Integrating Todoist with CRM Workflows

Overview

Todoist is a popular task management tool that helps individuals and teams organize their work into projects, sections, and tasks. It includes features like labels, priorities, due dates, and collaboration tools. By integrating Todoist with your CRM, you can automate workflows that respond to task-related events in Todoist or create and manage tasks directly from your CRM automation.

About the Integration

The Todoist integration consists of two main parts: triggers and actions. Triggers allow your CRM workflows to start based on events in Todoist, such as new tasks or completed tasks. Actions enable your workflows to perform operations in Todoist, like creating tasks or adding comments. All Todoist triggers and actions are premium components and use standard automation credits. Note that Todoist plan usage, including projects and tasks, is billed directly by Todoist.

How to Set Up Todoist

Before using Todoist triggers or actions, you must connect your Todoist account via OAuth.

Connect via the Workflow Builder (Recommended)

Navigate to Automation → Workflows and open an existing workflow or create a new one. Add a Todoist trigger or action by searching for Todoist in the Apps tab. Select any Todoist component, then click Connect your account on the configuration panel. You will be redirected to Todoist to authorize the connection. After approving, you will return to the Workflow Builder with the status updated to Connected.

Connect via Settings (Alternative Method)

Go to Settings → Integrations, find Todoist, and click Connect. Complete the OAuth authorization process to link your account.

List of Triggers

Triggers poll Todoist every 5 minutes and return matching records since the last poll.

New Incomplete Task

Fires when a new task is added to a project. You can filter by a specific project. Returns task details like title, note, due date, priority, labels, project, and section.

New Completed Task

Fires when an existing task is marked complete. Useful for notifications or follow-up workflows.

New Project

Fires when a new project is created in the connected account. Ideal for automating project kick-offs.

List of Actions

Actions are organized by the type of operation they perform.

Task Lifecycle

• Create Task: Creates a new task in Todoist with optional project, section, labels, priority, and due date. Title is required; defaults to the Inbox if no project is specified.
• Update Task: Modifies an existing task by ID, updating fields like title, note, due date, deadline, priority, or labels.
• Mark Task as Completed: Marks a task as complete, which can trigger downstream workflows listening for completed tasks.
• Move Task to Section: Moves a task to a specific section within its project.

Comments

• Add Comment to Task: Adds a comment to an existing task, useful for adding context or progress notes.
• Add Comment to Project: Adds a comment at the project level instead of on a specific task.

Projects

• Create Project: Creates a new Todoist project, helpful for automated onboarding or engagement setups.

Discovery

• Find Tasks: Searches Todoist tasks by name, project, label, or filter, returning matches for use in workflows.
• Find Projects: Lists projects in the connected account or filters by name, returning project IDs for reference.
• Find User: Looks up a Todoist user by name or email.

Collaboration

• Get Project Collaborators: Lists users collaborating on a specific Todoist project.
• Invite User to Project: Invites a user by email to collaborate on a project.

Example: Setting Up a Trigger (New Incomplete Task)

This example configures a workflow to trigger when a new task is created in a specific Todoist project.

Step 1: Add the Trigger

Open your workflow and click Add trigger. Switch to the Apps tab, search for Todoist, and select New incomplete task.

Step 2: Configure the Trigger

Select the connected Todoist account to watch. Enter a meaningful name for the trigger, such as 'New Support Task'. Under Filters, choose a project to limit the trigger to tasks in that project, or leave it empty to include any project. Optionally, add filters based on label, priority, or due date.

Step 3: Test the Trigger

Click Find new records in the test panel. If no records appear, add a task to the target project in Todoist, wait up to 5 minutes for the next poll, and try again. Select a returned record to use as a mapping reference, then save the trigger.

Example: Setting Up an Action (Create Task)

This example shows how to create a task in Todoist from a workflow.

Step 1: Add the Action

In your workflow, add an action step, search for Todoist in the Apps tab, and select Create task.

Step 2: Configure the Action

Choose the connected Todoist account. Enter a title for the task. Optionally, specify a project, section, labels, priority, due date, or other details. If no project is selected, the task will be created in the Inbox.

Step 3: Test the Action

Use the test feature to run the action and verify that the task is created correctly in Todoist.

How to Test Triggers and Actions

Test a Trigger

Use the Find new records button in the trigger configuration to check for recent matching events. If needed, create a test event in Todoist and wait for the polling interval.

Test an Action

Run the action from the workflow builder to execute it immediately and confirm the expected outcome in Todoist.

Common Use Cases

Use Case 1: Form Submission to Todoist Task

When a form is submitted in your CRM, create a task in a specific Todoist project with details from the form, ensuring follow-up.

Use Case 2: Task Completed to CRM Notification

Trigger a workflow when a task is marked complete in Todoist, sending a notification or updating records in your CRM.

Use Case 3: Team Task with Due Date and Label

Create tasks in Todoist with assigned due dates and labels directly from CRM workflows, streamlining team task management.

Frequently Asked Questions

Q: How often do triggers poll Todoist?
A: Triggers poll every 5 minutes.

Q: Are there any costs associated with using Todoist actions?
A: Yes, Todoist actions use premium automation credits. Todoist plan usage is billed separately by Todoist.

Q: Can I filter triggers by project?
A: Yes, for triggers like New Incomplete Task, you can specify a project to limit the events.