Team workspaces allow you to simplify and manage projects and tasks, no matter how small or large your team may be. Find answers to common questions about using teams in Todoist, including setup, member management, and billing. You can also check out our introduction to teams to see how it all works in action.
Teams in Todoist
What’s the difference between the Pro and Business plans?
The Business plan includes all of the features of the Pro plan – like custom reminders, filters, and more – in addition to a few handy capabilities for team users and admins:
All team members will be able to:
- Browse and preview public team projects and join only the ones that are relevant to them.
- Share direct links to projects, sections, tasks, and comments that teammates can preview and instantly take action on.
- Group or filter tasks by personal and/or team projects from the View Options menu in Today, Upcoming, and filter views to better separate work and life.
For team leaders, adding a team to Todoist:
- Gives you a transparent, organized overview of all your team’s work and lets you pop in to see progress, without having to join each and every individual project.
- Makes data ownership crystal clear. Team projects belong to the team. Personal projects belong to the individual.
- Grants admins more control over permissions and data access in team settings.
Plus, when you upgrade your team to the Business plan, all members automatically get access to all personal Pro features – like custom reminders, calendar layout for projects, and task durations!
(After all, when your teammates are organized and on top of their personal to-dos, teamwork magically tends to flow more smoothly, too. 💆)
You can view a full overview of what is included with each plan on our pricing page.
Is it possible to continue managing personal tasks in Todoist when using teams?
You absolutely can! The simple yet powerful personal task manager you know and love isn’t going anywhere. As with all of Todoist’s power features, these team features are there when you need them and out of the way when you don’t. Your personal projects stay private and in your full control, even when you're collaborating with a team in a shared workspace.
Use teams
Can I create more than one team?
Yes! There are no limits to the amount of paid teams you can create.
However, billing is per team. If you have the same person in two different paid teams, you’re paying twice for that person. This means that separate teams are best used when interacting with completely distinct groups – clients, vendors, or partner organizations – with no crossover.
Instead of creating new teams, you may choose to use folders or restricted projects to group and organize team efforts; in fact, that's how we do it ourselves.
What's 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 can be 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. Now there's a dedicated home for your team's work.
In a team:
- All members can browse and preview projects on their own, or preview and join projects via link. No more manually inviting people, one-by-one, to join shared projects.
- Every member can keep track of important projects in the team, while maintaining a completely separate space for their personal data. Custom filters allow for the mix of work and personal tasks that's right for each individual.
- 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. Team projects belong to the team and personal projects stay private – even if you leave the team.
- Admins can control access, manage roles, and get an overview of the team's activity.
And there's more to come. We'll continue to add more collaborative features based on real-world feedback from teams like yours.
Why can’t I move projects or tasks out of my team?
From a data ownership perspective, all projects and tasks in your team belong to the team.
To keep your team’s data secure, moving projects and tasks out of the team isn’t allowed. Check that any project or task that are about to move to the team don't include personal or private information.
We're currently exploring ways to facilitate project moves (with appropriate Admin permissions), and will prioritize our efforts based on what users like you need most.
Can I invite people outside my organization to a team project?
People outside of your organization can be invited to specific projects as guests, for free. Guests can join unlimited team projects, regardless of their personal account limits.
Pricing
How can I try out teams for free?
When you create a team, you'll automatically start with the Beginner plan. This gives everyone access to core collaborative features, with a few usage limits.
When you're ready, you can upgrade the team to the Business plan to remove those limits and unlock more powerful features – like unlimited members, guests, and folders.
How much does a team cost?
To experience the power of our collaborative features, you can test drive a single team for free. As your needs grow, you can upgrade to the Business plan. You’ll gain access to more features to help optimize your teamwork, plus the people you've invited will automatically receive access to Pro features in their personal projects at no extra cost.
Note that billing is per person per team. If you decide you need more than one team, check if you need to invite the same people in more than one team to avoid paying more.
How is pricing calculated for the Business plan?
You can view a full overview of what's included with each plan on our pricing page.
Why is each team priced individually?
When designing teams, our goal was to create a seamless experience where you and your teammates can organize your personal and team tasks in one place – without having to switch between two separate accounts – while at the same time keeping data ownership clearly separated.
But for most teams, some additional organization will be needed within the shared workspace to support the unique way your team operates.
Instead of creating new teams, you may choose to use Folders to group and organize team efforts... In fact, that's how we do it ourselves. This makes managing your settings, billing, and members more streamlined, and avoids any double-billing for the same member. You may also find using restricted projects for precise access control helpful as well – we think it's perfect for "1-on-1" projects, for example.
Of course, there are cases where creating separate teams make sense; they're best used when interacting with completely distinct groups – like clients, vendors, or partner organizations – with no crossover.
Note that we'll be continuing to gather feedback from users like you on how you'd like to see our team features evolve. So if folders and restricted projects aren't meeting your needs, let us know how you would use multiple teams in Todoist.
Cancel a paid plan
How do I cancel a paid plan?
Subscriptions to paid plans automatically renew every year or month. You can cancel subscriptions at any time from the billing settings.
If you choose to cancel a team plan, the team will still have access to paid features until the end of the ongoing billing period. Then the team will be moved back to the Beginner plan (and the corresponding usage limits). And don't worry, if you do 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.
Data and security
Where can I find Doist’s compliance reports and security documentation?
Visit our Trust Center for our SOC 2 report, subprocessor list, and security documentation.
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:
- Assign roles
- Remove people
- Delete the team
Personal projects (the ones listed under My Projects in the sidebar) are controlled by the individual team member and can't be accessed by anyone else.
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.
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.
Get in touch
If you have any other questions regarding a team, please get in touch with us.