Todoist review: a to-do app and when a team outgrows it

What Todoist is

Todoist is a to-do list and task app built around capturing tasks the moment they come to you and organizing them across work and personal life. It has apps for desktop, iOS, Android and wearables, plus browser extensions and email add-ons.

Judge it as a task app, not a project scheduling tool. It has projects, sections, sub-tasks, labels and filters, and a Business plan for teams. Its pricing page does not list Gantt charts, task dependencies or time tracking.

How work is organized

Tasks live in projects, which can have sub-projects and sections. Tasks take due dates, priority levels from 1 to 4, sub-tasks, descriptions and labels. Labels group similar tasks across projects, and custom filters build views such as all priority 1 tasks due today.

Smart Quick Add reads natural language, so typing "every other day" or "every May 3" sets a recurring due date. Todoist calls its views layouts:

• List layout on every plan.
• Board layout on every plan. The pricing page notes it in label, filter and personal project views on Pro, and in team projects on Business.
• Calendar layout from Pro, and for team projects on Business.

Some limits apply to every plan: 300 active tasks per project, 20 sections per project and 500 active projects across personal and team projects. Todoist's help center says the task and project caps cannot be raised, including on Pro and Business.

Collaboration and teams

On any plan you can share a personal project with up to 5 people, assign tasks and comment. Comments can hold written notes, voice notes and file attachments. That works for a household or a two-person side project.

For a team, Todoist uses a separate team workspace. Team projects belong to the team and personal projects stay private, even if someone leaves. A Business team gets up to 500 team projects, 250 people per team project, up to 1,000 team members and guests, team project folders, roles and permissions, and full team activity history. Guests are external collaborators who only see the projects they are invited to.

Each team comes with 5 free projects, so you can test teamwork before paying.

Integrations and AI features

Todoist Automations, which builds workflows that connect apps and handle repetitive tasks, is a separate beta: access is limited to customers admitted from a waitlist, and it runs on compute you buy instead of a fixed monthly fee. The help center says topping up that compute needs an active Pro plan. It is not listed on the pricing page. Beyond that, the pricing page lists 90+ integrations on every plan, and Todoist's AI tools page names Google Calendar, Microsoft Teams, Slack, Zapier, Outlook and a Trello Power-Up among them. Todoist also offers a public API with webhooks, an official MCP server and a command line tool.

Todoist's AI features sit under the name Todoist Assist:

• Filter Assist, which turns a plain-language request into a filter, is on every plan.
• Task Assist, a browser extension that suggests tasks and breaks complex work into sub-tasks, needs Pro or Business.
• Email Assist, which turns forwarded emails into tasks, needs Pro or Business.
• Ramble captures tasks by voice. Beginner gets 10 sessions a month, shared with Task Capture Assist; Pro and Business are unlimited within fair use limits.

Reporting and planning limits

Reporting in Todoist is mostly personal. Productivity visualizations show completed tasks and goal progress, and activity history covers one week on Beginner and full history on paid plans. Business adds team activity logs broken down by member and task action, such as overdue tasks.

For planning, Pro adds task duration (an estimate of how long a task will take), deadlines and time-blocking. The pricing page does not list timeline or Gantt views, task dependencies, workload views or native time tracking.

Plans and what needs a paid tier

We do not publish prices because they change. Check Todoist's pricing page for current numbers. The capability split we found on 19 October 2026:

• Beginner: 5 personal projects, list and board layouts, 3 filter views, task reminders, one week of activity history, integrations and limited Ramble sessions.
• Pro: 300 personal projects, calendar layout, task duration, deadlines, custom reminders, 150 filter views, full activity history, Task Assist, Email Assist, automatic backups and unlimited Ramble.
• Business: everything in Pro for every member, plus a shared team workspace, up to 500 team projects, calendar layout for team projects, shared templates, team project folders, team roles and permissions, granular team activity logs and centralized billing.

Todoist's plans FAQ lists a 7-day free trial for Pro and a 14-day free trial for Business. If you downgrade, projects above the new limit become view-only rather than deleted.

When a team outgrows Todoist

Todoist handles a shared task list well. It is not designed to plan a project schedule. These are the usual signs a team needs a different tool:

• You need to see how tasks depend on each other, or what a delay does to the end date. Todoist does not list dependencies or a timeline view.
• You need to balance workload across people. The pricing page lists no workload or capacity view.
• A single project passes 300 active tasks. That limit applies on every plan.
• You want to log hours against tasks. Todoist's help center lists time tracking as an integration category, not a built-in feature.
• Stakeholders want status reporting across projects. Todoist's reporting centers on completed tasks and activity logs.

Who Todoist fits

Todoist fits individuals who want one place for work and personal to-dos, and small teams whose work is a stream of tasks rather than a schedule: recurring operations, content checklists, client follow-ups or a support queue.

The Business plan's separate team workspace suits people who use Todoist for both work and personal tasks, since team projects stay apart from personal ones.

Who should look elsewhere

• Teams that need Gantt charts, dependencies or workload planning should compare work management tools such as Asana, monday.com, ClickUp or Wrike.
• Teams on Microsoft 365 that want tasks inside Teams and Outlook may already have basic Microsoft Planner in their subscription.
• If you want documents and tasks in one workspace, Todoist does not list a docs feature, so compare tools that include one.

How to trial Todoist

Start on Beginner with one real project. Add your recurring tasks using natural-language dates, switch between list and board layouts, and set up two or three filters.

If calendar planning or task durations matter, start the 7-day Pro trial. For a team, create a free team first and invite two or three colleagues. Start the 14-day Business trial when you need more than 5 team projects, or roles and permissions.