Keeping your tasks and schedule aligned is essential for productivity. Whether you’re planning projects, setting deadlines, or blocking time for deep work, Todoist integrates with various task managers and calendars to keep everything in sync.
This guide will walk you through how to connect Todoist with task managers and calendars, customize integrations, and optimize your workflow.
Why Integrate Todoist with Task Managers and Calendars?
Manually managing tasks across apps is time-consuming. Integration offers:
- Unified Task & Calendar View – See everything in one place.
- Automated Syncing – Cut down manual entries.
- Smarter Scheduling – Time-block efficiently.
- Fewer Missed Deadlines – Stay ahead with reminders.
- Less App-Switching – Focus on work, not platforms.
Todoist integrates with popular task management apps like Akiflow, ClickUp, Monday.com, and Trello to keep work organized, while calendar integrations ensure that tasks are scheduled effectively.
Now, let’s explore how to set up Todoist with task managers for a more structured workflow.
Setting Up Todoist with Task Managers
Todoist allows users to sync tasks, priorities, and deadlines with popular task management platforms.
To integrate Todoist with a task manager:
- Log in to Todoist (web/desktop).
- Go to Settings > Integrations.
- Select a task manager, such as Akiflow, ClickUp, or Trello.
- Click Connect and follow the on-screen instructions to authorize access.
- Authorize access and customize sync preferences (e.g., labels, priorities).
Once linked, tasks update in real time between platforms. If you use Akiflow, you can import Todoist tasks and time-block them directly into your calendar, making it easier to manage your daily workload.
Next, let’s look at how to sync Todoist with your calendar to improve time management.
Syncing Todoist with Your Calendar
Syncing Todoist with your calendar ensures that scheduled tasks appear alongside meetings and deadlines. This eliminates double-booking and helps you plan your day effectively.
- How to Connect Todoist with Google Calendar
- Log in to Todoist on the web.
- Click your avatar in the top-left corner and select Settings.
- Go to the Calendars tab and click Connect Google Calendar.
- Approve the required permissions to allow syncing.
- Choose projects to sync, adjust task durations and reminders.
Once the integration is enabled, tasks with due dates and times will appear as scheduled events in Google Calendar. Changes made in Google Calendar will automatically reflect in Todoist, ensuring a real-time sync.
2. How to Connect Todoist with Outlook Calendar
- Open Todoist Settings and go to Integrations.
- Select Outlook Calendar and click Connect.
- Sign in and customize sync preferences.
All tasks with due dates appear in your calendar as events. Updates sync automatically.
Now that your tasks and calendar are synced, let’s explore how you can customize your integration settings for a more personalized experience.
Customization Options for Task Manager Integration
Once you’ve connected Todoist with a task manager, you can customize the way tasks sync between platforms.
- Basic Sync Options
- Enable one-way or two-way sync between Todoist and your task manager.
- Choose which projects or lists should be synced.
- Set up real-time updates for seamless workflow tracking.
2. Advanced Sync Options
- Filter tasks based on priority levels, tags, or due dates.
- Define custom task categories within your task manager.
- Set automated triggers (e.g., completing a task in one app marks it as done in the other).
For example, Akiflow’s integration allows users to import only work-related tasks while keeping personal tasks separate.
Customization Options for Calendar Integration
Todoist offers flexible calendar sync options to ensure tasks appear exactly how you need them.
- Choose Which Tasks to Sync
- Sync only tasks with due dates or all tasks.
- Decide if subtasks should also be included.
2. Sync Frequency
- Enable real-time updates or schedule syncs every few hours.
- Choose whether completed tasks remain on the calendar or disappear.
3. Customize Event Details
- Adjust event duration for tasks with no set time.
- Enable reminders and notifications for high-priority tasks.
If you use Akiflow, you can drag and drop tasks from Todoist into your calendar, ensuring time is allocated efficiently.
Managing Synced Tasks and Events in Todoist
Once your integrations are active, Todoist gives you full control over how tasks and calendar events are displayed.
- How Todoist Tasks Appear in Task Managers
- New tasks created in Todoist sync automatically to the connected task manager.
- Editing a task in Todoist updates it instantly in the task manager.
- Completed tasks either remain visible or archived automatically.
- Task priorities and due dates adjust dynamically across all platforms.
2. How Todoist Tasks Appear in Calendars
- Time-blocked tasks appear as scheduled calendar events.
- Completed tasks stay visible with a checkmark.
- Recurring tasks automatically generate new entries when completed.
Now that you’ve set up your integration, let’s explore sync preferences and troubleshooting tips.
Sync Options and Preferences
Todoist offers multiple sync preferences for users to control how tasks and events update across platforms.
Adjustable Sync Preferences:
- Keep or hide completed tasks.
- Control deletion behavior.
- Adjust how updates are reflected in calendars.
Deleting a synced event from the calendar does not delete the task in Todoist—it must be manually removed.
Troubleshooting Todoist Integrations
Even with a seamless setup, integration issues can sometimes arise. Whether it’s tasks not syncing, calendar events not appearing, or updates not reflecting across platforms, troubleshooting these issues ensures smooth functionality.
- Are tasks not syncing?
Check permissions in both apps. Try disconnecting and reconnecting. - Are Google Calendar events missing?
Ensure visibility is enabled in Todoist settings and refresh manually. - Completed tasks not syncing?
Enable task completion sync and check if the connected app needs a manual refresh.
Final Thoughts
Integrating Todoist with task managers and calendars eliminates workflow bottlenecks, making task scheduling and time management seamless. Whether you’re looking to sync to-do lists, automate scheduling, or improve productivity, these integrations help streamline your planning.
If you’re looking for an efficient way to manage tasks and schedules, Akiflow’s Todoist integration lets you import tasks, time-block your day, and automate workflows—all in one place.
Ready to enhance your productivity? Try Akiflow today!
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