--- ## **Todoist: A Technical Review** --- ![[Todoist1.png]] ### **1. History and Development** Todoist was launched in **2007** by **Amir Salihefendić**, founder of the company **Doist**, with the vision of creating a simple, cross-platform task manager that “just works.” Written originally in **Python and Django**, Todoist was an early adopter of **cloud sync**, **cross-platform design**, and **offline-first** functionality. It gradually evolved from a basic task list into a powerful productivity platform with integrations, natural language processing, and team collaboration tools. Over the years, Todoist has: - Migrated much of its frontend to **React** and its mobile apps to **native Swift (iOS)** and **Kotlin (Android)**. - Introduced **Karma** (a gamified productivity tracker). - Released **Todoist Boards** in 2020 to support Kanban-style workflows. - Launched **Todoist Foundations** (2019), a major UX/UI and backend overhaul for scalability and flexibility. - Integrated **AI-assisted suggestions** and **natural language parsing** for dates, priorities, and recurrence. --- ### **2. Capabilities and Features** #### **✅** **Core Task Management** - **Task Hierarchies**: Projects > Sections > Tasks > Sub-tasks (up to 4 levels deep). - **Natural Language Input**: e.g., “Submit report every last Friday @work #reports p1” - **Priorities**: 4 levels (P1 to P4), color-coded. - **Due Dates & Recurrence**: Flexible, with syntax like “every 3rd Monday” or “every! day” (strict recurrence). - **Reminders** (Pro/Business only): Time-based, location-based, and recurring reminders. #### **📂** **Project & Tag Organization** - **Projects**: List or Kanban-style views. - **Labels (Tags)**: Custom filters using queries like @email & today. - **Filters**: Custom query language (e.g., (overdue | today) & !@waiting & p1). - **Sections**: Help divide tasks into logical groupings inside a project. #### **🔄** **Collaboration** - **Shared Projects**: Invite users to collaborate on lists. - **Comments**: Add text, files, or voice notes to tasks or projects. - **Activity Log**: For auditing changes in shared workspaces. #### **🔗** #### **Integrations** - **Calendar Sync**: Google Calendar 2-way sync. - **Email-to-Task**: Forwarding via unique project emails. - **Third-party Integrations**: Slack, Trello, Zapier, IFTTT, Notion, Outlook, and more. - **Browser Extensions**: Chrome, Firefox, Safari for quick task capture. - **Shortcuts and APIs**: iOS Shortcuts support, REST API and Webhooks available for developers. #### **📱** **Cross-Platform Consistency** - Native apps for macOS, Windows, Android, iOS, Linux (via Web) - Widgets on mobile and desktop. - Offline functionality with background sync. --- ### **3. Strengths** #### **🌟** **1. Ubiquity & Polish** Todoist is available **everywhere**—you can start a task on your phone, add notes via email, and complete it on your desktop. Its UI is fast, clean, and consistent across platforms. #### **🧠** **2. NLP & Smart Parsing** Its **natural language input** engine is among the best in the industry. It understands complex recurring tasks and applies labels, priorities, and due dates on the fly. #### **🧘** **3. Low Friction, High Flexibility** Its interface strikes a balance between being **non-intrusive** for beginners and **highly customizable** for power users. The tagging and filter query system is exceptionally powerful. #### **🔐** **4. Reliable Cloud Sync** Real-time synchronization is fast and nearly bulletproof. Offline usage syncs smoothly once reconnected. #### **🔄** **5. API & Automation** Todoist’s **REST API** and **webhooks** allow tight integration with tools like Alfred, Obsidian, and automation platforms (Zapier, Make). --- ### **4. Weaknesses** #### **❌** **1. No Native Support for Dependencies** Unlike tools like OmniFocus or ClickUp, Todoist does **not support task dependencies** or Gantt charts. This makes complex project management more difficult. #### **❌** **2. Limited Contextual Awareness** Despite its smart input, Todoist lacks features like **contexts**, **start dates**, or **defer dates**, making it less suitable for strict GTD practitioners. #### **❌** **3. Reminders are Paywalled** Reminders are locked behind a **Pro subscription**, which limits the free version’s utility for those who rely on timely alerts. #### **❌** **4. Limited Rich Content** No support for **rich text formatting** in notes or comments, and no **file previews** within the app. This hinders its use as a central workspace. #### **❌** **5. No True Daily Planning Flow** While daily tasks can be reviewed in the “Today” view, Todoist lacks a **dedicated planning interface** with features like time blocking, agenda view, or Eisenhower matrix—without third-party tools. --- ### **5. Use Cases** #### **🧍** **Personal Task Management** - Use for groceries (@errands), bills (@finance), habits (every! morning: Meditate). - Organize by areas of responsibility: Work, Family, Side Projects. #### **👨‍💻** **Freelance & Client Work** - Tag tasks by client, set project deadlines, and use labels like @invoicing, @writing. - Automate invoicing reminders with recurring tasks. #### **👥** **Small Team Collaboration** - Share projects, assign tasks, use comment threads for updates. - Get notifications when tasks are updated or completed. #### **🧠** **Study & Knowledge Work** - Use labels like @review, @read, @write. - Organize projects by semester, paper, or topic. - Combine with Zotero or Notion for research. #### **🤖** **Workflow Automation** - Use API to auto-import calendar events as tasks. - Combine with IFTTT to trigger tasks from Slack messages. --- ### **6. Reflection: Todoist in Today’s Chaotic World** In a world of **constant pings, context-switching**, and **information overload**, Todoist offers a **calm center**. It doesn’t try to do everything—it does **task management extremely well**, and mostly stays out of your way. Its simplicity, speed, and presence on every device make it ideal for people seeking **mental clarity**, a **trusted external brain**, and a sense of **progress** through the noise. Whether you’re a knowledge worker managing a sea of small tasks, a parent balancing home and work life, or a student juggling assignments and research, Todoist provides a **resilient scaffold** to anchor your day. Yet, it’s **not a full project manager**, and **not a deep GTD system**. It thrives when tasks are relatively atomic and not too interdependent. For those needing strict sequential logic or time blocking, it may fall short without augmentation. But perhaps its greatest strength is this: it’s **always ready to listen**. “Email Michael @work next week p1” becomes a structured, trackable action in seconds—leaving you with one less thing to remember, and one more thing you can trust. --- ### **Conclusion** **Todoist** is a masterclass in lightweight, fast, and reliable task management. It blends elegance with enough power to scale across personal and small-team needs. While it may not serve enterprise project management or hardcore GTD adherents out of the box, it remains one of the best all-around task managers in the productivity landscape today. --- - [[A Comprehensive Guide to Markdown Formatting]] - [[Advice for someone stuck with Obsidian and Omnifocus]] - [[Apple Intelligence]] - [[Apple Reminders vs Omnifocus]] - [[Apple Shortcuts]] - [[Building Your Personal Knowledge Management (PKM) and Second Brain with Obsidian- A Comprehensive Guide]] - [[Data Backup]] - [[GTD and Omnifocus]] - [[Harnessing Efficiency with Obsidian Tasks-The Complete Guide]] - [[Mastering Obsidian-Transforming Note-Taking into an Art]] - [[Note Taking in the Digital Age]] - [[Obsidian as a PKM]] - [[Obsidian Quick Add]] - [[Protecting Your Digital Realm--Best Practices for Computer Privacy in Home and Business]] - [[The Daily Note]] - [[The GTD Black Belt]] - [[The Importance of Privacy--Why Average People Should Care]] - [[The Three Biscuit Method of Management]] - [[Understanding Data Privacy]] - [[home]] ◦ [[Contact]]