- To-do apps in a quick comparison
- Ten to-do list apps
- A fixed deadline worth putting in your app today
- Setting up a to-do app so you keep using it
- Lists, planners or outliners: which style works for you
- Habits that keep a task list trustworthy
- What people ask next about to-do apps
- Choosing a to-do app: my plain advice
- What people ask next about to-do apps
- Frequently asked questions
The best to do list app is the one you'll check every day without thinking: a simple list for personal tasks, a weekly planner if you think in days, an outliner for nested lists, or a shared app for small teams. Make sure it handles repeating tasks and reminders. Ten apps follow in no particular order, then a setup routine.
The to-do app to choose is the simplest one that handles repeating tasks and reminders, used for a month before you judge it. I've listed ten: Any.do, Checkvist, Nozbe, Remember The Milk, Super Productivity, Superlist, Tasks.org, Things, Todoist and Tweek. All but Things, which is trial only on Apple devices, are listed with a free plan.
A to-do app only works if it's the first place you put things. The moment tasks start piling up in your inbox, on sticky notes and in three different apps, the list stops being trustworthy and you stop opening it.
The ten apps below are alphabetical and in no particular order, from open source planners to team tools and an app made only for Apple devices. Each description comes from the app's own website, re-checked today. If you've already tried one popular task app and want to compare more, my list of other task apps people switch to covers a different set.
To-do apps in a quick comparison
In the free plan column, Yes means the app's own site describes a free plan, free account or free download, Trial only means a time-limited trial and No means neither is stated. Free plans often cap projects, lists or team members. If TickTick is on your shortlist, check whether TickTick is free and what its free plan covers.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Any.do | Tasks, reminders and planner | Personal tasks with a free plan | Yes |
| Checkvist | Keyboard-first outliner | Outline-style lists and nested tasks | Yes |
| Nozbe | Projects and team to-dos | Small teams sharing a few projects | Yes |
| Remember The Milk | Smart to-do list | Reminders and lists on a free account | Yes |
| Super Productivity | Open-source task planner | Daily planning with time tracking | Yes |
| Superlist | Lists and task app | Individuals and small groups sharing lists | Yes |
| Tasks.org | Open-source to-do app | Free open-source lists with sync | Yes |
| Things | Apple to-do list app | Mac and iPhone users wanting focus | Trial only |
| Todoist | Task and project manager | Starting out on a free plan | Yes |
| Tweek | Weekly task planner | Families and teams sharing a weekly view | Yes |
Ten to-do list apps
Any.do
Best for: Anyone who wants tasks, reminders, a calendar and a daily planner in one app, on a personal plan the site calls free forever.
Checkvist
Best for: Keyboard-first people who think in outlines and nested lists, with sharing, tags and due dates on a forever free account.
Nozbe
Best for: Small teams of up to three people who want shared projects and tasks, with a free plan limited to three active projects.
Remember The Milk
Best for: Busy people who want a smart to-do list they can join free, with a Pro upgrade for extras.
Super Productivity
Best for: Planners who want their task list turned into a daily schedule with estimates and time tracking, in a free open-source app with no account.
Superlist
Best for: Individuals and small groups who want shared lists with notes and tasks, starting on a free plan of up to five lists.
Tasks.org
Best for: Open source fans who want filters, tags and subtasks of any depth, syncing through CalDAV or Google Tasks, with no ads.
Things
Best for: Mac and iPhone users who want a to-do list app made for Apple devices, with a free trial to download first.
Todoist
Best for: Individuals starting out who want quick add and reminders for tasks and projects, on a free plan limited to five projects.
Tweek
Best for: Week-by-week planners who prefer a simple weekly calendar of to-dos, shared free with unlimited people for family or work.
A fixed deadline worth putting in your app today
Repeating tasks are where a to-do app earns its place, and official deadlines are the clearest example. GOV.UK's Self Assessment deadlines page says that, for the current cycle, a paper tax return must reach HMRC by 11:59pm on 31 October, and an online return must be submitted by 11:59pm on 31 January.
If you're self-employed in the UK, add both dates as yearly repeating tasks with a reminder a few weeks ahead, plus a second task for gathering your records. The same trick works for any date that comes round every year: insurance renewals, MOTs and licence checks.
Setting up a to-do app so you keep using it
- Empty every list you already have, paper and digital, into the new app in one sitting.
- Create no more than five lists or projects to start with.
- Add your yearly and monthly repeating tasks first, each with a reminder.
- Give each task a verb, such as call, send or draft, so it's clear what done looks like.
- Pick one time each day to review the list, ideally before you open email.
- Clear finished and dead tasks every Friday so the list stays honest.
Lists, planners or outliners: which style works for you
- Simple lists: quick add and reminders for people who just need to remember things.
- Weekly planners: tasks laid out by day, handy if you think in weeks rather than projects.
- Outliners: nested lists for people who break big jobs into smaller pieces.
- Shared apps: projects and comments for households and small teams.
Habits that keep a task list trustworthy
- Capture fast, sort later. Get the task in first and organise it at your daily review.
- Keep today short. Three to five tasks you'll finish beats twenty you won't.
- Move reminders out of chat. If you set reminders in Slack, my note on setting reminders inside Slack shows where they live so you can gather them in one place.
For more on making a system survive a hard stretch, I wrote about the routines that held up when life got difficult.
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Do you make a to-do list app? Tool makers can ask to be considered for a featured place on this list.
What people ask next about to-do apps
Is there a free to-do app? Nine of the ten apps here are listed with a free plan. Things is the exception: it's trial only, on Apple devices.
What should a to-do app handle? Repeating tasks and reminders, at the very least. Pick the simplest app that does both.
How long should I test a to-do app? Use it for a month before you judge it.
Choosing a to-do app: my plain advice
Pick the simplest app that handles repeating tasks and reminders, and use it for a month before you judge it. Most people switch apps when the real problem is that they never set up a daily review. Seeing your day laid out visually suits some people better, and these digital planner apps are built for that style.
If you work alone, a personal list with reminders is plenty. If you share chores or projects, choose an app built for sharing from the start. And put your fixed yearly dates in today, while you're thinking about it. They're the tasks you'll be most grateful for in a year's time.
What people ask next about to-do apps
Which to-do list apps are open source?
Super Productivity and Tasks.org are the open-source apps on this list. Super Productivity turns your task list into a daily schedule with time tracking and needs no account, while Tasks.org syncs through CalDAV or Google Tasks, with no ads.
Which to-do list app suits a small team?
Nozbe suits small teams of up to three people who want shared projects and tasks, with a free plan limited to three active projects.
Which to-do list app is made for Mac and iPhone?
Things is the one on this list made for Apple devices. It offers a free trial to download first rather than a free plan.
What are the free plan limits on Todoist?
Todoist's free plan is limited to five projects. Superlist's free plan is limited to five lists, so check each app's limits before you commit.
Frequently asked questions
What is the best free to do list app?
Several apps here have free plans that cover personal use. Check the limits on projects, lists or people before you commit.
Should I use a to-do app or a calendar?
Use both: the calendar for things at a fixed time, the to-do app for everything else. Many apps can show tasks alongside your calendar.
How do I set a yearly reminder in a to-do app?
Create the task, set it to repeat every year, and add a reminder a few weeks before the due date.
Do to-do apps work offline?
Many keep your list on your device and sync when you're back online. Check the app's own site if offline use matters to you.
Can I share a to-do list with my family?
Yes. Several apps here let you share lists or a weekly view with other people, some on their free plans.
When is the Self Assessment deadline?
GOV.UK says 31 October for a paper return and 31 January for an online return, both by 11:59pm, for the current cycle.
