Workspaces FAQ

We kept the beta label because this update is just the foundation for improving Todoist for teams. Over the next months, we’ll be iterating quickly based on real-world feedback from teams like yours.

We hope that by calling this a beta, you feel invited into the process of building a better Todoist.

We’re rolling out team workspaces in phases; they’re currently available to newer Todoist users — those who created an account on or after July 10th. We’ll expand access more broadly as soon as we can complete work to enable a critical feature: the ability to move existing projects. 

We know that our longtime users are eager to try workspaces —we’re eager too! — and we’re sorry for the temporary delay.

The background: an unexpected technical issue was discovered in our private beta that’s blocking users from moving projects, which our testers have told us is a must-have feature. Our team’s working hard to resolve this issue, and we’ll expand access once the experience is as smooth and reliable as Todoist users deserve.

In the meantime, users who signed up before July 10, 2023, and are interested in using Todoist with their team, can still sign up for the original Todoist Business plan by starting a 30-day free trial.

Yes! During beta, you’ll be able to create one free Starter workspace. With an upgrade to our Business plan, you’ll gain the ability to create one additional free workspace. (Note that this limit only applies to workspace creation; you’ll still be able to join any workspace you’re invited to.)

You can create as many paid team workspaces as you have teams to collaborate with. However! Billing is per team workspace. That means if you have the same member in two different paid workspaces, you’d be paying twice for that person.

This article explains in detail what the difference is between being an admin, a member or a guest of a workspace!

Sub-projects are a handy way to organize projects in your personal workspace. But we couldn’t make them make sense in a team workspace where all members share the same project overview.

Early workspace beta testers have let us know that they need better ways to group and organize team projects, and it’s at the top of our list of things to work on next.

Whatever solution our product team comes up with will work even better than sub-projects for personal users, too.

Shared projects are 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.

In a team workspace:

• Collaboration is easier and more transparent with a shared project overview for the team
• 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
• You have more control over who can access what from the workspace Members tab

Plus having a team workspace means you’re also getting a personal one (for every member of the team). Whether you prefer work-life integration or clear boundaries, you’ll have the power to organize your life in more customized ways.

We’ll continue adding more collaborative features in the coming months based on real-world feedback from teams like yours.

Absolutely. People outside of your organization can be invited to specific projects as guests, for free. Furthermore, you can add an unlimited amount of guests! 🎉

It’s easy and free to try Todoist with your team: just create a new team workspace! The workspace will start on the free Starter plan which gives access to collaborative features with a few usage limits. You can upgrade the team workspace to the Business plan to remove those limits and unlock more powerful features.

In our public beta phase, you can test-drive a single team workspace for free with our Starter plan. As your needs grow, you can move to our Business plan for $6/month per member (billed yearly). On the Business plan, you’ll see more features (and fewer limits) to help optimize your teamwork.

(Note that billing is per team workspace so you could have both a free team workspace and a paid one at the same time.)

When you upgrade a team workspace to the Business plan, your members’ personal workspaces will be upgraded to the Pro plan at the same time for free.

If you upgrade your personal workspace to the Pro plan, you’ll be charged a flat fee of $5 monthly or $48 yearly (20% off, equivalent to $4 monthly). Workspace guests are free of charge, but they can only be invited to projects individually. Create a team workspace if you work with the same group of people.

If you upgrade your team workspace to the Business plan, you’ll be charged a fee of $8 per user per month or $72 per user per year (25% off, equivalent to $6 monthly). For example, if your team workspace has 10 members and you choose monthly billing, you’ll be charged $80 each month. Workspace guests are free of charge, but they can only be invited to projects individually and don’t see the whole workspace.

No, as long as you are logged into the same Todoist account on all devices, you will have access to whichever plan you are subscribed to on all of your devices.

If you subscribed to the Business plan before July 10th, you won’t experience any changes right now. Your plan — including features, limits and pricing — will stay exactly the same.

We will roll out team workspaces to everyone soon, including those on the original Business plan. When we do so, we’ll help current Business users transition to a team workspace with new collaborative features, at the same price you’re currently paying for the Business plan.

Subscriptions to paid plans automatically renew every year or month unless canceled. You can cancel subscriptions at any time from the billing settings.

When you cancel a subscription, your workspace will still have access to paid features until the end of the ongoing billing period. After this, the workspace will be moved back to its free plan (and their usage limits). When you cancel, neither you nor your team will lose any data that was created while on a paid plan.

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.

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.

When you create a team workspace on behalf of an organization, the organization owns the data within it. Admins can control access — everything from assigning roles to removing members to deleting the workspace itself.

In a personal workspace, the data is just that—personal—and is owned and controlled by the individual team member. If you ever leave (or are removed from) your team workspace, you’ll still have access to everything in your personal workspace.

Should I add my personal work tasks to my team workspace or my personal workspace?

You can decide 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 your personal workspace.
• For work you need to collaborate on with your teammates – or projects you’d like to keep your team looped in on – use your team workspace.

(We’re exploring adding private projects inside team workspaces in the future.

We recently updated our Privacy Policy and Terms of Service to reflect data ownership and management in team workspaces. You can find the most up-to-date information at those links.