Get started with your team in Todoist

Once you accept your invitation to a Todoist team, this guide will walk you through the essential steps to begin collaborating. You’ll learn how to log in, find your team workspace, join shared projects, and start adding and assigning tasks to teammates. If you're setting up a team for the first time, see our introduction to teams for creating and managing your workspace.

How do I log in and find my team workspace?

After receiving your team invitation:

1. Click the Join Todoist team button in the invitation email.
2. Log in to Todoist (or create an account if you're new).
3. Look in the left sidebar. You'll see your team workspace listed below My Projects.

How do I join a team project?

To start collaborating on a shared project:

1. Click your team workspace name in the sidebar.
2. Select the project you'd like to join.
3. Click Join in the top-right corner.

Once you've joined a project, you can add tasks, comment on existing tasks, and see what your team has been up to.

Diane · Customer Experience Lead

For quick access to this project, go ahead and add it to your Favorites in the sidebar. Then, all your favorites will sync across all your devices.

Create and share a new team project

Now that you’re part of the team workspace, you can add a new project if the one you need hasn’t already been started.

1. Click the + next to your team workspace name and select Add project.
2. Enter a project name (e.g., “Client Onboarding”).
3. Pick a color.
4. Add the project to a folder if need be.
5. Choose if you want the project to be accessible by the team (everyone in the workspace can edit), restricted (only invited people can edit) or public (where anyone with the link can view, no account needed).
6. Choose a layout: List, Board or Calendar (Calendar layout is only available in paid plans). Your layout can be changed later on.
7. Click Add to create the project. 

 How do I add my first task?

To create a task in a team project:

1. Open the project from your team workspace.
2. Click + Add task.
3. Type your task name using natural language. Todoist recognizes dates, times, and priorities automatically. For example:
   • Mon or next Friday sets the due date
   • 3pm adds a specific time
   • p1 sets high priority (p1 is highest, p4 is none)
4. Click the description field to add more details.
5. Click Add task.

How do I assign tasks to teammates?

To assign a task to someone:

1. Hover over the task.
2. Click the assignee icon (person silhouette).
3. Select a teammate from the list.

To share the project with others who aren’t in your team yet: 

1. Click the Share icon at the top-right of the project. 
2. Enter the teammate’s name or email. 
3. Click Invite. 

How do I collaborate with comments in tasks?

Keep all task-related conversations in one place using comments. Here’s how:

1. Click the comment icon (speech bubble) on a task.
2. Type your message.
3. Mention a teammate using @name to notify them.
4. Add files or links if needed.
5. Click Add comment.

Rachel · Customer Experience

Use the comments like a mini chat thread to keep all task-related communication in one place.

How do I organize my project with sections?

Break your project into logical groups using sections like this:

1. Open your project and click the three-dot menu in the top-right.
2. Select Add section.
3. Enter a name like "To Do" or "In Progress".
4. Click Add section.
5. Now you can drag tasks between sections to update their status as work progresses.

How do I complete tasks?

1. When you finish a task, click the circle to the left of the task name. The task will disappear from your active list.
2. If you complete a task by mistake, click Undo right away to bring it back. Read more on how to uncomplete a task.

What are views?

Todoist offers different views to help you see what needs attention. Click any view name in the left sidebar to access it.

• Today: See all tasks due today across all projects
• Upcoming: Take a look at every task scheduled for the next 7 days (and beyond) across all your projects.
• Inbox: Your default task list in Todoist. When you add a task, it goes straight to your Inbox unless you specify that the task goes into a project.
• Project: A project is a task list that you create yourself, or have been invited to (your team workspace, for example).

Marco · Customer Service

Make your view more personal with the layout (Board, List or Calendar) you choose to see your tasks in. When I pick the Board layout, I’m able to work with my tasks more visually and this helps me focus on the bigger picture.

FAQ

Find answers to common questions about using teams in Todoist, including setup, member management, and billing in our Teams FAQ.

Get in touch

If you're having trouble getting started or settling into your team workspace, get in touch with us.