Todoist Review 2025: Pricing, Features, Pros & Cons, Ratings & More

Todoist’s task management app features include a hierarchical system that breaks down tasks into subtasks, enabling detailed project structuring and clear visualization of task dependencies. This setup supports complex workflows by allowing users to organize tasks with descriptions, priorities, due dates, and labels, providing granular control over their workload.

One standout aspect of how does Todoist work is its natural language processing capability. Users can input tasks using simple phrases like “Call John tomorrow at 2 PM,” and the app automatically sets reminders and deadlines. This reduces friction in task entry and streamlines scheduling efforts.

Collaboration is integral to Todoist, with options to share projects, assign specific tasks to team members, and communicate through task comments. These features foster transparency and coordination, essential for teams aiming to keep projects on track and responsibilities clear.

Additionally, Todoist integrates with various external tools such as calendar applications and email clients. These connections make it easier to synchronize tasks across platforms and automate routine operations, enhancing productivity for users who juggle multiple systems daily. For those interested in broader organizational software, exploring a learning management system example might offer useful insights on integration possibilities.

Organizational tools like filters, labels, and project categories empower users to customize their task views and group projects efficiently. Filters combine criteria such as due dates and priorities, helping focus on what matters most at any time, while labels tag tasks across projects for quick retrieval.

Todoist also emphasizes security by implementing data encryption and secure cloud storage, ensuring user information remains confidential and reliable. This focus on privacy adds a layer of trust for companies concerned about safeguarding their data.

The interface maintains a clean, minimalist design that prioritizes user clarity and ease of navigation. This simplicity lets users concentrate on completing tasks without distraction, supporting a positive experience across devices.

Finally, Todoist offers analytics tools that track completed tasks over time, providing insights into productivity patterns. These reports help users identify trends and areas for improvement, promoting ongoing personal and team development.

Free Plan

• Available at no cost
• Basic task management features
• Limited project sharing and collaboration
• Up to 5 active projects
• 5 collaborators per project

Pro Plan

• Price: Approximately $4 per month (billed annually)
• Unlimited active projects and collaborators
• Reminders and notifications
• Task labels and filters
• Automatic backups
• Productivity trends and charts
• Priority support

Business Plan

• Price: Approximately $6 per user per month (billed annually)
• All Pro plan features
• Team management and admin controls
• Team inbox for task delegation
• Centralized billing
• Priority support for teams

Todoist offers a free trial period for the Pro plan, allowing users to test premium features before subscribing.

• Clean and straightforward interface for easy task navigation and management
• Available on multiple platforms including desktop, mobile, and web for consistent access
• Supports natural language input to quickly create tasks with deadlines and priorities
• Allows detailed task organization with projects, sub-projects, and sub-tasks
• Offers task prioritization with up to four distinct priority levels

• Free plan limits task management, hindering full software evaluation before purchase
• Lacks advanced project templates, making complex workflows require manual setup
• Basic dependency handling without support for intricate task links or conditional triggers
• Offline use is unreliable due to synchronization problems without internet access
• Collaboration features are minimal, missing real-time editing and in-task communication tools

Todoist offers a comprehensive suite of tools designed to streamline task management and enhance productivity for teams and individuals alike. Its robust features enable efficient workflow organization, collaboration, and deadline tracking across multiple platforms.

• Task Creation & Assignment: Quickly generate tasks and assign them to yourself or team members to clarify responsibilities.
• Due Dates: Set exact deadlines with specific dates and times for precise scheduling and reminders.
• Drag & Drop: Easily reorder tasks or move them between projects and sections with intuitive drag-and-drop controls.
• Mass Updates: Edit multiple tasks simultaneously, adjusting due dates, priorities, or project placement to save time.
• Task Prioritization: Utilize a four-level priority system to mark critical tasks that require immediate attention.
• Dependencies: Define tasks that must be completed before others, supporting sequential workflow management.
• Recurring Tasks: Automate repeated tasks with customizable intervals including daily, weekly, or more complex schedules.
• Subtasks: Break down larger tasks into manageable subtasks to create a clear hierarchical structure.
• Labels & Filters: Tag tasks with labels and apply custom filters to tailor task views based on criteria like priority or due date.
• Project Sections: Organize projects into sections to divide work logically and increase clarity within larger initiatives.
• Comments & File Attachments: Collaborate through task comments and attach files, providing context and enhancing communication.
• Notifications & Reminders: Receive alerts and reminders via multiple channels such as mobile and email to stay on top of deadlines.
• Productivity Visualizations: Track performance and task completion trends with tools like Karma points for motivation and insight.
• Offline Access: Access and modify tasks without internet connectivity, with automatic syncing once online.
• Multi-Platform Support: Manage tasks seamlessly across web, desktop (Windows and Mac), and mobile devices (iOS and Android).
• Natural Language Input: Create tasks by typing natural phrases, automatically translating them into due dates and times.
• Task Search: Quickly locate tasks using keywords, filters, and advanced query options for efficient retrieval.
• Calendar Integration: Sync task deadlines with popular calendar applications, including Google Calendar, for consolidated scheduling.
• Templates: Use and create reusable task and project templates to standardize workflows and reduce setup time.
• Collaboration: Work together on shared projects with delegated tasks, real-time updates, and comment threads.
• Task History & Activity Log: Maintain records of completed tasks and track project changes for transparency and accountability.
• Priority Inbox: Access a focused view highlighting the most urgent and important tasks across projects for quick prioritization.
• Integrations: Extend functionality by connecting with third-party services like Slack, Dropbox, and Zapier for automation.
• Custom Themes & Appearance: Personalize the interface with themes and color options to improve visual experience.
• Task Comments with Mentions: Notify specific collaborators by including user mentions in task comments to enhance communication relevance.
• Task Templates & Import: Import tasks from other applications or create reusable templates to accelerate project initiation.
• Focus Mode: Minimize distractions by hiding completed tasks and spotlighting current priorities.
• Labels & Color Coding: Apply color-coded labels for immediate visual identification and prioritization of tasks.
• API Access: Utilize an API to build custom integrations and automate workflows tailored to specific needs.

Todoist delivers a versatile suite of features designed to boost productivity and simplify task management, catering to a wide range of user needs. Below is a concise breakdown highlighting key advantages that demonstrate why Todoist stands out as a solution for diverse workflows and organizational requirements.

• Seamless Multi-Device Use: Access your tasks effortlessly across Windows, macOS, Android, iOS, and web browsers. This wide compatibility ensures users can maintain productivity whether at their desk or on the move, without missing a beat.
• Effortless Task Input: With natural language processing, adding tasks is intuitive—typing phrases like “Call client next Monday” automatically sets deadlines. This reduces friction and speeds up task entry for busy professionals.
• Advanced Organization Tools: Group tasks into projects and apply labels or filters to sort and prioritize work efficiently. This structure supports both individual users and teams in maintaining clarity over complex workflows.
• Collaborative Workflow Support: Share tasks, assign responsibilities, and communicate through comments within the app. These collaboration features help teams coordinate efforts and track progress transparently.
• Flexible Recurring Task Scheduling: Set up recurring tasks with customizable intervals, ideal for managing routine duties or ongoing commitments without repetitive manual input.
• Productivity Insights: The Karma system tracks activity trends and rewards progress, motivating users to stay consistent and improve their time management habits.
• Reliable Offline Functionality: Work uninterrupted without internet access; changes sync automatically once connectivity resumes. This resilience ensures that productivity isn’t tethered solely to online availability.
• Robust Security Measures: Todoist employs encryption and industry-standard protocols to safeguard user data, offering peace of mind regarding privacy and confidentiality.

In my experience evaluating todoist task management review details, what stands out most is the app’s clean interface combined with powerful yet intuitive features. It allows quick task entry using natural language, which means I can jot down something like “Prepare budget by Tuesday” and the deadline is automatically set. This noticeably speeds up my workflow and reduces errors compared to apps requiring manual date input.

When organizing tasks, todoist shines by offering projects, labels, and filters that adapt to different workflows. I find the filters especially useful for managing complex views when juggling many assignments at once. This flexibility makes it easy to prioritize and categorize, whether I’m working solo or coordinating with a small team.

Collaboration with todoist works well for basic shared projects, task assignment, and comments, which suits small to medium teams. However, if your company needs advanced project management or resource allocation, it might feel somewhat limited. Still, for everyday task management, the app’s integration with calendars, email, and automation tools is a real productivity booster. For those interested in exploring complementary tools, the article on popular absence management softwares can provide useful insights.

From a usability perspective, todoist’s consistent experience across desktop, mobile, and web allows me to access tasks anytime without sync issues. The minimal learning curve and distraction-free design help maintain focus, which is essential when managing multiple projects. While the free tier covers many essentials, premium options unlock reminders, comments, and productivity tracking, though some may wish for deeper customization or more advanced features at that level.

One limitation I noticed is offline functionality, which is more restricted compared to some competitors, potentially problematic if you need reliable access without internet. Also, notifications could be more customizable to avoid missing important alerts or being overwhelmed by them. Overall, todoist balances simplicity with effective task management, making it a solid choice for those seeking the best productivity app todoist features offer without the complexity of full-scale project management software.

Technology Startups: Agile Task Coordination Technology startups benefit from Todoist’s streamlined task assignment and project sharing, enabling swift adaptation to shifting priorities. Its simplicity combined with powerful organizational features helps small, fast-moving teams stay aligned and meet deadlines efficiently, making it a top choice among the best task management app for small businesses.

Marketing Agencies: Campaign Management Made Simple Marketing teams juggle numerous client projects needing clear delegation and deadline tracking. Todoist supports tagging, priority settings, and recurring reminders, helping agencies maintain campaign momentum and deliver consistent results, whether working remotely or on-site.

Education Sector: Organized Academic Workflows Educators and tutoring companies use Todoist to break down syllabi, coordinate schedules, and track grading deadlines. Its flexibility supports lesson planning and session management, enhancing productivity in educational environments.

Consulting Firms: Multi-Phase Project Oversight Consultants rely on Todoist to structure complex projects with detailed task lists and sub-tasks, assign responsibilities, and monitor progress in real time. This transparency aids internal accountability and client communication.

Healthcare Administration: Managing Non-Clinical Tasks Administrative teams in hospitals and clinics use Todoist for scheduling, compliance tracking, and resource management. The platform’s ability to coordinate complex workflows supports operational efficiency in this highly regulated sector.

Legal Firms: Deadline and Case Management Legal professionals leverage Todoist’s task prioritization and deadline reminders to handle court dates and client communications, ensuring critical documentation and timelines are never overlooked.

Retail Businesses: Coordinated Operations Across Locations Retailers utilize Todoist’s task sharing and labeling to manage inventory, marketing initiatives, and staff schedules across multiple stores or e-commerce platforms, improving operational flow.

Nonprofit Organizations: Simplified Volunteer and Event Coordination Nonprofits appreciate Todoist’s intuitive interface for managing fundraising, volunteer activities, and events, facilitating collaboration among diverse teams with varying technical skills.

Manufacturing Firms: Production and Supply Chain Management Manufacturing companies use Todoist to oversee production timelines, maintenance, and supply logistics. Integration capabilities with other operational tools enhance its value in complex industrial settings.

Insight on Implementation Challenges For organizations considering software tools like Todoist, understanding potential limitations is essential. For instance, issues related to computerized systems can impact workflow efficiency. Readers may find it helpful to give the limitations of computerised accounting system a look to better anticipate challenges and optimize adoption strategies.