You’ve likely heard a lot about Todoist, and for good reason.

This widely popular task manager app is celebrated for its simplicity, user-friendliness, and effectiveness. Not to mention, it offers a solid free version and seamless task management across all your devices.

However, amidst all the buzz, the most crucial question remains: does Todoist truly align with YOUR needs?

That’s precisely what this comprehensive Todoist review aims to uncover. We’ll delve into its UX/UI, important features, pricing, strengths, weaknesses, and more.

Whether you’re considering Todoist for your project management requirements, contemplating an upgrade as a current user, or simply curious about how it compares to other to-do list apps, this detailed review is your roadmap.

We also introduce Upbase as a free and powerful alternative to Todoist. If you’d like to see why we feel like it’s a better option for many individual users and small teams, why not give it a test drive?

I. Todoist Review: User Interface, Key Features, Pricing, etc.

1. Getting Started

So, is it easy to get started with Todoist?

Absolutely! Getting started with Todoist is remarkably easy.

The sign-up process is straightforward: Simply enter your email address, create a strong password, and choose a username. In a matter of minutes, your account is ready to roll.

Once logged in, you’ll be directed to your workspace where you can start to add tasks, schedule your to-do list, and more.

Here’s how the app’s interface looks:

2. Todoist’s Key Features and Functionality

A. Natural Language Input

One of Todoist’s most intriguing features is its natural language input. It lets you add tasks and attributes using everyday language.

For example, to create a new task named “Meeting with Ada” with a due date set for today at 9:30 in Todoist, simply type “Meeting with Ada tod 9:30”.

You can use the feature to add different attributes, such as task priority levels, reminders, and even set recurring tasks.

This form of task entry reduces the friction of clicking fields and entering information into each. In short, it helps you create tasks more quickly.

B. Inbox, Today, and Upcoming Views

As your to-do list grows, it gets harder to determine what to work on first.

Understanding this, Todoist provides three view useful views – “Inbox,” “Today,” and “Upcoming” – to help you organize and prioritize tasks effectively.

Let’s take a closer look at each view:

Inbox

Inbox is the catch-all for new tasks that you’re unsure where to organize.

The premise is simple: to get the tasks out of your head and centralize them in a place for scheduling or organizing later, ensuring you don’t forget any important tasks.

Additionally, Inbox is the default home for overdue tasks.

Today

Tasks with due dates set for the current day will automatically appear in the “Today” view.

It acts as a focused list of what needs immediate attention, helping users prioritize tasks for the day.

Upcoming

Tasks with due dates in the upcoming days, weeks, or months (but not for today) will show up here.

The Upcoming view is perfect for planning and preparing ahead to get a handle on what’s on the horizon.

You can navigate to any date in the future by scrolling down the to-do list or using the week picker at the top. Then, click + Add task to create a task on a selected day.

Below is a quick comparison table among the three views:

	Purpose	Focus
Inbox	Store newly added tasks without due dates	Incoming tasks requiring attention
Today	Tasks due or scheduled for today	Immediate tasks needing completion
Upcoming	Tasks with due dates in the future	Planning and preparation for future tasks

Additionally, in each view, Todoist offers three ways to visualize your tasks: “List”, “Board”, and “Calendar”:

• “List” displays tasks in a simple, straightforward list format so that you can easily scan through and manage tasks. This layout is perfect for folks who like things straightforward and organized.
• “Board” lets you organize tasks into different columns, providing a visual representation of your progress and workflow stages. It’s handy for those who prefer a more visual approach to task management.

• “Calendar” visualizes tasks and deadlines. It helps prevent scheduling conflicts and ensures you don’t overcommit. The calendar view offers two layout options: weekly calendar and monthly calendar.

Summary:

Todoist’s view and layout options offer a structured approach to task management.

They help you easily identify and tackle tasks based on urgency and deadlines, keep your to-do list in check, and stay focused on what’s important.

C. Task Management

Task details

Todoist is great for task management because it comes with helpful features like due dates, task priorities, labels, and reminders.

• With due dates, you can set deadlines to make sure tasks get done on time.
• Task reminders nudge you to tackle tasks when they’re due.
• Priority levels help you see which tasks are most important.
• Labels let you organize tasks into categories.

Structure and organization

With Todoist, you can create sub-tasks to break down complex tasks into smaller, more doable steps. This helps you easily stay on top of everything and track progress step by step.

You can also organize tasks into sections to keep things neat and focused. Use features like labels, filters, and sorting options to add another layer of organization to your tasks.

Labels are customizable tags that you can assign to tasks for additional categorization.

They help you classify tasks based on themes, contexts, or specific projects. For example, you could use labels like “Work,” “Personal,” or “Waiting” to easily identify and filter tasks.

Filters are powerful search queries that allow you to create personalized task views by combining various parameters such as due dates, labels, and project names.

This ensures that you see only the tasks relevant to your current focus or context.

Sorting options give you the flexibility to arrange tasks within projects or views by due date, priority, project, or assignee, based on your preferences.

Summary:

Labels, filters, and sorting options in Todoist make managing tasks easier and more efficient. They help users create a personalized task management system that fits their way of working and what they like.

B. Project Management

More than a simple to-do list app, Todoist also functions well as a project management tool.

• Hierarchical Structure

You can use Todoist projects to organize your bigger goals.

Even better, as your list of projects grows, you can create sub-projects to maintain order. This feature helps you categorize related projects under a parent project, keeping your workspace neat and manageable.

• Templates

If you have recurring tasks or projects with similar structures, save them as templates in Todoist to reuse them effortlessly.

C. Collaboration

Todoist simplifies team collaboration, offering features that seamlessly integrate into project workflows:

• Shared Projects:

You can easily share projects and invite others to Todoist. Just right-click the project, select “Share”, enter the person’s name or email, and click “Invite” to send the invitation.

• Task Assignment:

After sharing projects with your team, you can assign tasks to specific members. This ensures everyone knows their roles, making collaboration smoother and task distribution more efficient.

• Task Comments:

No need for external communication channels. Use Todoist’s comment feature to share context or start discussions with other collaborators.

• Real-Time Sync:

Todoist’s real-time synchronization ensures that changes made by one team member are instantly reflected for others.

Summary: The collaborative aspect of Todoist enhances project management, making it a suitable platform for both personal tasks and team-based ones.

D. Customization

Todoist gives you a lot of freedom to customize your project management experience.

With features such as labels, filters, sorting options, and project organization, you can make Todoist work just the way you like it.

This means you can adapt it to fit your personal preferences and specific workflow needs, making your project management experience truly personalized.

E. Global Search

Todoist’s search functionality is global, covering all your tasks, projects, and labels across the entire platform.

You can employ natural language search queries to find tasks, refine searches based on criteria like due dates, labels, and project names, and save frequently used search queries.

Todoist’s search function provides accurate and relevant results. This ensures that users can effortlessly find specific items within their task database, minimizing the time spent looking for information.

F. Karma System & Productivity View

Wish to maximize your productivity? Todoist’s Karma and Productivity View will give you an extra boost!

The Karma System is a gamified feature designed to provide you with additional motivation for completing tasks and maintaining productivity.

As you check off tasks completed within their due time and consistently achieve your goals, you’ll earn Karma points.

What’s more, as you accumulate these points, you can unlock new levels and even discover new mystery themes.

Conversely, if you have 4 or more overdue tasks, you will lose Karma points.

You can review your completed tasks and track your Karma points in the Productivity view. It’s a streamlined view where you can see all the tasks you’ve completed for the day and week.

These tasks are organized by priority and due date, allowing you to quickly discern what needs to be done and prioritize your work accordingly.

In short, it helps you stay on track and avoid feeling overwhelmed by a long list of tasks.

G. Cross-Platform Functionality

Todoist offers apps for all the major platforms, including macOS, iOS, Android, Windows, Linux, and the web, enabling seamless access to your to-do list across multiple devices.

3. Todoist Interface Design and User Experience

Todoist’s interface design and user experience are highly commendable.

Its simplicity, versatility, and robust feature set make it a top choice for individuals and teams seeking an effective task management solution.

The interface is clean and uncluttered. The layout is intuitive, with tasks organized in a straightforward list format, and the use of whitespace enhances readability.

Todoist’s “Quick Add” feature enables users to add tasks swiftly without navigating away from their current view.

Its natural language input allows users to enter task details using everyday language. This feature enhances usability and saves time by streamlining the task creation process.

Besides, users can customize themes, choose from various viewing options, and adjust settings to optimize their workflow. This level of personalization contributes to a more enjoyable and efficient user experience.

In short, whether managing personal tasks or collaborating with colleagues, Todoist provides a seamless and enjoyable user experience that fosters productivity and organization.

II. Todoist Pricing and Plans

Todoist pricing has three tiers: Free plan, Pro plan, and Business plan:

	Free Plan	Pro Plan	Business Plan
Pricing: +Billed annually +Billed monthly	$0	+$4 per month +$5 per month	+$6 per month +$8 per month
Active projects	5	300	500
Filter views	3	150	150 each member
File uploads	5 MB	100 MB	100 MB
People per project	5	5	+5 per personal project +250 per team project
Activity history	1 week	Unlimited	Unlimited
Calendars	–	✅	✅
Reminders	–	✅	✅
Team guests	–	–	Unlimited

1. Free plan

Todoist’s Free plan offers basic task management features to help individuals get organized and stay on top of their to-do list.

Key features include task creation, due dates, priority levels, labels, filters, and collaboration with up to 5 team members per project.

While the Free plan provides access to essential task management tools, it comes with limitations and no access to advanced features.

2. Pro plan

Todoist’s Pro is a paid plan that unlocks additional features and functionalities for individuals looking for enhanced productivity tools.

It allows users to create 300 personal projects at maximum, set reminders, upload files up to 100MB, and more.

3. Business Plan

Todoist’s Business is designed for teams and organizations looking to collaborate more effectively and manage projects efficiently.

In addition to all the features included in the Premium plan, Todoist Business offers a team workspace, user permissions and controls, and priority support. Plus, Todoist integrates with other productivity apps like Slack, Google Calendar, and Microsoft Teams.

Overall, Todoist’s pricing and plans are designed to offer flexibility and scalability, allowing users to choose the option that best fits their individual or team needs.

Whether you’re a solo user looking to boost personal productivity or a large organization seeking a comprehensive project management tool, Todoist provides a range of options to suit your requirements.

III. User Reviews and Community Feedback

1. Positive Feedback

On Reddit, Capterra, and G2, we find Todoist is most praised for its minimalist design, user-friendly layout, and cross-platform compatibility.

“Dedicated apps across every major device type – iOS, Android, Windows, Mac, and web – and they all work super well and have a consistent look and feel. That’s very impressive and very much appreciated.”, said a user on Reddit.

Many users love the ease of use of this task manager app, as well as its ability to add, organize, and assign tasks quickly.

“I love how easy it is for me to plan my daily, weekly and even monthly activities, assignments and personal activities. Todoist makes it easy for me to be productive, plan, and complete my tasks.”, said a user on Capterra.

“It’s simple to get started with Todoist without any hassles. It is simple to plan and organize my routine tasks and projects with Tick. I can easily prioritize important tasks with Todoist. It has a reminder feature that ensures that I don’t forget or miss any tasks and projects. It is simple to collaborate with my team effectively on their work schedules using Todoist.”, said a user on G2.

Besides, some Todoist reviews mention how the app’s recurring tasks, reminders, and productivity metrics help them improve efficiency and gain motivation to complete tasks on time.

2. Constructive Criticism

Some users point out that Todoist is primarily suitable for personal task management or handling simple projects.

In other words, the to-do list app lacks dedicated features for managing larger tasks or more complex projects.

“While it is great for quick tasks that can be done within a few minutes, it becomes less useful as the tasks get bigger.”, on Capterra.

While Todoist offers labels and filters for further task categorization, its filtering system is considered so basic, especially compared to other project management software solutions.

“Its filtering options are not as efficient and only allow very basic filters, since they do not allow, for example, to filter all the tasks without date or without labels and there are tasks that can be lost”, on G2.

Moreover, some users wish this to-do list app to provide extra productivity features such as a journaling tool where they can reflect on their work day.

“I wish that I somehow had a section where one can write about their overall day, for example, a journal section where I can write paragraphs.”, on Capterra.

IV. Pros and Cons of Todoist

Alright, let’s summarize Todoist’s strengths and weaknesses:

Todoist Pros

• Clean and easy-to-use interface
• Simple to-do list and task management
• Handy productivity-enhancing features
• Cross-platform functionality

Todoist Cons

• Basic subtasks
• The Windows app isn’t as good as the Mac app
• Not as customizable or scalable as some other apps

V. Who Is Todoist For?

Todoist is a versatile project management software that can cater to a wide range of users.

However, there are certain groups for whom Todoist may be particularly well-suited, as well as others who may find it less suitable.

For:

• Individuals with a busy schedule who need a reliable tool to organize personal projects and track tasks
• Freelancers or professionals with complex workflows and multiple projects
• Remote teams, small businesses, and groups working on projects together
• Users who need to access their to-do list from multiple devices

Not For:

• Those seeking advanced features for project management and collaboration
• Customizability is a top priority for you
• Subtasks are a crucial part of your task management system

Introducing Upbase: Your Ultimate Alternative to Todoist

Now, if you’re looking for a task manager solution that goes beyond the ordinary? Meet Upbase!

With its rich array of features and easy-to-use interface, Upbase emerges as the ultimate alternative to Todoist, offering unparalleled capabilities that elevate your productivity to new heights.

What sets Upbase apart from Todoist? Let’s break it down:

1. Robust Planning Tools

One of the standout features of Upbase is its integrated planning tools, which set it apart from Todoist in terms of functionality and convenience.

With native calendars offering day, week, and month views, as well as time-blocking capabilities, Upbase allows you to visualize your tasks and optimize your schedule for maximum productivity.

Add to that a built-in Pomodoro timer with ambient sounds, a daily planner for detailed scheduling, and a notepad for quick notes, and you have all the tools you need to stay focused and on track throughout the day.

And let’s not forget Upbase’s seamless integration with Google Calendar, which offers a two-way sync and allows you to connect multiple calendar accounts to a single workspace.

With events from synced Google calendars appearing in Upbase with their original colors, managing your schedule has never been easier or more intuitive.

2. Comprehensive Hierarchical Structure

At the core of Upbase’s appeal lies its comprehensive hierarchical structure, which surpasses Todoist in both depth and customizability.

Upbase offers various levels of organization, including:

Folders (1) -> Project lists (2) -> Sections (3) -> Tasks (4) -> Subtasks (5)

This provides the flexibility you need to manage projects of any size or complexity effectively.

Whether you’re a solo entrepreneur juggling multiple ventures or a small team collaborating on a shared project, Upbase’s hierarchical structure ensures that you can stay on top of your tasks with ease.

3. Enhanced Task Management Features

Upbase isn’t just about organization—it’s also about empowering you with powerful task management features that go above and beyond what Todoist offers.

From robust task tags with filtering capabilities to comprehensive subtask management, Upbase gives you the tools you need to customize your workflow and stay focused on what matters most.

With color-coded priorities, due dates, attachments, and more, managing your tasks has never been easier or more intuitive.

4. Seamless Collaboration

But perhaps what truly sets Upbase apart from Todoist is its comprehensive collaboration capabilities.

Its Docs, Files, and Links modules allow you to manage, share, and collaborate on different kinds of project data.

Some standout functions are:

• Creating collaborative documents
• Managing file versions
• Sharing data links
• Tagging someone in the comment box
• Adding watchers

Even better, you can embed Google Docs and Drive folders for a unified view.

Besides, Chat and Messages are perfect tools for facilitating seamless communication.

In conclusion, Upbase stands out as a compelling alternative to Todoist, offering a comprehensive suite of features designed to enhance your productivity and streamline your workflow.

From its hierarchical structure and robust task management capabilities to its integrated planning tools and seamless collaboration features, Upbase empowers you to take control of your tasks and accomplish more with less effort.

So why settle for Todoist when you can experience the power of Upbase for yourself? Try Upbase today and discover a new level of productivity that will revolutionize the way you work.

FAQs

1. What are the disadvantages of Todoist?

Some disadvantages of Todoist include:

• Limited functionality in the free version.
• Lack of advanced project management functionalities compared to some competitors.
• Potential complexity for very detailed task management needs.

2. How effective is Todoist?

Todoist is highly effective for simple task management, offering intuitive features, cross-platform accessibility, and customizable organization options.

Combined with its handy collaboration features, Todoist is a popular choice for managing both personal and work tasks.

3. Is it safe to use Todoist?

Yes, Todoist is generally considered safe to use. It employs industry-standard security measures to protect user data and privacy.

However, as with any online service, users should still practice good password hygiene and be cautious about sharing sensitive information.

4. What is better than Todoist?

Some alternatives to Todoist that users may find better include Trello, Upbase, and Any.do. Each of these tools offers unique features and interfaces that may better suit specific workflows or requirements.

Note: The concept of “better” can vary depending on individual needs and preferences.

5. Is Todoist free good enough?

Todoist’s free version is good enough for those seeking a straightforward and user-friendly task manager solution for organizing their task lists and projects.

However, advanced features and integrations are available with paid plans for those requiring more functionality.

6. Can you do daily tasks on Todoist?

Yes, Todoist allows users to manage daily tasks efficiently thanks to its robust features like task lists, priority levels, due dates, reminders, recurring tasks, labels, etc.

7. How much does Todoist cost 2024?

Todoist offers a free plan with limited features, a Pro Plan, and a Business Plan.

• Pro Plan – priced at $4 per month billed annually or $5 per month billed monthly.
• Business Plan – priced at $6 per month billed annually or $8 per month billed monthly