Searching for the ultimate guide to team management software? You just landed on the right page. I’ve tested dozens of tools over the years, and nothing comes close to Todoist when it comes to combining simplicity, power, and flexibility. Dive in, and let’s explore how Todoist can transform the way you and your team collaborate from day one.

I know the struggle: juggling multiple projects, deadlines, and communication channels can feel like herding cats. That’s why I’m thrilled to share how Todoist—trusted by over 50 million professionals worldwide—has refined its team collaboration features over 18 years. And the best part? You can Get Started with Todoist for Free Today without risking a dime.

What is Todoist team management software?

Todoist is a versatile task and project management platform designed to help individuals and teams stay organized, focused, and aligned. As a leading piece of team management software, Todoist provides a unified space where tasks, deadlines, and conversations coexist seamlessly. From personal to-do lists to complex team workflows, Todoist adapts to your needs with intuitive layouts and powerful integrations.

Todoist team management software Overview

Founded in 2007, Todoist began as a simple to-do list app on the web and mobile. Its mission was clear: empower people to capture ideas and tasks effortlessly, freeing up mental bandwidth for creativity and productivity. Over the past 18 years, the platform has evolved through countless user feedback loops and rigorous design iterations.

Today, Todoist boasts a global user base of over 50 million, including freelancers, startups, large enterprises, and remote teams. With continuous updates and feature rollouts—like AI-generated task suggestions and native calendar views—Todoist remains at the forefront of team management software innovation.

Pros and Cons of Todoist team management software

Pros: Todoist’s interface is clean and user-friendly, making onboarding a breeze for both individuals and teams.

Pros: Cross-platform support ensures you can access your tasks on web, desktop, mobile, and even smartwatches.

Pros: Natural language processing lets you create tasks at the speed of thought, e.g., “Submit report every Monday at 9am.”

Pros: Powerful filters and custom views help you zero in on what matters, from Today’s tasks to long-term projects.

Pros: Robust integrations with email, calendar, and productivity apps like Google Calendar, Slack, and Zapier streamline workflows.

Pros: A generous free plan makes it easy for individuals to get started without commitment.

Cons: Advanced team features require the Business plan, which may be overkill for very small teams.

Cons: No built-in time tracking—third-party integrations are necessary if you need to log hours precisely.

Features

Todoist’s feature set is both comprehensive and finely tuned to support diverse collaboration styles. Here are the standout capabilities:

Capture Tasks Instantly

Using natural language, quickly add tasks on any device. Todoist’s Smart Quick Add recognizes dates, priorities, and project tags in a single line.

• Type “Design draft due tomorrow” to auto-assign the due date.
• Use “!1” to set the highest priority or “#Marketing” to tag it to a project.

Organize with Projects and Sections

Create projects to represent teams, clients, or major initiatives. Break them into sections for sprints, phases, or categories.

• Set up a “Product Launch” project, then add “Research,” “Design,” “Development” sections.
• Drag-and-drop tasks between sections to reflect progress.

Collaborative Task Management

Assign tasks to team members, track progress, and maintain accountability. Comments, file attachments, and real-time notifications keep everyone in sync.

• Assign multiple collaborators to complex tasks.
• Use comments to clarify requirements or share links without switching apps.

Powerful Filters and Custom Views

Filter tasks by due date, priority, project, or assignee. Save custom filters for recurring views like “My Today Tasks” or “High-Priority Bugs.”

• Create a filter “@John & !completed & due before: +3 days.”
• Switch seamlessly between list, board, and calendar views.

Recurring Tasks and Reminders

Set tasks to repeat daily, weekly, or on any cadence you choose. Custom reminders ensure no deadline sneaks up on you.

• Manage weekly team check-ins with a recurring task every Monday at 10.
• Receive mobile, email, or push notifications for urgent tasks.

Templates for Rapid Onboarding

Jumpstart new projects with over 50 pre-built templates designed for marketing campaigns, product launches, event planning, and more.

• Duplicate a “Sprint Planning” template to avoid recreating the wheel each month.
• Customize templates and save your own for consistent team processes.

Todoist team management software Pricing

Todoist offers flexible plans to meet the needs of individuals and teams of all sizes:

Beginner Plan

Price: $0/month
Ideal For: Individuals just starting with basic task management

• Up to 5 personal projects
• Smart Quick Add with natural language
• Task reminders and flexible layouts
• 3 filter views and 1 week activity history
• Email and calendar integrations

Pro Plan

Price: $5/user/month
Ideal For: Professionals organizing work and life

• Up to 300 personal projects
• Calendar layout, task duration, custom reminders
• 150 filter views and unlimited activity history
• AI Assistant and advanced deadlines

Business Plan

Price: $8/user/month
Ideal For: Managing team collaboration at scale

• All Pro features for every member
• Shared team workspace with up to 500 projects
• Team roles, granular activity logs, shared templates
• Centralized billing and advanced permissions

Ready to simplify your workflow? Get Started with Todoist for Free Today and explore every plan in detail.

Todoist team management software Is Best For

Whether you’re a solopreneur or leading a distributed team, Todoist adapts to your workflow and scales with your needs.

Small Business Owners

Manage client projects, assign tasks to team members, and get real-time updates without drowning in email threads.

Remote and Distributed Teams

Collaborate asynchronously across time zones. Keep everyone aligned with shared boards and instant notifications.

Project Managers

Plan sprints, track bugs, and report progress with clear dashboards and advanced filters.

Freelancers and Consultants

Balance multiple clients, deadlines, and proposals in a single workspace without missing a beat.

Benefits of Using Todoist

• Centralized Task Management – Consolidate all your tasks in one place to eliminate scattered to-do lists.
• Improved Clarity – Customized views show you exactly what to focus on each day.
• Enhanced Accountability – Assign tasks, set deadlines, and track progress across your team.
• Time Savings – Quick-add features and templates reduce setup time by up to 80%.
• Better Collaboration – Comments, shared projects, and notifications keep everyone on the same page.
• Scalable Workflows – From solo tasks to enterprise-level processes, Todoist grows with you.

Customer Support

Todoist’s support team is known for its responsiveness and expertise. Whether you have a technical question or need workflow advice, you can reach out via email or the in-app help center.

For critical issues, Pro and Business users have access to priority support. Plus, the Todoist Help Center is packed with tutorials, FAQs, and best-practice guides to get you up and running fast.

External Reviews and Ratings

Across review sites like G2 and Capterra, Todoist consistently scores above 4.5 stars. Users praise its intuitive interface, reliability, and mobile app experience.

Some users note that advanced team reporting features require the Business plan, but most agree that the ROI on improved productivity far outweighs the cost.

Educational Resources and Community

Todoist’s official blog publishes in-depth articles on productivity, time management, and remote collaboration. Webinars, video tutorials, and a community forum let you learn tips and tricks from power users.

Active social media groups and a thriving subreddit offer peer support, plugin recommendations, and creative use cases for maximizing your Todoist workflow.

Conclusion

When it comes to team management software, Todoist offers unmatched flexibility, clarity, and collaboration features. From seamless task capture to advanced team templates, it empowers you to streamline workflows and boost productivity across any project. Ready to transform your team’s collaboration? Get Started with Todoist for Free Today now.