¶ Todoist
¶ Tools
¶ Introduction to the Todoist Course
Task management lies at the center of modern life. Whether one is building a career, organizing a family schedule, managing academic work, pursuing creative projects, or simply trying to bring order to a world that often feels overwhelming, the ability to manage tasks effectively is indispensable. Yet traditional to-do lists, despite their simplicity, frequently fail to keep pace with the complexity of contemporary responsibilities. They grow cluttered, lose structure, and gradually become repositories of unfulfilled intentions rather than engines of productivity. Todoist emerged as a tool that addresses this struggle with clarity, intention, and a sense of calm efficiency. It offers more than a digital checklist—it presents a philosophy of organized living grounded in clarity, accountability, and adaptability.
This introductory article launches a series of one hundred in-depth explorations of Todoist. But before we begin examining the platform’s specific features and methodologies, it is essential to understand what Todoist represents: a reconsideration of how we plan, prioritize, and execute our commitments in a fast-moving world. Todoist is not merely software; it embodies a perspective on productivity that balances structure with flexibility, rigor with creativity, and planning with action.
At its core, Todoist operates on a principle that good task management should reduce cognitive load. One of the most persistent challenges of modern life is mental clutter—the constant pressure of remembering tasks, deadlines, obligations, and aspirations. This mental load drains attention and energy, leaving less room for meaningful work and reflective thought. Todoist addresses this by becoming a “second mind”—a trusted system that captures tasks as they arise, organizes them clearly, and makes them available when needed. Instead of relying on memory, users rely on a consistent, well-structured environment where nothing is lost and everything has its place.
Todoist’s design reflects this philosophy. The interface is clean, intuitive, and free from distraction. Adding a task takes seconds. Sorting work into projects, assigning due dates, labeling tasks for easy retrieval, and filtering lists based on context are actions that require minimal friction. The tool mirrors the clarity of a well-organized notebook while offering the dynamic capabilities of a modern digital system. The simplicity of its interface does not diminish its depth; rather, it allows users to build sophisticated systems without feeling overwhelmed. This course will explore how Todoist achieves this balance and how users can harness its simplicity to support even the most intricate workflows.
One of Todoist’s most compelling features is its natural-language input. Tasks can be typed as if one were writing a note to oneself—“Submit report tomorrow,” “Call Alex next Friday,” “Plan trip in October”—and Todoist interprets these phrases intelligently. This design choice reflects a deep understanding of human behavior. Productivity tools must accommodate the way people think, not force them into rigid structures. By allowing users to articulate tasks in everyday language, Todoist integrates seamlessly into their cognitive rhythms. This integration will be explored extensively across the course, as it serves as a cornerstone of Todoist’s usability.
Beyond capturing tasks, Todoist emphasizes meaningful organization. Projects allow users to group related tasks into coherent themes—work responsibilities, personal goals, travel planning, academic assignments, long-term ambitions. Labels introduce an additional layer of contextual organization, enabling users to tag tasks by energy level, location, priority, or domain. Filters then allow users to dynamically view tasks based on combinations of criteria. This multi-dimensional approach transforms Todoist into a system that adapts to the user’s thinking rather than imposing a rigid hierarchy. The course will examine how different users conceptualize their task landscapes and how Todoist’s flexible structure permits a personalized approach to organization.
Another key theme of this course is Todoist’s relationship with time. Modern productivity often suffers not from a lack of planning but from unbalanced planning—days overloaded with unrealistic expectations and weeks that drift without clear direction. Todoist introduces tools such as recurring tasks, scheduled reminders, priorities, and daily reviews to help users cultivate a healthy relationship with time. Recurring tasks anchor routines; reminders reduce the stress of remembering; priorities establish intention; and daily or weekly reviews keep goals aligned with reality. Todoist is, in this sense, not only a task manager but also a tool for developing time-awareness. Over the course of these articles, we will examine how Todoist helps users create sustainable patterns of focus, renewal, and accomplishment.
Todoist also plays a significant role in fostering discipline through gentle accountability. The Karma system, for example, gamifies productivity—not as a distraction but as a subtle motivational framework. Completing tasks awards points; missing deadlines reduces them; consistency is rewarded. Though optional, this system reflects an understanding of human psychology: visible progress reinforces habits, and small rewards strengthen routines. The intention is not competition but mindfulness. Karma helps users observe their patterns, identify imbalances, and cultivate momentum. Future articles will delve into the psychology behind such elements and their impact on long-term behavior.
Collaboration is another vital dimension of Todoist’s identity. Modern work is rarely solitary. Teams rely on shared understanding, clear delegation, and coordinated action. Todoist integrates collaboration seamlessly by allowing users to share projects, assign tasks to others, exchange comments, and track progress collectively. These features transform Todoist from a personal productivity tool into a platform for collective achievement. Whether coordinating a household, managing a project team, or organizing a community initiative, Todoist provides the structure necessary for shared clarity. This course will explore collaborative patterns, best practices, and real-world use cases across various professional and personal contexts.
Todoist’s cross-platform design is also central to its value. It operates smoothly on mobile devices, desktops, browsers, smartwatches, and integrations with email clients and virtual assistants. This ubiquity ensures that productivity is not confined to a single device or environment. Tasks can be captured anywhere, reviewed anytime, and completed whenever appropriate. This seamless continuity reflects a modern expectation of flexibility: productivity should follow the individual, not the other way around. Later articles will examine Todoist’s platform-specific behaviors and its integrations with other productivity ecosystems.
In addition to examining its features, this course will explore Todoist as part of a broader intellectual tradition of task management. Concepts such as Getting Things Done (GTD), time-blocking, habit formation, cognitive offloading, and prioritization techniques all find expression within Todoist. The platform does not enforce any single methodology, but it supports many, allowing users to adapt the tool to their preferred styles. Understanding these methodologies enhances Todoist’s utility, and future articles will explore how different productivity philosophies align with Todoist’s capabilities.
Another significant aspect of Todoist is its potential to reduce anxiety. Task management is not only a logistical challenge but also an emotional one. Unfinished tasks can create a sense of pressure, uncertainty, or overwhelm. todoist alleviates this by providing a clear, stable repository for commitments. When tasks are externalized into a trusted system, mental space frees up for creativity, reflection, and deeper engagement with meaningful work. The course will examine how Todoist contributes to mental well-being and how users can cultivate healthier work habits through its features.
Todoist’s long-term impact becomes especially visible when considering personal growth. As users complete tasks, track progress, archive projects, and reflect on their patterns, they accumulate a visible record of their efforts. This historical record creates a sense of trajectory—a narrative of growth, discipline, and achievement. Todoist, in this sense, becomes more than a tool for managing the present; it becomes a companion through one’s development. This relationship between productivity and personal identity forms another thread that will run through the later articles of the course.
The adaptability of Todoist also makes it suitable for diverse domains. Professionals use it to manage deadlines, meetings, deliverables, and strategic planning. Students use it to track assignments, exams, and study routines. Families use it to manage shared responsibilities, appointments, and daily routines. Creatives use it for idea capture, project sequencing, and ongoing practice. Entrepreneurs use it to balance business development with operational tasks. Each of these contexts reveals different facets of Todoist’s flexibility, and this course will explore examples from across these landscapes.
At a deeper level, Todoist invites reflection on the nature of productivity itself. Productivity is often misunderstood as unending output or perpetual motion. But genuine productivity involves clarity, intention, focus, and sustainability. Todoist supports these qualities by encouraging users to make thoughtful choices about what truly matters. It becomes a tool not only for doing but for deciding. The course will explore how this distinction reshapes the way individuals engage with their work and lives.
As we begin this hundred-part exploration, the goal is not simply to learn how Todoist works but to understand how to think through Todoist. This course will guide learners through advanced features, thoughtful strategies, cognitive principles, emotional dimensions, and practical workflows. By the end, learners will not only know Todoist’s mechanics but also how to build a personalized productivity system that reflects their values, goals, and rhythms.
With this introduction, the journey begins.
¶ Todoist
¶ Beginner Level
1. Introduction to Todoist: What It Is and How It Can Help You
2. Setting Up Your Todoist Account: A Step-by-Step Guide
3. Exploring the Todoist Interface: Key Features and Layout
4. How to Create Your First Task in Todoist
5. Organizing Tasks: Projects, Labels, and Filters in Todoist
6. Understanding Todoist’s Task Priority Levels
7. How to Use Due Dates and Reminders in Todoist
8. Customizing Todoist’s Theme and Preferences for Your Workflow
9. How to Add and Manage Subtasks in Todoist
10. Getting Started with Todoist’s Mobile App
11. How to Use Todoist’s Today and Upcoming Views for Task Management
12. How to Mark Tasks as Completed in Todoist
13. Setting Up Recurring Tasks in Todoist for Regular Activities
14. Understanding Todoist’s Inbox and Task Management System
15. How to Use Comments and Notes on Tasks in Todoist
16. How to Attach Files and Links to Todoist Tasks
17. Working with Todoist’s Basic Sorting and Filtering Options
18. Introduction to Todoist’s Productivity Visualization Tools
19. Creating and Managing Todoist Projects for Task Organization
20. How to Create and Use Templates in Todoist
21. How to Share Projects with Others in Todoist
22. Using Todoist for Simple To-Do Lists and Daily Planning
23. Setting Up Todoist’s Email-to-Task Feature
24. How to Use Todoist’s Web Extension for Task Management
25. How to Collaborate with Teams Using Todoist Projects
26. Introduction to Todoist Karma for Tracking Productivity
27. How to Create Custom Filters for Personal Task Management
28. Introduction to Todoist’s Smart Lists for Prioritizing Tasks
29. How to Use Todoist on Desktop: Overview and Features
30. Managing Task Deadlines with Todoist’s Calendar View
¶ Intermediate Level
31. How to Organize Tasks with Projects and Sections in Todoist
32. Using Todoist for Time Management: Breaking Tasks into Smaller Steps
33. Advanced Task Prioritization with Todoist’s Custom Filters
34. How to Manage Repeating Tasks and Recurring Events in Todoist
35. Setting Up Todoist for Weekly and Monthly Planning
36. How to Set and Track Personal Goals with Todoist
37. Using Todoist to Collaborate on Team Projects and Tasks
38. How to Share and Delegate Tasks to Team Members in Todoist
39. Introduction to Todoist’s Integration with Google Calendar
40. Setting Up Todoist’s Custom Notifications and Alerts
41. How to Use Todoist’s Labels for Efficient Task Sorting
42. How to Use Subprojects to Keep Large Projects Organized in Todoist
43. Understanding and Managing Todoist’s Filters and Queries
44. How to Track Time Spent on Tasks with Todoist’s Productivity Tools
45. Setting Up Todoist for Long-Term Goal Planning
46. How to Use Todoist’s Natural Language Processing for Task Entry
47. How to Use the Todoist Widget for Quick Task Access
48. Setting Up Smart Labels in Todoist for Time and Context-Based Filtering
49. How to Leverage Todoist’s Nested Tasks for Better Task Structuring
50. Integrating Todoist with Other Productivity Tools (e.g., Zapier, IFTTT)
51. Using Todoist’s Tags to Organize Tasks Across Multiple Projects
52. How to Use Todoist’s Task Importing and Exporting Features
53. Setting Up Recurring Deadlines and Milestones for Projects
54. How to Create and Manage Task Templates in Todoist for Repetitive Work
55. Introduction to Todoist’s Team Features: Assigning and Collaborating on Tasks
56. Managing Multiple Workflows in Todoist with Custom Filters
57. Setting Up Todoist to Track Habit-Forming Tasks
58. How to Use Todoist’s Karma Score to Measure Productivity
59. How to Visualize Your Tasks Using Todoist’s Charts and Reports
60. How to Automate Task Creation with Todoist’s API and Integrations
¶ Advanced Level
61. How to Use Advanced Filters for Complex Task Sorting in Todoist
62. Managing Complex Projects with Multiple Subtasks and Dependencies in Todoist
63. How to Use Todoist’s Templates for Advanced Project Planning
64. Advanced Collaboration Techniques in Todoist: Permissions, Comments, and Notifications
65. How to Automate Your Workflow with Todoist and Zapier
66. Integrating Todoist with Slack for Task Notifications and Collaboration
67. Using Todoist for GTD (Getting Things Done): Advanced Strategies
68. How to Manage Multiple Teams and Projects in Todoist
69. Advanced Time Management Strategies Using Todoist’s Task Scheduling
70. How to Optimize Todoist’s Filtering System for Advanced Productivity
71. Using Todoist’s API for Custom Task and Project Management Solutions
72. How to Build and Track Detailed Project Timelines in Todoist
73. How to Use Todoist with Trello for Task and Project Integration
74. Setting Up and Managing Todoist for Agile Project Management
75. Advanced Task Dependencies and Linkage Techniques in Todoist
76. How to Create Detailed Reports Using Todoist’s Exporting Tools
77. Managing Long-Term Projects with Todoist’s Milestone and Deadline Tracking
78. How to Use Todoist’s Karma Tracking to Improve Productivity Over Time
79. Creating Custom Dashboards in Todoist to Visualize Task Data
80. How to Set Up and Manage Client Projects in Todoist for Freelancers
81. How to Create Custom Workflows in Todoist for Large Teams
82. Setting Up Todoist for Digital Nomads: Managing Remote Work Projects
83. How to Conduct a Full Productivity Review Using Todoist’s Tools
84. Integrating Todoist with Google Sheets for Advanced Task Reporting
85. How to Manage Multiple Clients with Todoist’s Project and Task Management
86. Using Todoist for Personal Development: Tasking and Tracking Self-Improvement
87. Advanced Search Techniques Using Todoist’s Natural Language Processing
88. How to Use Todoist for Advanced Habit Tracking and Behavior Change
89. Setting Up Todoist for Collaborative Event Planning and Management
90. Creating and Managing Multiple Project Views in Todoist for Complex Workflows
91. How to Use Todoist for Content Planning and Editorial Calendar Management
92. How to Create Advanced Custom Reports in Todoist Using Filters and Tags
93. Using Todoist for Personal and Professional Life Balance
94. Setting Up Todoist for Collaborative Research and Academic Projects
95. Managing Personal and Work Projects Simultaneously in Todoist
96. How to Set Up Todoist for Detailed Financial and Budget Planning
97. How to Create Custom Time and Productivity Metrics in Todoist
98. Using Todoist’s Advanced Integrations for Seamless Cross-Platform Task Management
99. How to Use Todoist for Advanced Event and Conference Management
100. Best Practices for Maintaining Productivity Consistency with Todoist