Todoist, designed by Doist, is a task management application that seamlessly organizes projects and tasks. Users appreciate its straightforward interface which allows them to quickly add tasks with natural language processing. The flexibility of the app is evident in its robust rescheduling options for tasks, ensuring productivity doesn’t stall when plans change. Integration with popular calendar apps like Fantastical and email services such as Outlook streamlines users’ workflows.
Reddit is a platform where a variety of discussions happen, including those about productivity tools like Todoist. On dedicated Reddit forums, users discuss the pros and cons of Todoist, share their setups, and offer tips for optimizing use. These real-life experiences can be particularly valuable for learning how to use Todoist effectively, from managing simple to-do lists to collaborating on complex projects.
Todoist stands out among productivity apps for its user-friendly setup and extensive cross-platform support. The ability to add tasks from a browser extension, use labels, filters, comments, and sync with a calendar makes Todoist a robust tool for individuals and teams aiming to streamline their task management process.
Todoist Guide
Todoist is one of the most popular task management apps in the world — used by millions to organize work, personal goals, and everything in between. Whether you’re managing daily to-dos or complex projects, Todoist helps you stay focused, prioritize effectively, and get things done.
This guide will walk you through everything you need to know about using Todoist effectively in 2026, including setup, productivity workflows, and pro tips.
🧭 1. What Is Todoist?
Todoist is a cross-platform task management app that lets you:
- Capture tasks and ideas instantly
- Organize them by project, priority, and due date
- Collaborate with others
- Track progress and productivity trends
It’s available on web, desktop, mobile, and even smartwatches, syncing seamlessly across devices.
Platforms: iOS, Android, macOS, Windows, Web
Website: todoist.com
(Source: Todoist Help Center)
⚙️ 2. Getting Started with Todoist
🔹 Step 1: Create an Account
Visit todoist.com or download the app.
You can sign up using:
- Google account
- Apple ID
- Email address
🔹 Step 2: Add Your First Task
Click “+ Add task” and type what you need to do.
Example:
“Submit project report tomorrow @work #priority1”
Todoist uses natural language input, so typing “tomorrow” automatically sets the due date.
🔹 Step 3: Organize with Projects
Create projects to group related tasks.
Examples:
- 🏢 Work Projects
- 🏠 Home Tasks
- 🎯 Personal Goals
You can color-code projects for visual clarity.
🔹 Step 4: Use Sections and Subtasks
- Sections divide a project into phases (e.g., “Planning,” “Execution”).
- Subtasks break tasks into smaller steps for better tracking.
🗓️ 3. Scheduling and Prioritizing Tasks
Todoist helps you manage when and how important each task is.
🔸 Due Dates
Type natural phrases like:
- “today,” “next Monday,” or “every Friday”
Todoist automatically recognizes recurring tasks.
🔸 Priorities
There are four priority levels:
- 🔴 P1 – Critical
- 🟠 P2 – Important
- 🟡 P3 – Normal
- ⚪ P4 – Low
Use priorities to focus on what matters most.
🧩 4. Using Labels and Filters
Labels and filters help you manage complex workflows efficiently.
🔹 Labels (@)
Labels categorize tasks by context.
Examples:
- @email – tasks requiring email
- @phone – calls to make
- @deepwork – focused tasks
🔹 Filters
Filters create custom views.
Examples:
@work & today→ shows today’s work tasksp1 | overdue→ shows urgent or late tasks
(Source: Todoist Inspiration Guide)
👥 5. Collaborating with Others
Todoist makes teamwork simple.
- Share projects with teammates or family.
- Assign tasks to specific people.
- Comment and attach files directly to tasks.
- Receive notifications for updates and completions.
This is ideal for shared checklists, business projects, or household planning.
📊 6. Tracking Progress and Productivity
Todoist offers built-in analytics to keep you motivated.
🔸 Karma Points
Earn points for completing tasks and maintaining streaks.
You can view:
- Daily/weekly goals
- Productivity trends
- Long-term streaks
🔸 Completed Tasks View
Review finished tasks to reflect on what you’ve achieved.
🧠 7. Advanced Features (Pro & Business Plans)
Todoist Pro and Business plans unlock powerful tools:
| Feature | Description |
|---|---|
| Reminders | Get alerts via push, email, or SMS |
| Calendar Integration | Sync with Google Calendar, Outlook, or Apple Calendar |
| Task Duration | Set how long tasks take |
| Boards View | Visualize projects like Trello |
| AI Task Assistant | (2026 feature) Suggests priorities and deadlines based on your habits |
(Source: Mastering Todoist: Tips and Tricks for Efficient Workflow)
🧩 8. Integrations and Automation
Todoist integrates with hundreds of apps:
- Google Calendar – sync tasks and events
- Slack – create tasks from messages
- Zapier / Make (Integromat) – automate workflows
- Notion, Gmail, Outlook – quick task creation
Example automation:
“When a new email is starred in Gmail, create a Todoist task.”
(Source: YouTube – How to Create Your Own Workflows in Todoist (2025 Full Guide))
💡 9. Pro Tips for Power Users
- Use keyboard shortcuts (e.g.,
qto add a task). - Create a Morning Review filter:
today | overdue. - Use templates for recurring projects.
- Combine labels + filters for advanced GTD (Getting Things Done) workflows.
- Regularly review your Upcoming view to plan ahead.
🚀 10. Example Workflow: The GTD Method
Todoist aligns perfectly with the Getting Things Done (GTD) system by David Allen.
- Capture – Add all tasks as soon as they come to mind.
- Clarify – Break tasks into actionable steps.
- Organize – Use projects, labels, and due dates.
- Reflect – Review daily and weekly.
- Engage – Focus on your top priorities.
✅ Final Thoughts
Todoist in 2026 is more powerful and intuitive than ever.
Whether you’re managing work projects, personal goals, or daily errands, Todoist helps you stay organized and productive — anywhere, anytime.
Start simple:
- Add a few tasks
- Organize them by project and priority
- Build consistency
Soon, Todoist will become your personal productivity command center.
Further Reading & Resources:
- Todoist Official Guide
- Todoist Help Center – Tips & Tricks
- Mastering Todoist (ImpactDots Blog)
- Todopedia – Todoist Guide by James Rutherford, Ph.D.
Key Takeaways
- Todoist is a user-friendly task management app that promotes productivity.
- Users discuss Todoist’s utility and share tips on dedicated Reddit communities.
- The app’s cross-platform support and integration with other tools enhance its functionality.
Exploring Todoist Features and Capabilities
Todoist offers a range of task management tools designed to cater to everyone from individual planners to large teams. The app provides a seamless experience across various platforms, ensuring that tasks and projects are organized and accessible.
Getting Started with Todoist
Todoist appeals to new users with its intuitive interface. Upon setup, one finds it easy to add tasks, set due dates, and categorize work. The free plan allows users to create tasks and simple lists, making it an accessible choice for personal task management.
Task Management and Organization
The core functionality of Todoist lies in its robust task management system. Users can create tasks, subtasks, and recurring tasks. Tasks may be sorted by due date, priority, or custom filters. The natural language processing feature simplifies task entry, making it possible to add tasks quickly.
Advanced Functionality for Productivity
For those seeking more, Todoist Premium offers features such as reminders, labels, and the ability to upload files to comments. Calendars like Google and Apple Calendar can sync with Todoist, optimizing one’s planning and scheduling. Use of advanced filters and templates further enhances the workflow.
Platforms and Accessibility
Todoist supports a range of devices including Android, iPhone, Windows, Mac, iPad, MacOS, and Apple Watch. With browser extensions and a responsive web app, the platform ensures users can manage their tasks from nearly any device with syncing across all their tech.
Collaboration and Teamwork
For teams, Todoist provides a collaborative environment with the ability to share projects, assign tasks to people, and facilitate team communication through comments and file sharing. These tools support team collaboration and help streamline the completion of collective goals.
