As teams grow, staying in sync gets harder. More projects, more people, more moving parts, and suddenly it’s not clear who’s doing what, whether things are on track, or where the bottlenecks are.

Todoist gives teams a clear picture of their work, right where it already lives. No check-ins, no status meetings, no extra overhead. This guide walks you through each of the visibility tools available, with links to dedicated articles where you can go deeper.

Set up your team workspace

Before you dive into the visibility tools, it’s worth making sure your workspace is set up to give everyone the right level of access.

User roles help you manage what people in your team have access to. There are three user roles available in a team: Admin, Member (Business plan only), and Guest. When you create a team, you’re automatically set as the admin. You can also upgrade team members to admins. 

Team projects are visible to everyone on the team by default, which means anyone can browse, preview, and join the projects relevant to their work without needing a direct invitation. This makes it easy for the whole team to stay aware of what’s happening across projects.

You can also set default access levels for your team so that new members automatically get the right permissions when they join. 

Who did what, and when?

Reporting gives you a full record of your team’s activity across the workspace. It opens on your own completed tasks by default, but you can filter by workspace, project, team member, action type, or date range to get the exact view you need.

Marco walks you through everything you can do in Reporting:

Is your project on track?

Insights gives you data-driven visibility into project health and how your team is progressing. See task completion trends, track overdue work, and spot patterns that help you course-correct before deadlines slip. 

Denise takes you on a tour of Insights:

See what everyone is working on 

The People tab gives admins a full picture of what everyone on the team is working on. You can see each member’s assigned tasks and overdue count at a glance, sort by any column to quickly spot who might be stretched, and click into anyone’s task list (organized by project, priority, and due date) without having to ask.

Kaitlin takes you through the People tab:

Cut through the noise with team filters

When you need a focused view of exactly what your team is working on, team filters let you query across your entire workspace with precision. Create shared filters your whole team can use to find exactly what they’re looking for. Query by name, date, project, label, priority, and more to surface the tasks that need attention.

Dermot shows you how to create and use team filters:

Get in touch

If you run into any issues setting your team up for success, get in touch with us. We – Marco, Dermot, Rikke, or any of our other teammates –  are happy to help!