Teams FAQ

Why are teams labeled “beta”?

We kept the beta label because this update is just the foundation for improving Todoist for teams. Over the next months, we’ll be iterating quickly based on real-world feedback from teams like yours.

We hope that by calling this a beta, you feel invited into the process of building a better Todoist.

I don’t see teams in Todoist. How do I get access?

We’re rolling out teams in phases. Teams is currently available to newer Todoist users — those who created an account on or after July 10th, 2023. We’ll expand access more broadly as soon as we can complete work to enable a critical feature: the ability to move existing projects.

We are sorry for the delay. We know that our long-time users are eager to try teams. We’re eager too! Unfortunately, an unexpected technical issue was discovered in our private beta that’s blocking users from moving projects, which our testers have told us is a must-have feature. Our team’s working hard to resolve this issue, and we’ll expand access once the experience is as smooth and reliable as Todoist users deserve.

In the meantime, users who signed up before July 10, 2023, and are interested in using Todoist with their team, can still sign up for the original Business plan by starting a 30-day free trial.

Can I create more than one team?

Yes! You can create one free team. If you upgrade that team to Pro or Business, you’ll gain the ability to create one additional free team. You can create as many paid teams as you want.

However, billing is per team. That means if you have the same member in two different paid teams, you’d be paying twice for that person.

What is included in my team?

You can go here to see a full overview of the features and limits for each team plan.

What’s the difference between a team Admin, Member, and Guest?

This article explains in detail what the difference is between being an Admin, a Member or a Guest of a team!

What makes teams different from shared projects?

Shared projects are great for ad hoc collaboration, but when you work with the same group of people who all need access to the same projects and information, one-off shared projects leave a lot to be desired.

In a team:

• Collaboration is easier and more transparent with a shared project overview for the team.
• Referencing projects, sections, and tasks is as easy as sharing a link.
• Data ownership (what belongs to the team and what belongs to individuals) is crystal clear.
• There's more control over who can access what from the team Members tab.

We'll continue to add more collaborative features in the coming months based on real-world feedback from teams like yours.

Can I invite people outside my organization to a team project?

Absolutely. People outside of your organization can be invited to specific projects as guests, for free. Furthermore, you can add an unlimited amount of guests! 🎉

How can I try out teams for free?

When creating a team, it will be on the free plan. This gives everyone access to core collaborative features with a few usage limits. You can upgrade the team to the Business plan to remove those limits and unlock more powerful features.

How much does a team cost?

In our public beta phase, you can test-drive a single team for free. As your needs grow, you can move to our Business plan for $6/month per member (billed yearly). On the Business plan, you’ll gain access to more features (and have fewer limits) to help optimize your work.

(Note that billing is per team so you could have both a free team and a separate paid team at the same time.)

When you upgrade a team to the Business plan, your members will automatically receive access to Pro features in their personal projects at no extra cost.

How is pricing calculated for the Pro plan?

If you upgrade your account to the Pro plan, you’ll be charged a flat fee of $5 monthly or $48 yearly (20% off, equivalent to $4 monthly). Guests are free of charge, but they can only be invited to projects individually. Create a team if you work with the same group of people.

How is pricing calculated for the Business plan?

The price to upgrade a team to the Business plan is $8/user per month or $72/user per year (25% off or equivalent to $6 monthly).

If a team has 10 members and is on monthly billing, the price is $80 per month.

Guests are free of charge, but they can only be invited to projects individually and don’t have access to either the team or any corresponding data.

Do I need to purchase a subscription on each device where I want to use Todoist?

No, as long as you are logged into the same Todoist account on all devices, you will have access to whichever plan you are subscribed to on all of your devices.

What will happen to the old Todoist Business plan once teams has been released to all users?

If you subscribed to the Business plan before July 10th 2023, you won’t experience any changes right now. Your plan — including features, limits and pricing — will stay exactly the same.

We will roll out teams to everyone soon, including those on the original Business plan. Current Business users will transition to a team with new collaborative features at the same price you’re currently paying for the Business plan.

How do I cancel a paid plan?

Subscriptions to paid plans automatically renew every year or month unless canceled. You can cancel subscriptions at any time from the billing settings.

When you cancel a subscription, your team will still have access to paid features until the end of the ongoing billing period. After this, the team will be moved back to a free plan (and the corresponding usage limits). When you cancel, neither you nor your team will lose any data that was created while on a paid plan.

How do refunds work?

To receive a refund on a Pro or Business plan payment, you'll need to request the refund within 30 days of subscribing and be on yearly billing, unless otherwise provided by applicable law. Monthly subscriptions aren’t eligible for refunds. Learn more in this article.

What happens if I have Pro and then upgrade to Business?

If you have paid for Pro and upgrade to Business before using your full Pro time, your remaining Pro time will be added as credit in our system. However, please note that this credit can only be used to pay for Pro subscriptions.

If you upgrade to Business within 30 days of having subscribed to Pro, you may be eligible for a full refund. Learn more in this article.

How secure is my team’s data in Todoist?

The short answer is very secure!

The longer answer, for the more technically-inclined:

When user data is stored in servers and databases, Todoist uses AES 256 encryption. When the data is being sent or received, it is encrypted with TLS 1.1 or above. Data backups on our servers are encrypted with AES256 and signed by RSA with 2048 key length.

Todoist also creates daily automatic backups within the app for our Business plan users, which follow our strict security protocols to prevent unauthorized access.

We also support 2-Factor Authentication to ensure access to your data remains secure.

Who owns the data in a team?

When you create a team on behalf of an organization, the organization owns the data within it. Admins can control access: everything from assigning roles to removing members to deleting the team itself.

Personal projects (the ones listed under My projects in the sidebar) are owned and controlled by the individual team member. If you ever leave (or are removed from) your team, you’ll still have access to all your personal projects, as these are not part of the team you have left.

Should I add my personal tasks to a project in my team or to a personal project in my account?

Choose what works best for you. A good rule of thumb:

• For work you just need to keep track of for yourself – or shared projects that include sensitive information you want to keep private – use a personal project.
• For work to collaborate on with teammates – or projects to keep your team looped in on – use your shared team workspace.

Where can I find more information about how you handle team data? 

You can find the most up-to-date information in our Privacy Policy and Terms of Service.