Todoist is one of the world’s most popular to-do list applications and flooded with powerful features for managing your tasks but also your sanity.
Todoist is an online task management app and todo list. With Todoist, users can organize, schedule, maintain and prioritize personal tasks. With Todoist’s email plugins, you can easily turn emails into Todoist tasks. The tasks will link back to your emails so you can quickly respond to them without sifting through your inbox. Just install Todoist’s add-ins for Gmail and Outlook or use third party integrations from other email apps including Airmail, Mailbird, Missive, and Spark. Todoist Pro gives you the power to get it all done Remember everything with reminders, keep track of as many projects as you need, make it look good with Pro Themes, and a lot more. Tasks and projects are a vital part of the Todoist platform. In a situation where you need to have all the information in one place, just create new projects. Once the project is set, add as many tasks as you think is necessary by tapping a “Add task” or “+” button. Group your tasks with a heading. Start the task name with an asterisk followed by a space.
You've probably experience overdue tasks at least a couple of times.
The truth is that we all usually over-estimate what we can do in a day, assigning too many tasks in our daily to-do list and getting overwhelmed as an outcome. This can lead us to feel guilty, anxious and, consequently, uninspired.
This is where Todoist built-in Smart Schedule comes in handy.
What is Todoist Smart Schedule?
Todoist Smart Schedule feature uses predictive modelling to help you plan your tasks in advance. Pretty smart huh!?
The scheduling function learns from your personal productive habits and considering, at the same time, the behaviour of all Todoist users, in order to predict the best time to schedule your own tasks.
According to the official article on the Doist blog, Smart Schedule takes into account the following task and life attributes:
- Your Habits
- Task Urgency
- Workdays vs. Weekends
- Upcoming Tasks
- Your Daily and Weekly Goals
- And more…
How it SMART SCHEDULE works
rescheduling multiple tasks
In order to schedule (or reschedule) multiple tasks at once, you just have to select them CTRL (Windows) or CMD (macOS) + SHIFT and click Schedule in the menu at the top.
Then click Smart Schedule and see the suggested due dates and then click Update. You can also edit the suggested due date for each task if it doesn't suit your needs.
Rescheduling a single task
The process to reschedule a single task is even easier.
Just go over your task, click on the date field, then from the drop down menu click the suggested date shortcut and it will be automatically saved.
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when and why to use it
As you can see Todoist Smart Schedule is very easy to use and you can also customize it according to your own need.
![Todoist tasks not recurring Todoist tasks not recurring](/uploads/1/1/8/5/118505742/191605378.jpg)
It can be useful to easily reschedule overdue tasks or simply when unexpected circumstances would bring you away from your work (think an unexpecting meeting, for example, or even a job trip) as well as to prepare yourself to leave for vacation, you could reschedule in bulk a bunch of tasks for when you’ll be back to work.
Let’s also not forget those days when you wake up and you feel like you just can’t do it! Whether postponing your work is not often a suggested option, there are some exceptions when it can be actually recommended in order to clear your mind and regain focus.
Export Todoist Tasks
Setting a realistic schedule for your tasks can be a tricky thing. Using a tool like Smart Schedule can help you to optimize your time planning the day and week to come.
Additional Resources
- Todoist’s official guide: Set due dates with Smart Schedule
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Dates in Todoist can sometimes be a bit confusing. Here you will find a complete overview of the date formats and the ways of using dates in Todoist.
Note: I recommend to bookmark this post so that you can easily find it when you are struggling with dates in Todoist.
How to set dates in Todoist
You can set dates in Todoist using the calendar/date selector, or by using natural language.
Todoist will automatically recognize and add due dates as you type them into a task name. This feature is called Smart date recognition. You can turn this feature on or off by going to Settings / General / Smart date recognition.
Disabling Smart date recognition for a single task
Sometimes, Todoist’s Smart date recognition can be a source of irritation. Let’s say the task is “Finish monthly expense report” By the time you type “Finish mon” Todoist will have interpreted this as a task named “Finish” that is due on Monday. To avoid this, press backspace or delete on your keyboard, or tap the highlighted word on your phone or tablet.
Natural language formats
Todoist Daily Tasks
Relative dates
Write | To get |
tod | Today’s date |
today | Today’s date |
today at 9 | Today at 09:00 (or 9 am) |
tom | Tomorrow’s date |
tomorrow | Tomorrow’s date |
tomorrow at 21:00 | Tomorrow at 21:00 (or 9 pm) |
next week | Next Monday (or what you have specified as the start of the week in settings.) |
end of month | The last day of the current month |
next month | The first day of the next month |
Specific dates
Write | To get |
25 feb | 25. February current year |
feb 25 | 25. February current year |
25th | The 25th day of the current month |
feb 13 2019 | 13. February 2019 |
13.02.2019 | 13. February 2019 |
13/02/2019 | 13. February 2019 |
2019/02/13 | 13. February 2019 |
02/13/2019 | 13. February 2019 |
13-02-2019 | 13. February 2019 |
2019-02-13 | 13. February 2019 |
02-13-2019 | 13. February 2019 |
Specific days
Write | To get |
mon | Next Monday |
monday | Next Monday |
tue | Next Tuesday |
tuesday | Next Tuesday |
wed | Next Wednesday |
wednesday | Next Wednesday |
thu | Next Thursday |
thursday | Next Thursday |
fri | Next Friday |
friday | Next Friday |
sat | Next Saturday |
saturday | Next Saturday |
sun | Next Sunday |
sunday | Next Sunday |
Recurring due dates in Todoist
The only way to set recurring due dates in Todoist is by using natural language. I’m tempted to say that your imagination is the limit but to make it easy to get started, I have made some tables below.
Relative numbers
Write | To get |
every | Every day, week, month, etc |
every 2 | Every other day, week, month, etc |
every other | Every other day, week, month, etc |
every 3 | Every third day, week, month, etc |
every third | Every third day, week, month, etc |
every 4 | Every fourth day, week, month, etc |
every fourth | Every fourth day, week, month, etc |
every 5 | Every fifth day, week, month, etc |
every fifth | Every fifth day, week, month, etc |
every 6 | Every sixth day, week, month, etc |
every sixth | Every sixth day, week, month, etc |
every 7 | Every seventh day, week, month, etc |
every seventh | Every seventh day, week, month, etc |
every 8 | Every eighth day, week, month, etc |
every eighth | Every eighth day, week, month, etc |
every 9 | Every ninth day, week, month, etc |
every ninth | Every ninth day, week, month, etc |
every 10 | Every tenth day, week, month, etc |
every tenth | Every tenth day, week, month, etc |
… |
The use of ! (exclamation mark)
Thanks to the tip from Keith in the comment section, I can list a very useful function that was unknown to me: The format Every! will calculate the next occurrence from when you complete the task. Meaning that if you complete the task later than on the first due date, the next occurrence will be calculated from when you completed the previous task.
Specific dates and days
Write | To get |
every 1st | Every 1st of the month |
every last day | Every last day of the month |
every other monday | Every other Monday |
every morning | Every day at 09:00 (9 am) |
every evening | Every day at 19:00 (7 pm) |
every weekday | Every Monday, Tuesday, Wednesday, Thursday, and Friday |
every workday | Every Monday, Tuesday, Wednesday, Thursday, and Friday |
Setting start dates for non-recurring tasks in Todoist
Start dates for non-recurring tasks are actually not supported in Todoist. The dates above are all due dates. You have three options to get around this:
- Register the start date as the due date. When the task shows up, use the every day until <due date> to make the task repeat until the desired due date.
- Register the task with due date every day from <start date> to <due date> .
- Register the task with a due date and set a reminder for the start date.
Start and end dates for recurring tasks in Todoist
Write | To get |
every day starting december 01 | Every day from 1st of December |
every day ending december 01 | Every day starting today, ending 1st of December |
Every day for 4 weeks | Every day starting today, ending in 4 weeks |
Every day for 5 months | Every day starting today, ending in 5 months |
Every day from 01 december to 10 december | Every day starting 1st of December, ending on the 10th of December |
Set due dates in Todoist with Smart Schedule
Todoist Task Length
The Smart Schedule function in Todoist is an AI-based function that helps you schedule or re-schedule your tasks. It learns over time, making better and better predictions. To learn more about the Todoist Smart Schedule function, visit this help article from Todoist.
Dates in Todoist filters
For a complete overview of how to make filters in Todoist, please visit the below blog post.
The ultimate guide to Todoist filters
Here you will find everything worth knowing about Todoist filters. Filters are a great tool, both when you need an ..
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Todoist Tasks Time
Date formats
- Given date: 15.01.2017
- Given date US format: 01/15/2017, Jan 15th
- Given date and time: 15.01.2017 16:00
- Given date and time US format: 01/15/2017 4 pm, Jan 15th 4 pm
- Relative date: yesterday, today, tomorrow
- Due Date: 2 days (due in the next two days), -2 days, (due in the past two days)
- Days of the week: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Creation dates
- created:
- created before:
- created after:
Due dates
- due:
- due before:
- due after:
- next X days
- overdue
- recurring
- no date
Todoist Task Duration
Filtering on Creation dates
Query | Shows |
created: today | All tasks created today |
created before: -365 | All tasks created more than 365 days ago |
created after: 01/15/2017 | All tasks created after Jan 15th, 2017 |
Filtering on Due dates
Query | Shows |
due today | All tasks due today |
due before: Jan 15 | All tasks due before January 15 |
due after: 01/15/2017 | All tasks due after Jan 15th, 2017 |
due in 2 day | All tasks due in two days |
next 10 days | All tasks due in the next ten days |
overdue | All tasks that are overdue |
recurring | All tasks with recurring due date |
no date | All tasks without a due date |
!no date | All tasks with a due date |