Introduction to projects

Free

Premium

Business

Todoist projects keep all your tasks organized so you can achieve your goals, whether they are large or small. If you are planning a 3-day trip, tracking a marketing campaign, or keeping a list of books to read, projects provide a dedicated space to focus. By grouping related tasks together, you can gain clarity and take control of your day-to-day productivity.

Identify project types

Before you start building, it's helpful to understand the two environments where your projects can live. This ensures your tasks are visible to the right people, and stay organized in the right place.

	My projects	Team projects
Primary use	Personal tasks or private work	Collaborating with teammates
Ownership	Account owner	Team admins
Visibility	Account owner	All admins and members can browse, preview, and join any visible team project. Guests can only access projects they're invited to.
Working with external people	Share your personal project with friends and family	Share a team project with a guest
Share a project in view-only mode	Public projects	Public projects
Restrict a project's visibility	Restricted by default	Restricted projects

Create a project

All big achievements begin with a single project. You can create a project to house specific tasks and even customize it with colors to make it stand out in your sidebar. Let’s start with creating your first project:

Create a personal project

Click the plus icon next to My Projects.
Select Add project.
Give the project a name, then click the hashtag icon to choose its color.
Click Add project to confirm.

If you are on the free plan, you can have up to 5 active projects at a time. To manage more, you can archive or delete old projects or upgrade to a paid plan. On the Pro plan, you can create up to 300 projects, and on the Business plan, up to 500 projects.

Create a team project

Click the plus icon next to your team projects.
Select Project.
Give the project a name, then click the hashtag icon to choose its color.
Add teammates by typing + followed a name to choose an existing member, or an email address to invite someone who isn’t part of your team yet.
Toggle the lock icon on to limit the project to invited people only, or leave it off so everyone on your team can access it.
Click Add project to confirm.

You can copy a list of project names from a document or email and paste it into the project name field. Each line of your pasted text becomes a separate project.

Tap Browse at the bottom-right.
Tap the plus icon next to either My Projects or your team projects.
Select Add Project.
Give the project a name, and choose its color and preferred layout.
Tap Done at the top-right to confirm.

When creating a team project, tap Access and choose whether to give full access or keep it as a restricted project.

Edit a project

Projects grow and change over time. Whether you need to color code team projects, or your teammate came up with an even better project name, here’s how to make these changes to your project:

Change the project name

Click the three dots icon next to the project name.
Select Edit from the menu.
Enter the new project name.
Click Save.

If you already have the project open in Todoist, click the project name at the top and make your changes. Then, click Save to confirm.

Change the project color

Click the three dots icon next to the project name.
Select Edit.
Select the color you want for your project from the Color menu.
Click Save.

Change the project name

Tap Browse at the bottom-right.
Swipe left on the project name.
Tap the pencil icon.
Enter the new name for the project in the Name field.
Tap Done to confirm.

Use the project's context menu to quickly change its name.

Change the project color

Tap Browse at the bottom-right.
Swipe left on the project name.
Tap the pencil icon.
Tap Color and choose a different project color.

Use the project's context menu to change the project color.

Change the project name

Tap Browse at the bottom-right.
Scroll down the project list and tap Manage Projects.
Open the project.
Tap the three dots icon at the top-right.
Tap Edit.
Enter the new name for the project in the Name field.
Tap the checkmark icon at the top-right to save the changes.

Change the project color

Tap Browse at the bottom-right.
Scroll down the project list and tap Manage Projects.
Open the project.
Tap the three dots icon at the top-right.
Tap Edit.
Select the color for the project.
Tap the checkmark at the top-right to save the changes.

Copy a link to a project

There are times when you’ll want to copy a link to a project to share with others. Here's how to grab your project's unique link:

Click a project from the sidebar.
Click the three dots icon at the top.
Select Copy link to project.

The project link is copied to your clipboard automatically.

You can right-click a project from the sidebar and select Copy link to project.

Tap Browse at the bottom-right.
Open a project.
Tap the three dots icon at the top-right.
Select Copy Link to Project.

The project link is copied to your clipboard automatically.

When looking at your projects list, touch and hold the project to open the context menu and select Copy Link to Project.

Tap the project from the sidebar.
Open a project.
Tap the three dots icon at the top-right.
Select Copy Link to Project.

The project link is copied to your clipboard automatically.

When looking at your projects list in the sidebar, touch and hold the project to open the context menu and select Copy Link to Project.

Tap Browse at the bottom-right.
Open the project.
Tap the three dots icon at the top-right.
Select Copy link to project.

The project link is copied to your clipboard automatically.

Duplicate a project

If you find yourself copying or sharing the same task lists with different people, you can save time and effort by duplicating a project. You can only duplicate one project at a time.

Click the three dots icon next to the project name.
Select Duplicate.
Open the duplicated project in the sidebar. The project name starts with Copy of.
Change the project name.

If you're already working in a project, click the three dots icon at the top-right and select Duplicate to duplicate the project.

Tap Browse at the bottom-right.
Open a project.
Tap the three dots icon at the top-right.
Select Duplicate. You'll see a confirmation notice at the bottom of the screen.
Tap Show to open the duplicated project.

To use the context menu, press and hold the project name and select Duplicate.

Tap the menu icon at the bottom.
Open a project and tap the three dots icon at the top-right.
Select Duplicate. You'll see a confirmation notice at the bottom of the screen.
Tap Show to open the duplicated project.

When you duplicate a project, Todoist quickly creates a copy of that project. You'll see the words Copy of added to the project name to help differentiate it from the original project. You can easily change the duplicate project’s name at any time.

Here’s what's included and not included when you duplicate a project:

INCLUDED	NOT INCLUDED
Project name and color	Task reminders
Chosen view	Completed tasks and archived sections
Chosen sorting, grouping, or filtering options	Project and task comments
Active sections, tasks, and sub-tasks (with respective due dates, priorities and labels)	Favorites. Add the project as a favorite.
	Sharing settings: a duplicated project is private by default. You can share it later.
	Sub-projects: you can duplicate them individually the same way as parent projects.

Share a project

Productivity is often a team sport. You can invite people to any project to delegate tasks and stay updated on progress together.

Click the project from the sidebar.
Click Share at the top-right.
Enter the name or email address of the person to invite to the project.
Click Invite to confirm.

If the person you're inviting doesn't already have a Todoist account, they’ll receive a project invite email with the option to sign up for a free account.

Tap Browse at the bottom-right.
Open the project.
Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
- Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
- Invite via name or email: lets you invite someone to your project by adding their name or email address.
Tap Done to confirm.

When you select Invite via name or email, choose an existing collaborator from the list or enter their name or email address in the To: field. Whoever you invite will always have the Can Edit permission.

Customer Experience Specialist Tap the red plus icon in the To: field to invite someone from your phone’s Contacts app.

Open the project from the sidebar.
Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
- Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
- Invite via name or email: lets you invite someone to your project by adding their name or email address.
Tap Done to confirm.

Customer Experience Specialist Tap the red plus icon in the To: field to invite someone from your phone’s Contacts app.

Tap Browse at the bottom-right.
Open the project.
Tap the add person icon. If you’re already sharing the project, tap the group icon. You'll see two options:
- Share Link: lets you copy an invitation link to join the project. Share this with anyone you want to share the project with.
- Invite via name or email: lets you invite someone to your project by adding their name or email address.
Tap the send icon to confirm.

Everyone you share your project with will have full access to all the information, like tasks, comments, and file attachments. Likewise, they can add new tasks, assign tasks, complete tasks, add comments, and upload new files.

Share a parent project

If you share a parent project with someone, they won't automatically have access to its sub-projects. You'll need to send them a project invitation for each sub-project.

Best practices for projects

Now that you've created your project, let’s add and organize your tasks. Below are best practices to help you make the most of a project in Todoist:

Quick Add tasks to your project

Load up your new project with every relevant task you can think of. Use Quick Add or press Add task at the bottom of the task list to add tasks directly to your project. It’s a brainstorm, there are no bad ideas!

Customer Experience Specialist Use Quick Add to quickly move the task to a project. Type # in the task name and enter the name of the project.

Organize with sections or folders

Break your project down into manageable chunks with sections. Add tasks or drag existing tasks to their relevant section.

If you’re working on a large team project with hundreds of tasks, break it down into smaller team projects and use folders to organize them. In a team, all projects live at the same level, so folders are how you group related work. Sub-projects (nested projects) are available in My Projects only.

Add due dates

As you’re organizing your project, you’ll find that there are tasks are due sooner than others.

To make sure you get things done on time, add a date and time to each task. These tasks will appear in the Today and Upcoming views, with the option to review them as a list, board, or calendar (available to Pro and Business customers).

Favorite a project

Turn the Todoist sidebar into your personal assistant by adding your most used projects as favorites. Turn on Add to favorites as you’re creating the project, or after identifying which projects you use the most.

Reorder your projects list

You can change the order of your personal projects by dragging them directly in the projects list under My Projects. There’s no separate drag handle, so you drag the project itself.

Hover over a project under My Projects.
Drag the project up or down to its new position in the list.

Press and hold a project under My Projects.
Drag the project to its new position in the list, then let go.

At the bottom of your projects list, tap Manage projects.
In the top-right corner, tap the edit icon.
Drag the projects to reorder them.

For team projects, anyone on the team can sort projects alphabetically (A-Z) or in reverse (Z-A). Admins can also choose Manual to drag and drop projects into any order. Click the Sort menu above the projects list to choose.

Sorting by creation date or last modified date isn’t available.

Create project templates

If you find yourself recreating the same task lists frequently, you can save time and effort by creating a project template. These templates are saved to the My templates section in the Todoist templates gallery, so you can access it any time.

When you import a template to a new project, the project doesn’t sync with the original version. When you make changes to one version, those changes won’t appear in the other.

Archive a project

If you need to shelve a project for later, archive that project to remove it from your projects list with the option to view and restore it later.

Click the three dots icon beside the project in the sidebar.
Select Archive from the menu.
Click Archive to confirm.

Restore an archived project

Click My Projects or your team name.
Toggle the Archived projects only option on. You'll see a list of archived projects.
Find the archived project and click the three dots icon next to its name.
Select Unarchive.

Tap Browse at the bottom-right.
Open the project you want to archive.
Tap the three dots icon at the top-right.
Tap Archive.
Tap Archive for me to confirm. If this is a team project, tap Archive for everyone.

You can also archive a project through its context menu.

Restore an archived project

Tap Browse at the bottom-right.
Tap Manage Projects in My Projects.
Select Archived projects in the Project type menu.
Open the project you want to restore.
Tap Unarchive at the bottom.
Tap Unarchive for me to confirm. If this is a team project, tap Unarchive for everyone.

Tap Browse at the bottom-right.
Open the project you want to archive.
Tap the three dots icon at the top right.
Select Archive.
Tap Archive for me to confirm. If this is a team project, tap Archive for everyone.

Restore an archived project

Tap Browse at the bottom-right.
Tap Manage Projects.
Select Archived projects in the Project type menu.
Open the project you want to restore.
Tap the three dots icon at the top-right.
Select Unarchive.
Tap Unarchive for me to confirm. If this is a team project, tap Unarchive for everyone.

When you unarchive a project, all of its data is restored and preserved. This includes tasks, comments, reminders, attachments, and task assignments to collaborators.

Delete a project

There may be projects that no longer bring value or align with your goals. Here’s how to delete a project, keeping your projects list nice and tidy:

Delete a personal project

Open the project you want to delete in the sidebar.
Click the three dots icon at the top-right.
Select Delete.
Click Delete again to confirm.

Delete a team project

Open the team project you want to delete in the sidebar.
Click the three dots icon at the top-right.
Select Archive.
Click Archive again to confirm.
Click your team name in the sidebar.
Toggle the Archived projects only option on. You'll see a list of archived team projects.
Find the archived project and click the three dots icon next to its name.
Select Delete.
Click Delete again to confirm.

Delete a personal project

Tap Browse at the bottom-right.
Open the project.
Tap the three dots icon at the top-right.
Select Delete.
Tap Delete again to confirm.

Delete a team project

Tap Browse at the bottom-right.
Open the project.
Tap the three dots icon at the top-right.
Tap Archive.
Tap Archive again to confirm.
Tap back to the navigation and select your team name.
Tap Active projects in the Project type menu.
Select Archived projects. You'll see a list of archived team projects.
Open the archived project you want to delete.
Tap the three dots icon.
Select Delete.
Tap Delete to confirm.

Delete a personal project

Tap Browse at the bottom-right.
Open the project.
Tap the three dots icon at the top-right.
Tap Delete.
Tap Delete again to confirm.

Delete a team project

Tap Browse at the bottom-right.
Open the project.
Tap the three dots icon at the top-right.
Select Archive.
Tap Archive for everyone to confirm.
Tap back to the navigation and select your team name.
Tap Active projects in the Project type menu.
Select Archived projects. You'll see a list of archived team projects.
Open the archived project you want to delete.
Tap the three dots icon at the top right.
Select Delete.
Tap Delete again to confirm.

If you try to delete a project that is shared with others, you'll see the option to leave it instead of deleting it.

Restore a deleted project

If you're a Pro or Business customer, Todoist automatically backs up your data every time you log in to your account. You can store up to 21 backups. If you deleted a project by accident, create a new project and import a backup.

Get started

Ready to start working on your projects? We hope this guide gives you the tools to work on that idea you’ve had brewing for months! If you still feel overwhelmed and don’t know where to start, check out the Todoist template gallery for dozens of curated templates.

If you’re having trouble creating or managing your projects, get in touch with us.