Todoist Alternative: Discovering the Next Level of Task Management

When it first appeared in 2007, Todoist revolutionized workplace productivity. We were able to manage projects and tasks from the app on our phones.

However, the world has changed since then. Technology has evolved and we have different needs now.

According to research, 30% of the global workforce will work remotely by 2024. The percentage increases when talking about digital industries such as IT or marketing.

A new state of work requires a new approach to organizing tasks and project management. As a result, new team management apps have emerged. In this article, we'll show you seven Todoist alternatives that will boost your productivity.

Why should you consider a Todoist alternative?

Todoist is a good task management tool but, like most apps, it has some flaws. Here are some features that are lacking:

No time tracking

Unfortunately, Todoist doesn't have the option to track the time within the app, which means you'd have to use another app to measure your productivity.

Basic free plan

Todoist free plan is limited compared to other task management apps and lacks many features. For example, it's limited to only five projects at a time and doesn't include reminders and backups. Many other tools offer these features in their free plans.

Limited collaboration

Todoist is not ideal for team collaboration on more complex projects, although you can assign tasks to other team members. It lacks features for real-time team communication, meaning that you'd need to use some other video conferencing tool or chat.

Lack of customization

Workflow customization is a bit limited if you want to create another format instead of to-do lists. Also, you can’t create custom statuses to manage your workflows.

Todoist alternative: Selection criteria

Choosing the right task management software depends on many factors, like the size of your team or the complexity of your projects. However, some things are always necessary. Here are the criteria we considered when choosing the best task management apps.

Features

Here are the features that a good task management software should have:

• Team collaboration options
• Automating recurring tasks
• Tasks details
• Kanban board
• Customizable workflows
• Deadlines
• Subtasks
• Assigning tasks to team members
• Workflow ownership
• Advanced filters and labels
• Calendar view

Integrations

Seamless integrations are a must-have, especially when managing teams and complex projects. Your task management software should integrate with:

• Your calendar
• Communication tools like Slack or Teams
• Email
• Other advanced integrations, depending on your industry

Pricing

Pricing plans vary and we've included options for every budget. Also, many task management tools offer a free plan, but there's a big difference between features included in a free and paid plan, as you'll see below.

The Best Todoist Alternative: Our Top 7 Picks

Here are the apps we've selected for you, we hope you'll find something that fits your needs.

workstreams.ai

workstreams.ai is an app that combines workflow and task management with effective collaboration and communication.

The platform comes with plenty of customizable workflows and you can even create your custom workflow from scratch.

The software is based on Kanban boards that you can customize and enrich with advanced features. Our Kanban boards are more flexible and agile than the traditional Kanban method, but you can also switch to the in-app calendar view if you wish to visualize your tasks that way.

Here are some of the options you have when creating or editing existing tasks:

• A lot of space to add task details
• Attach documents, files, photos, and links
• Set task start and due dates
• Automate recurring tasks
• Identifying frozen inactive tasks
• Create subtasks
• Smart labels
• Automatically assign tasks to team members
• Add custom fields
• Add checkable to-do lists

Compared to Todoist, workstreams.ai can not only be used for time tracking but also gives you data-based estimations on how long the task will take. Time allocation helps you to identify bottlenecks, plan projects, and make accurate data-based decisions.

When it comes to communication among team members, workstreams.ai takes it to the next level by creating designated discussion threads that make it easier to browse conversations.

workstream.ai offers integration with different tools that make teamwork projects easier. You can integrate it with Slack or Microsoft Teams to get notified about task updates and changes where you communicate.

If you already use Trello for project management, you can integrate it with workstreams.ai. Our tool is an excellent addition to Trello because it offers more flexibility and has ample space to add task details.

You can also integrate it with your email and calendar to plan the month or schedule recurring tasks. There's also Webhook integration, which is useful for dev-related automation.

To learn more, check out our customizable workflows designed for your industry: IT workflows, marketing workflows, sales workflows, and HR workflow management.

Pricing:

• Free plan: Free 
• Pro plan: $7.99 per month per user
• Enterprise plan: custom price upon request

Features:

• Calendar view
• Workflow ownership
• Customizable workflows
• Advanced labels
• Time allocation
• Recurring task automation

Trello

Source: G2.com

Trello is a project management tool and one of its main features is task management, just like Todoist. However, these two tools are very different.

While Todoist has a simple listicle layout, Trello is based on the Kanban board and its layout consists of boards and cards, making it suitable for more detailed projects.

Its boards are customizable, as everything is based on drag and drop. Also, there's room to add more details about the task, add labels, subtasks, and different types of attachments.

When it comes to integrations, Trello integrates with more than 200 apps: from Google Drive to various IT development, HR, and social media apps. However, there's a catch – the number of integrations depends on your pricing plan.

On the con side, while Trello is great for Kanban fans, it may not suit you if your teamwork projects need more flexibility, as you can't see project timelines, schedules, and reports. Also, if you want to unlock different project views (such as the dashboard or calendar view), you can do so only by purchasing the most expensive plan.

Pricing:

• Free plan: Up to ten boards
• Standard plan: $5 per month per user
• Premium plan: $10 per month per user
• Enterprise plan: $17.50 per month per user

Features:

• Kanban board
• Subtasks
• Workflow automation
• Task details and attachments
• Deadlines and due dates
• Tracking progress
• Checklists within tasks

Asana

Source: G2.com

Asana is an online project management tool focused on team projects and collaboration. It's much more than a simple task management app, as you can also use it to plan workflows and projects, set goals, and track milestones.

There are multiple task views and you can choose the one that suits you best at any given moment: Kanban, Gantt chart timeline, grid, calendar view, daily to-do list, etc.

Asana is popular because of its real-time collaboration features that allow multiple team members to work on the same project simultaneously. You can invite guests and external collaborators, even with a free plan.

When it comes to communication, you can send messages, write announcements, and add task comments.

If you need to make a quick tutorial, you can do so by recording video messages in collaboration with Vimeo.

Some advanced features include color coding, subtasks, due dates, rule management, etc.

Asana integrates with dozens of other tools: Google Drive, Dropbox, Microsoft, Slack, Zoom, Salesforce, and others.

Asana is a great project management tool overall, but just like Todoist, it lacks one key feature: time tracking. If you're searching for an all-in-one app, you may want to check other Todoist alternatives.

Pricing:

• Basic plan: free
• Premium plan: $10.99 per user per month
• Business plan: $24.99 per user per month
• Enterprise plan: custom price upon request

Features:

• Real-time collaboration
• Color coding
• Task milestones
• Subtasks
• Video messages
• Different task views

See also: 6 best Asana alternatives

ClickUp

Source: G2.com

ClickUp can be a good choice for those looking for a task management app with a high level of customization that can align with your business goals.

It comes with the Kanban board that allows you to visualize all your tasks and project data with plenty of ready-to-use templates you can customize according to your needs. You can add custom fields and create dashboards and report boards from scratch.

ClickUp is suitable for tracking more complex goals because it allows you to divide your big goal into smaller tasks and then track milestones with your team.

The mobile app is great and it's easy to customize and automate repetitive workflows. You can also use it for communication with team members: features like assigning comments and sharing screenshots allow you to speed up the conversation, reducing the number of notifications.

Some of its advanced features include:

• Document management
• Whiteboards
• Goal Setting
• Mind Maps

When it comes to integration, ClickUp did an excellent job as the app integrates with more than 1,000 other apps, from your calendar and team communication tools to CRM systems like Hubspot.

While there are no major issues with ClickUp, users complain that adding new tickets to your boards can sometimes take up a lot of time and that some features could be simplified and easier to use.

Pricing:

• Free plan
• Unlimited: $5 per month per user
• Business: $12 per month per user
• Business plus: $19 per month per user
• Enterprise: Custom price upon request

Features:

• Workflow automation
• Document management
• Adding custom fields
• Milestone tracking
• Team collaboration

See also: 5 best ClickUp alternatives

OmniFocus

Source: G2.com

OmniFocus has an intuitive interface that allows you to organize your tasks by batching them into groups based on similarity and adding tags.

A great thing about this tool is that it lets you view your tasks from different perspectives: weekly, daily, sorting them by project or urgency, etc. There's also a Focus Mode that allows you to see only the highest priority tasks and avoid all other distractions until you complete those.

Finally, you can also use a Forecast Mode to get a sense of the day/week ahead. This mode displays your recurring tasks with daily tasks and goals, scheduled events, and tasks whose due date is approaching.

The latest update includes an automated weekly review that lets you track progress and compare your productivity to previous weeks.

Pricing:

• Monthly plan: $9.99
• Annual plan: $99.99

Features:

• Multiple view options
• Due dates and tags
• Forecasting
• Weekly review

Notion

Source: G2.com

First designed as a digital note-taking application, Notion soon became the app whose intention is to decrease the number of apps you use daily.

Notion is a project management software where you can organize workflows and manage multiple projects, but it's also a collaboration platform and can serve as a document base.

The app is based on drag and drop and you can build your own tables and lists. There are numerous ways to view your tasks: Kanban-style boards, to-do lists, checklists, timelines, etc.

Notion is suitable for more complex projects, as you can divide your work into projects, tasks, and subtasks and create a checklist for each. You can assign and share tasks with your coworkers and measure project progress by displaying the percentage of tasks completed in a progress bar.

Another thing that makes Notion great is how easy it is to find your tasks and documents. The app was designed by the team who hated looking for stuff in folders on their computer and the search bar is very effective and easy to use.

While some users say Notion has a clear and intuitive interface, others find this project management software has limited data management options, such as being unable to see only tasks assigned to you or adding different access levels.

Dozens of integrations are available, from basics like Google Drive, Dropbox, Slack, and Zoom to more specific apps like Zapier, Typeform, Figma, Jira, etc.

Pricing:

• Free plan
• Plus: $8 per user per month
• Business: $15 per user per month
• Enterprise: custom price upon request

Features:

• Multiple views available
• Progress bar
• Document and media base
• Easy search
• Subtasks and prioritization
• Project management

TickTick

Source: Play.Google.com

If you're looking for a simple and easy-to-use tool, TickTick could be an excellent solution. You get to choose either from the calendar or daily view and use it for precise date and time scheduling.

Moreover, you can set reminders for all of your appointments during the day.

TickTick may not have advanced workflow features like some other project management apps, but it has a couple of cool features:

• Folder setup – Unlike Todoist, TickTick allows you to organize tasks, documents, and notes into folders.
• Pomodoro timer – The app has a built-in Pomodoro timer, a useful productivity tool that boosts your focus.
• Plan my day – There's also a feature for task prioritization that helps you identify the tasks you need to focus on first.

This Todoist alternative can integrate with Outlook, Gmail, Zapier, and others. On the con side, the free version is limited and most features are locked.

Pricing:

• Free plan
• Annual plan: $27.99 per year

Features:

• Folder setup
• Pomodoro timer
• Reminders
• Task prioritization
• Great mobile app

The Best Todoist Alternative: Comparison Table

Conclusion

When looking for a task management tool, you should focus on a tool that integrates with different apps to save the time you’d spend switching from one tool to another and has advanced features to help you streamline your workflows.

workstreams.ai can be a great alternative to Todoist because it:

• Has time tracking features
• Promotes collaboration
• Is very customizable
• Has advanced task features (labels, deadlines, details)
• Integrates with Slack, Microsoft Teams, Trello, Gmail, Outlook, and Webhook

Sign up and unlock the next level of task management.

FAQs

Is Todoist the best task manager?

Todoist is a good task management tool, but it doesn't have some key features like time tracking and it doesn't have a lot of room for customization. If you want to use a more customizable tool with advanced features, consider a Todoist alternative such as workstreams.ai.

What are the limits of Todoist free?

The free plan allows you to track only five projects at a time and lacks essential features like reminders and backups.

Which app is better than Todoist?

If you're looking for an alternative to Todoist that is more customizable, has time tracking, and offers more features, workstreams.ai could be the perfect app.

What is the difference between Trello and Todoist?

The main difference between these two tools is their layout. While Todoist focuses on task lists, Trello focuses on the Kanban method and its layout consists of different boards and cards.

What is the difference between Notion and Todoist?

While Todoist is a simple task management app, Notion is a full-blown project management software you can use for various things: collaboration, organizing files and documents, taking notes, etc.

What is the difference between Todoist and Asana?

Asana is a more complex project management software that you can use beyond task organizing. It's also better for collaboration and communication. While Todoist has a list-based layout by default, in Asana you can choose from different layouts: Kanban, grid, calendar view, to-do list, etc.