- How to add a task the fast way
- What you can type in Quick Add
- Work from Today, not from projects
- The catch: 5 projects on the free plan
- Priorities that mean something
- Recurring tasks
- Labels and filters
- A simple Todoist setup
- Common reasons Todoist stops working for people
- Sharing projects with other people
- Capturing tasks from everywhere
- My verdict
- Frequently asked questions
To use Todoist, add tasks with Quick Add and type the details in plain words, such as 'Send report every Friday #Admin p1', and Todoist sets the date, project and priority for you. Then work from the Today view. The free plan allows 5 active projects, so organise with labels rather than lots of projects.
Todoist is at its best when you never open a menu. You type a task the way you'd say it, including when it's due and where it belongs, and Todoist sorts it out. Learn that one habit and the app becomes a quick capture tool you'll keep using, instead of another list you abandon after a week.
How to add a task the fast way
- Press q on a computer, or tap the plus button on your phone, to open Quick Add.
- Type the task, such as Call the printer tomorrow at 10am #Clients p1.
- Watch Todoist highlight the date, the project after the #, and the priority.
- Press Enter.
What you can type in Quick Add
| Type | What it does | Example |
|---|---|---|
| A date or time | Sets the due date | tomorrow, next Monday, 3pm |
| A repeating date | Makes a recurring task | every Friday, every first Monday |
| # | Puts it in a project | #Marketing |
| p1 to p4 | Sets priority, p1 highest | p1 |
| A label prefix | Adds a label | a label like waiting or calls |
Todoist understands a wide range of natural dates, from 'tomorrow' to 'every other Tuesday'. If it highlights a word you meant as part of the task, such as 'Friday' in 'Review Friday's report', click the highlight to remove the date.
Work from Today, not from projects
The Today view shows everything due today and anything overdue, across every project. Start and end your day there. Projects are where tasks live. Today is where you do them. If Today is too long, it's a sign to reschedule or delete, not to work late.
The catch: 5 projects on the free plan
Todoist's free Beginner plan allows 5 active personal projects, and sub-projects count towards that, as well as 3 filters. People who create a project for every client hit the limit in a day. Use projects for broad areas, like Clients, Marketing, Admin, Personal and Someday, and use labels or sections for the detail. Each project can hold up to 20 sections, which is plenty for splitting work by client or stage.
Priorities that mean something
- p1: must happen today. Keep these to a handful.
- p2: important this week.
- p3: nice to do.
- No priority: everything else.
If everything is p1, nothing is. Be strict, and sort Today by priority so the real work rises to the top.
Recurring tasks
Type the repeat into Quick Add, such as 'Send newsletter every Tuesday' or 'Check accounts every month on the 1st'. When you tick the task off, Todoist moves it to the next date automatically. It's the easiest way to stop routine jobs cluttering your head.
Labels and filters
Labels cut across projects. Tag tasks with labels like 'calls', 'errands' or 'waiting', then view every task with that label wherever it lives. Filters go further, showing combinations such as every p1 task due this week. The free plan allows 3 filters, so make them count: today plus overdue, waiting on others, and quick tasks are a good start.
A simple Todoist setup
- Create up to 5 projects for broad areas of your life and work.
- Add sections in each project for clients or stages.
- Capture everything through Quick Add as it comes up.
- Work from Today each morning.
- Once a week, clear the Inbox and reschedule anything overdue.
Common reasons Todoist stops working for people
- Too many projects: tasks get lost. Fewer projects and more sections work better.
- Everything dated today: Today becomes a guilt list. Only date tasks with a real deadline.
- No weekly review: the Inbox fills up and you stop trusting the list.
Sharing projects with other people
You can share a project so others can add and complete tasks, which suits a household list or a small team. Assign a task to someone and it shows in their Today view on its due date. Keep shared projects separate from your personal ones, so your own list doesn't fill up with other people's work, and remember that shared projects still count towards the free plan's project limit.
Capturing tasks from everywhere
The more ways a task can get into Todoist, the less you'll rely on memory. Install the phone app and use its home screen widget for quick capture, add the browser extension to turn a web page into a task, and forward emails to your Todoist inbox address where that feature's available to you. Everything lands in the Inbox, and your weekly review sorts it into the right project.
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My verdict
Type tasks into Quick Add the way you'd say them, with the date, a # project and a priority, and let Todoist do the sorting. Work from Today, keep p1 for what must happen, and review weekly. On the free plan, plan around 5 projects and 3 filters by using broad projects with sections and labels. For more ways to run a tidy week, see productivity tips for remote teams.
Frequently asked questions
How do I add a task quickly in Todoist?
Press q, or tap the plus button, and type the task with its date, # project and priority.
How many projects does Todoist's free plan allow?
5 active personal projects, including sub-projects.
How do I make a recurring task in Todoist?
Type the repeat in Quick Add, such as 'every Friday'.
What do p1 to p4 mean in Todoist?
They're priorities, with p1 the highest.
How many filters does the free plan include?
3 filters.
How do I stop Todoist reading a word as a date?
Click the highlighted date in Quick Add to remove it.
