Todoist Pro

---
name: todoist-pro
description: Advanced Todoist: projects, labels, filters, priorities, Karma, templates, and integrations. Use when turning Todoist into a complete task system rather than a simple list.
category: productivity
---

# Todoist Pro

## Overview

Todoist is a fast, cross-platform task manager with surprising depth under a simple surface.

Filters are saved queries over your tasks (`p1 & @work & overdue`) — the real interface of the app.

Labels add multi-dimensional tagging: one project per task, but many labels for context, energy, and state.

Natural-language quick-add makes capture nearly frictionless: type it like you'd say it.

Used well, it's a trusted GTD-style system. Used casually, it's a guilt list you avoid opening.

Mental shift: Todoist is a database you query, not a list you scroll. Filters are the product.

## When to use

- Designing a Todoist project/label/filter architecture from scratch
- Writing advanced filters for reviews, focus views, and weekly planning
- Setting up recurring tasks, templates, and calendar/email integrations
- Migrating from another task manager to Todoist
- Fixing an overloaded, anxiety-inducing task list

## Core concepts

- **Capture first, capture fast.**
  Quick-add (`q`, or natural language like `Call dentist tomorrow p1 @errands`) must be muscle memory. Slow capture means tasks stay in your head.
- **Projects vs. labels.**
  Projects are containers (one per task). Labels are attributes (`@calls`, `@deep`, `@waiting`) — many per task. This is how you slice by context.
- **Filters are saved perspectives.**
  Build: Today-by-priority, Overdue, Waiting-for, Next-actions, Weekly review. Filters turn 200 tasks into the 10 that matter now.
- **Priorities as triage.**
  P1 = today or consequences; P2 = this week; P3 = nice; P4 = someday. Most tasks are P4. If everything is P1, nothing is.
- **Recurring tasks with care.**
  `every!` recurs from completion (habits); `every` recurs from due date (deadlines). Don't use recurrence as procrastination with a new date.
- **Sections and subtasks.**
  Sections split projects into phases; subtasks split tasks into steps. Never nest more than two levels — deep hierarchies go invisible.
- **Karma as signal.**
  Karma trends reveal over-commitment (red days) or coasting. Don't game it with trivial tasks; that corrupts your only honest signal.
- **Learn the query syntax.**
  Filter queries (`due before: +7 days & #Work`, `p1 | p2 & @calls`) are the highest-leverage skill in the app. Worth an hour to learn.

## Practical workflow

1. **Define projects — keep it small.**
   3-6 active projects plus Inbox and Someday/Maybe. Archive finished projects; history is useful for retrospectives.
2. **Create a label taxonomy.**
   Contexts (`@home`, `@calls`), energy (`@deep`, `@shallow`), states (`@waiting`, `@next`). Under 15 labels, consistent names.
3. **Build the core filters.**
   'Today', 'Next actions', 'Waiting for', 'Weekly review'. Pin as favorites — these are your daily drivers.
4. **Set up templates.**
   Project templates for recurring endeavors (trip, launch, onboarding); duplicate-and-edit for repeated multi-step tasks.
5. **Connect the calendar.**
   Two-way sync: timed tasks on the calendar, events in upcoming view. One schedule, no double-booking, real time-blocking.
6. **Run a weekly review.**
   Inbox to zero, each project checked for a next action, upcoming week scanned. 30-45 min, same slot, non-negotiable.
7. **Prune ruthlessly monthly.**
   Delete or demote tasks older than 90 days that keep rolling over. Never-done is a decision never made — make it.
8. **Size new projects.**
   When starting a project, list its tasks immediately and estimate roughly. A project with no tasks is a wish.

## Common pitfalls

- **The infinite today list.**
  40 tasks 'due today' guarantees failure and trains you to ignore dates. Be honest: 3-5 real tasks per day max.
- **No next actions.**
  'Website' sits forever; 'Draft homepage hero copy' gets done. Every task starts with a verb and fits one sitting.
- **Label chaos.**
  50 overlapping labels (`@call` vs `@calls` vs `@phone`). Pick one term, merge the rest, document the taxonomy.
- **Recurring task debt.**
  Postponing the same task for months. Convert chronic procrastinators into projects, delegate them, or delete them.
- **Inbox avoidance.**
  100+ unprocessed inbox items destroys trust in the system. Process to zero weekly — an untrusted system is unused.
- **Karma gaming.**
  Chasing points with fake tasks trains bad habits and lies to you about your workload.
- **Filter over-engineering.**
  Twenty clever filters you never open. Four daily filters beat twenty decorative ones.
- **Due dates as wishes.**
  A date on everything teaches you dates mean nothing. Due dates are for real deadlines; priorities handle the rest.