Inbox, Today, and Upcoming, which help users see their tasks in different contexts. Users can also use filters to find specific tasks quickly.
Collaboration
The platform allows for seamless collaboration by sharing tasks and projects with others. It supports team workspaces, making it easy to separate business and personal tasks.
Integration and Syncing
Todoist syncs across all your devices and integrates with other apps like Google Calendar, Gmail, and productivity tools like Toggl and IFTTT/Zapier.
Customization
Users can customize their experience with themes, swipe gestures, and keyboard shortcuts. The app also auto-syncs with your device’s Dark Mode.
Productivity Tracking
Todoist provides features like Karma and productivity views to help users track their progress and stay motivated.
By leveraging these features, Todoist helps users maintain a clear and organized workflow, ensuring they stay on top of their tasks and achieve their goals efficiently.
Todoist - User Interface and Experience
User Interface Overview
The user interface of Todoist is renowned for its simplicity, intuitiveness, and versatility, making it an excellent tool for managing tasks and enhancing productivity.Interface Design
Todoist’s interface is clean and uncluttered, with a layout that is easy to follow. The use of whitespace enhances readability, and the design is minimalist yet effective. This simplicity ensures that users can quickly focus on their tasks without being overwhelmed by unnecessary features.Task Management Views
Users can switch between different views to manage their tasks, including list, calendar, and board views. This flexibility allows users to plan and track their projects in the way that best suits their workflow. For example, the “Today” view helps users focus on the day’s tasks, while the “Upcoming” view provides a look at the next seven days. Additionally, tasks can be organized into projects and further filtered by custom views, such as sorting by priority or project.Today and Upcoming Views
The “Today” view helps users focus on the day’s tasks, while the “Upcoming” view provides a look at the next seven days.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 reduces the friction of manually entering information into each field. For instance, typing “Meeting with Ada tod 9:30” will create a new task named “Meeting with Ada” with a due date set for today at 9:30.Customization and Personalization
Todoist offers extensive personalization options. Users can customize themes, choose from various viewing options, and adjust settings to optimize their workflow. This includes the ability to auto-sync with the device’s Dark Mode, customize swipe gestures on mobile devices, and use keyboard shortcuts to speed up task management.Cross-Platform Accessibility
Todoist is highly accessible across multiple platforms, including iOS, Android, Mac, Windows, and web. This ensures that users can review and add tasks from anywhere, at any time, keeping their task list always at their fingertips.Collaboration and Team Features
For team users, Todoist provides features like shared workspaces, task assignment, and collaboration tools. Users can share projects and lists with others, assign tasks, and leave comments, making it an effective tool for team collaboration.User Experience
The overall user experience of Todoist is highly commendable. The interface is intuitive, and the natural language input feature streamlines the task creation process, saving time and enhancing usability. The ability to customize views and settings ensures that the app adapts to the user’s specific needs, making it a seamless and enjoyable experience for both personal and team task management.Conclusion
In summary, Todoist’s user interface is designed to be easy to use, highly customizable, and accessible across various devices, making it an excellent choice for individuals and teams seeking to manage their tasks efficiently. Todoist - Key Features and Functionality
Todoist Overview
Todoist is a comprehensive task management tool that offers a wide range of features to help individuals and teams organize their tasks, projects, and time more effectively. Here are the main features and how they work:Task Capture and Organization
Todoist allows you to capture tasks quickly and organize them into projects, labels, and filters. You can add tasks from any device, and they will sync across all your platforms, ensuring you always have access to your to-do list.Project Management
With Todoist Pro, you can manage up to 300 active projects, compared to the 5 projects limit on the free plan. This feature is particularly useful for creating parent projects and sub-projects to organize different areas of your life, such as Home, Finances, School, and Fitness.Task Durations and Time Blocking
Todoist Pro introduces task durations, which allow you to assign a specific time length to each task. This feature integrates well with your calendar, helping you visualize your tasks and avoid overcommitting your time. For example, you can see if you’ve scheduled 12 hours of tasks into an 8-hour workday.Calendar Layouts
Todoist Pro offers various calendar layouts for views such as Upcoming, projects, filters, and personal labels. These layouts help you visualize your tasks and time commitments more effectively, making it easier to plan and manage your day.Custom Task Reminders
Todoist allows you to set custom reminders based on time or location. You can receive reminders via email, desktop, or mobile notifications. For instance, you can set a reminder to buy a gift when you are near a specific store or receive a recurring notification for a weekly task.Time-Based Reminders
You can set reminders based on the due time of a task. For example, typing “tomorrow at 8am” will automatically set a reminder 30 minutes beforehand. You can also use shortcuts like “!2pm” or “!3h” to set reminders quickly.Location-Based Reminders
Using your mobile device’s geo-location, you can set reminders for when you leave or arrive at a specific location. This feature is useful for tasks like remembering to check your shopping list when you arrive at the grocery store.Themes and Personalization
Todoist Pro offers additional themes to personalize the look and feel of the app. You can choose from various themes, including dark mode, to make the app more comfortable to use.Auto Backups
For Todoist Pro and Business users, the app provides daily automated backups. This feature ensures that you can easily restore deleted projects or tasks, giving you peace of mind when managing your tasks.Integration and Automation
Todoist can be integrated with various tools and services, such as Zapier, to automate tasks. For example, you can set up Zaps to add tasks from other apps to Todoist automatically or analyze data using AI models like OpenAI and Anthropic.Collaboration
Todoist supports team workspaces where you can share tasks, projects, and dates with your team. This feature helps in tracking shared tasks and staying updated on team progress. It also allows you to create and use shared templates for recurring projects.Multi-Window Support and Float on Top
On the desktop app, you can open multiple Todoist windows to cross-reference tasks and projects without losing your place. The “Float on Top” feature keeps your most important window visible above other applications, helping you stay focused.Templates
Todoist offers a range of templates to help you kickstart projects efficiently. You can explore the Templates Gallery, create custom templates, and copy expert setups to try out new productivity systems.Productivity Insights and Goal Setting
Todoist allows you to set daily and weekly goals and visualize your productivity trends. This feature helps you see your progress and stay motivated by tracking your completed tasks over time. While Todoist itself does not heavily integrate AI within its core features, it can be connected to AI-driven tools through integrations like Zapier. These integrations enable you to automate tasks, analyze data, and use AI models to enhance your productivity workflow. However, the primary AI integration is more about automating workflows and data analysis rather than being a core part of the Todoist app itself. Todoist - Performance and Accuracy
Performance
Todoist is highly regarded for its intuitive interface and ease of use. It allows users to capture tasks quickly using natural language through its Quick Add feature, making task management efficient. The AI Assistant, available on paid plans, is a significant performance booster. It helps automate repetitive tasks, provides smart suggestions, and assists in planning projects and breaking down tasks. This feature is particularly useful for staying on top of responsibilities and achieving goals. Todoist also integrates seamlessly with over 90 tools, including Google Drive and Zapier, which enhances productivity and collaboration. Custom filters and project templates make it versatile for both personal and team projects.Accuracy
In terms of accuracy, Todoist’s features generally help users stay organized and focused. The app’s recurring due dates and reminders ensure that tasks are not missed, and the productivity visualization features provide insightful charts and graphs to track progress. This helps users identify peak performance times and adjust their work schedules accordingly. However, there are some areas where accuracy and performance can be improved:Limitations and Areas for Improvement
1. Integration and Tools
While Todoist offers a significant number of integrations, some users feel that it could benefit from even more extensive integration options to further streamline workflows.2. User Experience for New Users
The platform can be overwhelming for new users due to its array of features and options, which may require a learning curve. This can initially hinder productivity.3. Syncing and Notification Issues
Some users have reported delays in app syncing and notification features, which can disrupt the seamless experience, especially for collaborative projects.4. App Settings and Configuration
There are limited app settings and configuration options, which might not cater to all user preferences. For example, users cannot resize the sidebar or hide unused sections.5. Task Entry and Scheduling
Todoist lacks the ability to distinguish between start dates and due dates, which can be a significant limitation for users who need to manage tasks with both start and due dates. Users have to use workarounds like including the start date in the task title or comments.6. Design and Information Density
Some users find the design of Todoist to be less polished compared to other apps. For instance, task rows can become too tall when using scheduling, comments, or repeats, making the list feel cluttered. Additionally, there is no immediate visualization of project progress, which can make it less informative. In summary, Todoist is a powerful task management tool with strong performance and accuracy, particularly with its AI Assistant and integration capabilities. However, it has some limitations, such as the need for more extensive integrations, a steeper learning curve for new users, and some design and functionality issues that could be improved to enhance the overall user experience. Todoist - Pricing and Plans
Todoist Pricing Structure
Todoist offers a clear and straightforward pricing structure, catering to various needs whether you are an individual or part of a team. Here’s a breakdown of the different plans and their features:
Todoist Free Plan
- Cost: Free
- Features:
- Basic task management
- 5 active projects
- 5 collaborators per project
- 5 MB file uploads
- Activity history for up to 1 week
- All integrations (including Google Drive, Dropbox, Google Assistant, etc.)
- Forwarding emails as Todoist tasks and comments
- 2-way calendar sync with Google Calendar, Apple Calendar, or Outlook Calendar
- Unlimited labels and up to 3 filters
- Commenting ability on tasks with 5 MB comment attachments
Todoist Pro Plan
- Cost: $4 per user per month (billed annually), $5 per user per month (billed monthly)
- Features:
- Everything in the Free plan, plus:
- Unlimited projects
- 25 collaborators per project
- 100 MB file uploads
- Reminders
- Labels
- Customization themes
- Automatic backups
- Task priorities and recurring dates
- Up to 20 active sections per project
- Up to 300 active tasks per project
Todoist Business Plan
- Cost: $6 per user per month (billed annually), $8 per user per month (billed monthly)
- Features:
- Everything in the Pro plan, plus:
- 500 active projects
- 50 collaborators per project
- Shared team inbox
- Team billing
- Centralized user management and admin roles
- Centralized dashboard for managing user accounts, permissions, and billing
Each plan is tailored to different levels of need, from basic task management for individuals to advanced collaboration and administration features for larger teams and organizations. The free plan is a great starting point, but the Pro and Business plans offer significant additional features that can enhance productivity and collaboration.
Todoist - Integration and Compatibility
Todoist Overview
Todoist is a versatile task management tool that integrates seamlessly with a wide range of applications and is compatible across various platforms and devices, making it a powerful tool for enhancing productivity.
Integrations with Other Tools
Todoist can be integrated with hundreds of other apps to automate workflows and enhance efficiency. Here are some key integration points:
- Zapier and Zoho Flow: These platforms allow you to connect Todoist with over 1,000 other apps, enabling automated workflows without the need for coding. For example, you can turn emails into tasks, create tasks from Google Form responses, or sync GitHub issues with Todoist tasks.
- Monkedo and n8n: These integration platforms enable connections with over 400 popular apps, allowing you to automate task management and data synchronization.
- AI: Stability: Integrating Todoist with AI: Stability through platforms like Latenode enables AI-driven task creation, automated task management, and data-driven insights. This integration helps in prioritizing tasks, categorizing them based on urgency, and providing visual analytics to track productivity.
- Google Calendar and Outlook: You can automatically schedule your Todoist tasks in Google Calendar or manage your to-dos directly from Outlook.
- Social Media and E-commerce: Todoist can be integrated with Facebook to turn leads into tasks, and it can also provide price drop and in-stock notifications for e-commerce links stored in Todoist.
Compatibility Across Platforms and Devices
Todoist is highly compatible across various devices and operating systems:
- Web Browsers: The Todoist web app supports Google Chrome, Firefox, Opera, Safari, and Microsoft Edge on macOS, Windows, and Linux. However, it is not supported in mobile browsers, so you need to use the mobile app on your device.
- Desktop Apps: Todoist has desktop apps for macOS (both Silicon and Intel processors), Windows 10 and 11, and Linux (Ubuntu 20.04).
- Mobile and Tablet Apps: Todoist is available on iOS 15 or later, iPadOS 15 or later, and Android 7.0 or later. It also supports watchOS 8 or later for the Apple Watch and any version of Google Wear OS.
- Mobile Device Integration: The integration with AI: Stability and other apps works on mobile devices, allowing you to manage tasks and utilize AI features on the go.
Setting Up Integrations
Setting up integrations with Todoist is relatively straightforward:
- No-Code Builders: Platforms like Zapier, Zoho Flow, and Latenode provide no-code environments where you can create workflows by dragging and dropping elements to map out your desired process.
- API: For developers, Todoist offers an API to build custom integrations and extensions. This flexibility allows users to integrate Todoist with any app they frequently use.
By leveraging these integrations and its broad compatibility, Todoist becomes a central hub for managing tasks and staying organized across all your devices and applications.
Todoist - Customer Support and Resources
Todoist Customer Support
Todoist offers a comprehensive array of customer support options and additional resources to help users make the most out of their task management experience.Help Center
The first point of contact for most users is the Todoist Help Center. This resource is packed with solutions and answers to common questions. You can access it by visiting the Todoist homepage, scrolling, or using the menu to find the Help Center link. Here, you’ll find categorized topics and FAQs that can help you solve common issues or guide you through using Todoist’s features.Contacting Support
If you can’t find what you’re looking for in the Help Center, you can contact the support team directly. Look for the “Contact Us” option, usually located at the bottom of the FAQ list or within a menu. This will lead you to a form where you can submit your query, detailing the issue you’re facing, asking a question, or providing feedback. It’s important to be as detailed and clear as possible to ensure the support team can address your query efficiently.Response and Support
The Todoist support team typically responds promptly, although response times can vary depending on the volume of requests. They are committed to helping users get the most out of their experience, so patience is key after submitting your query.Additional Resources
- Templates and Workflows: Todoist provides various templates to help you set up and manage your tasks more effectively. These include project trackers, workflows for avoiding burnout, and Getting Things Done (GTD) templates. You can also create and share your own custom templates.
- Widgets and Integrations: Users can utilize widgets for iOS and Android to add tasks quickly and check their to-do lists directly from their mobile screens. Todoist also integrates with voice assistants like Siri, Google Home, and Alexa, and supports email forwarding to convert emails into tasks.
- Natural Language Input: Todoist features Natural Language Input, allowing you to add tasks using simple language, such as “Call Alex Wednesday at 10am.” This feature can be turned off in settings if not preferred.
- Karma and Productivity Tracking: The Karma system is a gamification element that helps users track their productivity by setting daily and weekly goals. This feature encourages users to maintain a streak of completed tasks.
Todoist - Pros and Cons
Advantages
User-Friendly Interface
Todoist is praised for its easy-to-use interface, making it a pleasure to use for both individuals and teams. The design is clean and visually appealing, allowing users to quickly locate and interact with the features they need.Advanced Task Management
Todoist offers advanced task creation and editing capabilities, including priority levels, labels, and filters. This flexibility helps users organize tasks according to their unique needs and preferences. Additionally, features like recurring due dates, reminders, and templates make managing tasks more efficient.AI-Driven Features
The integration of AI in Todoist enhances productivity significantly. AI can suggest tasks during optimal times, automatically prioritize tasks based on deadlines and context, and manage recurring tasks and reminders. It also provides intelligent scheduling, suggesting the best times to complete tasks based on past performances and available time slots.Cross-Platform Functionality
Todoist operates smoothly across multiple systems, providing a seamless experience for users without the need for admin rights. This cross-platform functionality ensures that tasks are always accessible and up-to-date.Team Collaboration
Todoist is particularly beneficial for team collaboration, offering features like shared team inboxes, task delegation, and admin controls. These features enable better organization and workflow management within teams.Automation and Integration
Todoist’s automation feature makes entering information easy, and it integrates well with other tools such as calendars and email platforms. This integration helps streamline workflows and enhance productivity.Customization and Organization
Users can create multiple to-do list groups for different projects, and the AI assistant can summarize tasks, break them down into actionable steps, and provide additional information and recommendations. These features help users stay organized and focused on what matters most.Disadvantages
Overwhelming for New Users
The platform can be overwhelming for new users due to its array of features and options, which may require a learning curve to fully utilize.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.Limited Free Version
The free version of Todoist has limitations, such as restricting users to 5 active projects, 5 collaborators per project, and 5 MB file uploads. This can be insufficient for larger teams or more complex projects.Poor Customer Service
Numerous users have reported issues with Todoist’s customer service, including slow response times and unresolved bugs, which can be frustrating and time-consuming.Limited Privacy Features
Todoist does not offer the ability to keep tasks private, which can be a disadvantage for users who prefer to keep their tasks confidential.Limited Customization Options
While Todoist offers some customization options, it does not provide extensive visual customization, which can be a drawback for users who prefer a more personalized interface. By weighing these pros and cons, you can make an informed decision about whether Todoist aligns with your task management and productivity needs. Todoist - Comparison with Competitors
Todoist Overview
Todoist is known for its simplicity and effectiveness in task management. It allows users to add tasks, organize them using due dates, reminders, project allocation, and priority levels. It supports multiple views such as list, board, and calendar, and integrates well with other platforms like Google Calendar. Todoist also offers features like recurring tasks, customizable filters, and collaboration tools, making it a versatile tool for both individual and team use.Alternatives and Unique Features
TickTick
TickTick stands out with its additional productivity features such as habit tracking and a Pomodoro timer. It offers multiple views, including list, calendar, and Kanban, and includes built-in calendar integration and location-based reminders, even on its free plan. These features make TickTick a good choice for users who need more visual and flexible task organization.MeisterTask
MeisterTask focuses on simplicity and ease of use, providing a clear, visual layout that is more dynamic than Todoist’s list-driven design. It offers customizable workflows, collaboration tools like file sharing and task assignments, and is particularly good for teams needing an intuitive yet capable tool. MeisterTask is free for basic use, with premium plans starting at $13.50 per user per month.Trello
Trello uses a Kanban-style board view, which is ideal for visual task management. It allows users to create boards, lists, and cards to organize tasks in a highly customizable way. Trello is great for teams and individuals who prefer a more visual approach to task management and is free to use, with premium features available in its paid plans.Microsoft To Do
Microsoft To Do is a simple and intuitive task management tool that integrates well with Microsoft services like Outlook and OneDrive. It offers a clean interface, shared lists, and reminders, making it a good choice for those already within the Microsoft ecosystem. It is free to use, with some features requiring a Microsoft 365 subscription.Any.do
Any.do provides a user-friendly interface and supports task management through lists, calendars, and collaboration features. It also includes a daily planner and the ability to set reminders and due dates. Any.do is suitable for both personal and team task management and offers a free version as well as premium features.Monday.com
Monday.com is more comprehensive than Todoist, serving as a work operating system for teams managing complex workflows. It offers customizable dashboards, task statuses, and workflows, along with automation features and visual tracking of project progress. While it is more suited for team collaboration and complex project management, it can be overwhelming for individual users due to its extensive feature set.Key Differences and Considerations
User Interface and Complexity
Todoist is known for its simplicity, while tools like Monday.com and Trello offer more complex and customizable interfaces. MeisterTask and TickTick strike a balance between simplicity and feature richness.Collaboration Features
Todoist, MeisterTask, and Monday.com are strong in team collaboration, offering features like task assignments, file sharing, and shared workspaces. Trello and Microsoft To Do also support collaboration but may not be as robust.Integration and Accessibility
Todoist integrates well with Google Calendar and other services, similar to TickTick and Microsoft To Do. Monday.com has a broader range of integrations but may require more setup.Pricing
Todoist, TickTick, and MeisterTask offer free versions with premium features available in paid plans. Monday.com and Trello also have free versions, but their premium features can be more expensive, especially for smaller teams. In summary, while Todoist is a powerful and user-friendly task management tool, each of its alternatives offers unique features that might better suit specific needs. Whether you prefer a more visual approach (Trello, TickTick), a comprehensive project management system (Monday.com), or a simple and intuitive interface (MeisterTask, Microsoft To Do), there is an alternative that can cater to your task management requirements. Todoist - Frequently Asked Questions
Frequently Asked Questions about Todoist
What are the main features of Todoist?
Todoist offers a wide range of features to help you manage tasks and projects efficiently. Key features include easy planning and scheduling, a detailed and clean interface, advanced to-do creation and editing with options like priority levels, labels, and filters, and organizational features such as recurring due dates and reminders. It also allows you to create multiple to-do list groups for different projects, attach files to tasks, and facilitate communication through comments and notifications.What are the different pricing plans available for Todoist?
Todoist offers several pricing plans:- Free Plan: Ideal for individuals or small teams, it includes up to 5 active projects, 300 tasks per project, 5 collaborators per project, basic integrations, 3 filter views, and 1-week activity history.
- Pro Plan: Priced at $4 per month (billed annually) or $5 per month, it includes up to 300 active projects, 100 MB file uploads, 150 filter views, unlimited activity history, task reminders, and more.
- Starter Workspace: A free team workspace with 5 active projects and unlimited collaborators.
- Business Workspace: Priced at $8 per member per month (or $6 per user/month, billed annually), it includes 500 active projects, admin and member roles, unlimited collaborators, and every member gets the Pro plan for free.
How does Todoist help with project planning and implementation?
Todoist makes planning and implementing projects easier by allowing you to break down complex projects into manageable tasks and subtasks. It provides a comprehensive set of tools, including the ability to set due dates, reminders, and priorities. You can also use templates to kickstart your projects and visualize your tasks in list, calendar, or board views.Can I use Todoist on multiple devices?
Yes, Todoist is available across multiple devices, including desktop, iOS, and Android. It ensures that your tasks are in perfect sync across all your devices, allowing you to review and add tasks wherever you are.What collaboration features does Todoist offer?
Todoist offers several collaboration features, including shared workspaces that allow teams to organize work together. You can assign tasks, attach documents, add comments, and use real-time notifications to keep everyone updated. The Business Workspace plan also includes admin and member roles, making it easier to manage team permissions.How does Todoist help with task organization and prioritization?
Todoist helps you organize and prioritize tasks using features like priority levels, labels, and filters. You can set recurring due dates, reminders, and task durations to ensure you stay on track. The interface allows you to switch between list, calendar, or board views to plan and track your tasks effectively.Does Todoist offer any AI-driven features?
Yes, Todoist includes some AI-driven features, such as an AI assistant for enhanced productivity in the Pro plan. This assistant can help automate repetitive tasks and provide intelligent insights to optimize your workflow.Can I integrate Todoist with other tools and services?
Todoist supports over 80 integrations with other tools and services, such as email, calendar, and various productivity apps. This allows you to add tasks from other tools and ensure seamless integration with your existing workflow.What kind of productivity insights does Todoist provide?
Todoist offers visual productivity charts that help you track and improve your efficiency over time. You can get insights into your performance by week and month, which helps you stay focused on your goals.Does Todoist offer any templates for projects?
Yes, Todoist provides numerous customizable templates for both work and personal projects. These templates help you kickstart your projects with a solid foundation for efficient planning and execution.Is there a refund policy for Todoist subscriptions?
Todoist offers refunds for yearly subscriptions within 30 days of subscribing. However, monthly subscriptions are not eligible for refunds.