Program managers juggling grant deadlines, partner check-ins, and field visits often lose track of small commitments in the gap between meetings and email. Todoist gives an individual or a small team a single, fast place to capture tasks and see what actually needs attention today, without the overhead of a full project management platform.
What Todoist does
Todoist is a task management app for individuals and small teams. It organizes work into projects, uses natural language to schedule tasks quickly, and layers on filtering, recurring due dates, and basic team collaboration for shared work.
Key features
- Smart Quick Add: type a task in plain language and Todoist parses the due date, project, and priority automatically.
- Filter views: build custom views like “overdue and high priority” without manually sorting a list each day.
- Calendar layout: see tasks alongside scheduled time blocks for the week (Pro and above).
- Shared team workspace: collaborate on shared projects with role-based permissions (Business plan).
- Recurring due dates: set tasks to repeat on flexible schedules, useful for recurring reporting or check-in tasks.
- Activity history: review what was completed and when, useful for personal accountability or light reporting.
Pricing
Todoist publishes its pricing directly, with a meaningful discount for annual billing.
| Plan | Monthly billing | Annual billing | Best for |
|---|---|---|---|
| Beginner | Free | Free | Individuals with up to 5 projects and basic task tracking |
| Pro | $7/month | $5/month ($60/year) | Individuals needing up to 300 projects and full reporting history |
| Business | $10/user/month | $8/user/month ($96/user/year) | Teams needing a shared workspace and centralized billing |
Todoist increased Business plan pricing in December 2025, from $8/$6 per user to the current $10/$8 per user rates shown above. Confirm current pricing directly with Todoist before subscribing, since task management tools adjust rates periodically.
Pros and cons
| Pros | Cons |
|---|---|
| Free plan covers basic personal task tracking with no cost | Free plan’s 5-project limit is restrictive for anyone managing multiple workstreams |
| Natural language task entry makes daily capture genuinely fast | Business plan pricing has increased twice in recent pricing updates |
| Annual billing offers a meaningful discount over monthly on both paid plans | Reporting and analytics are lighter than dedicated project management platforms |
Who it’s for
Todoist fits program managers, individual contributors, and small teams who need a fast, low-overhead way to track personal or shared tasks without adopting a full project management system.
Who should skip it
If your team needs Gantt charts, resource planning, or detailed multi-project reporting across a whole program, a dedicated project management platform will serve those needs better than a task app.
How to get started
Start on Todoist’s free plan to test whether the workflow fits your daily routine, then upgrade to Pro once you need more than five active projects.
FAQ
Can multiple people collaborate on the same Todoist project for free?
Yes, basic collaboration is available on the free plan, though team-wide features like shared workspaces and centralized billing require the Business plan.
Does Todoist support recurring tasks?
Yes. Tasks can be set to repeat on flexible schedules, which is useful for recurring check-ins or reporting deadlines.
What happens to my projects if I exceed the free plan’s limit?
You will need to archive or delete projects to stay within the free plan’s 5-project limit, or upgrade to Pro for up to 300 projects.
Disclosure: Impact DOTS may earn a commission if you sign up for Todoist through the links in this article. This does not change what you pay, and it does not influence which tools we choose to cover.
