Todoist

Recurring dates can move a task to its next occurrence after completion. Test unusual schedules with sample tasks and inspect the next due date rather than assuming the phrase was interpreted as intended.

For shared work, verify assignment, comments, attachments and each participant’s project access. A Business team offers role controls, while a guest’s access is limited to invited projects; test an example with the intended roles.

Todoist’s current pricing table and billing FAQ disagree on the Pro file-upload figure. If larger attachments matter, ask the vendor to confirm the limit for the exact upload route; this profile does not choose one of the conflicting numbers.

Pilot one personal project and one shared project. Check Quick Add dates, recurrence, reminders, task assignment and the views each person needs before moving an established task process.

Plan how to keep completed work before leaving Todoist. Project CSV exports omit completed tasks and the start date of a recurring date; paid backups also omit completed tasks and archived projects. The Export to Google Sheets extension can include completed tasks, but its output omits labels, deadlines, comments, attachments and reminders. Export one active and one completed sample task, then compare the fields your destination needs before relying on a migration or archive.

For repeating work, test a sample before moving an overdue occurrence. Todoist says completing a manually rescheduled recurring task can skip intervening dates, while fixed and relative patterns set the next date differently. Inspect the next scheduled date after a harmless sample, especially for yearly follow-ups.

Todoist is testing public projects, so the option may not be available in every account. If a team considers it, have an admin demonstrate the access setting with a non-sensitive project and check the link from outside the team. The current Help page says only verified users can create public projects, only team admins can make a team project public, and anyone with the link can view the project; keep private tasks and files out of that access mode.

When offboarding someone from a Todoist Business team, first inventory their assigned tasks and choose new owners. Todoist says that if a person is removed from all team projects, their tasks remain visible to people with access but become unassigned; their earlier comments display a generic avatar. Have an admin verify project access and reassignment after removal rather than assuming those tasks transfer automatically.

If you mirror Todoist tasks to Google or Outlook Calendar, keep independently created events out of the automatically generated Todoist calendar. Todoist says turning off Sync tasks to calendar deletes every event in that generated calendar, including ones added manually. Date-only tasks sync only when Sync all-day tasks is enabled. Check a few sample tasks and the calendar before relying on the connection.

When a Todoist project is only being shelved, archive it: it leaves the active project list and can be unarchived with tasks, comments, reminders, attachments and collaborator assignments preserved. Deleting has a different recovery path: recreate a new project from a project CSV saved before deletion or, on Pro or Business, from a backup created before deletion. Paid backups cover active projects, not archived projects or completed tasks. A team project must be archived before deletion, and only a team admin or its creator can delete it. Check the project and available backup or CSV before choosing Delete.

For a recurring checklist, test Todoist’s Reset sub-tasks setting before repeating it for a team. With it off, completing the parent moves its date to the next occurrence without re-adding sub-tasks; Complete & reset sub-tasks adds them for the next occurrence. Todoist’s current Help limits reset to 30 sub-tasks, ignores nested sub-sub-tasks and does not preserve their order. Use a fictional parent task with your intended checklist depth and count, then inspect the next occurrence before relying on it for repeated procedures.

Before using a recurring Todoist task for a critical checklist, test an ordinary completion, Undo and Complete Forever with a sample. Ordinary completion advances the task to its next date and records the finished occurrence in Reporting, though it does not appear in the project's completed-task list. The Undo pop-up lasts only a few seconds and puts the recurring date back; once it disappears, Todoist says that completion cannot be reverted. Complete Forever ends the recurrence instead. Check the next date and available Reporting history with the task owner before relying on it for repeated work.

Todoist Pro and Business offer a deadline field alongside the date used to schedule work. The guide treats a date as when you plan to work and a deadline as an informative cutoff; it describes deadlines as one-time fixed dates and points to recurring dates for repetition. Add a deadline through its scheduler or with curly brackets in the task name, and use No Deadline to remove it. Rehearse a harmless task with both fields, inspect them separately after edits, and confirm the intended collaborator view before adopting the field for a team handoff.

In a shared Todoist personal project, an invitation by name or email grants Can Edit access. Collaborators can see its tasks, comments and file attachments and can add or remove other people. Sharing a parent project does not automatically share its subprojects; each needs a separate invitation. Todoist lists team roles and permissions for team projects, not personal projects. Before involving a wider group, try a harmless parent project and subproject with a trusted collaborator, then check who can see, edit and manage membership in each.

Todoist team filters share a saved task query, but teammates can see different results when they belong to different projects. A workspace clause can narrow the filter to a named team workspace. Before relying on one as a shared work queue, compare the same filter as two representative members using a harmless task in a team project; check the query and each person's project membership if results differ.

For a recurring Todoist task, a custom Date & Time reminder fires for one occurrence only; the task's repeat schedule does not repeat that fixed reminder. To receive a notification for every occurrence, add a recurring reminder or a reminder before each occurrence. Todoist says recurring reminders cannot be set in its Android app, so use web or desktop for that setup. Try a harmless two-occurrence task and check your plan, reminder settings and notification delivery before relying on a routine.

Cross-time-zone teams should decide what a timed Todoist task means before using it as a handoff. Due times float by default, so a 9:00 task appears at 9:00 in each collaborator's own zone. A fixed time instead adjusts the displayed clock for another zone to preserve the intended moment. Todoist permits a user to select only their current zone for a new fixed time, or to keep a zone already set by a collaborator. Compare a fictional shared task in two time zones under both settings and check that its due time matches the team's handoff agreement.

Syncing Todoist tasks to Google or Outlook Calendar puts the time blocks in a separate Todoist calendar, not as busy time on the primary calendar. Todoist says someone checking only primary-calendar availability can still book over those tasks; there is no Outlook or organization setting that changes this. A scheduling tool that reads both calendars may protect those blocks. In a fictional no-booking check, place a timed sample task, inspect its synced event, and preview what an invitee would see when the booking tool checks one calendar versus both. Confirm the actual connection and calendar selection before relying on task blocks to reserve focus time.