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Software · head to head

Todoist vs When2meet

Todoist logo

Todoist

Software

The world's #1 task manager and to-do list app

From
Free
Rated
-
Full reviewWebsite
When2meet logo

When2meet

Software

Find the best time to meet

From
Free
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Todoist no built-in time tracking for tasks; requires third-party integration like Toggl; When2meet no calendar synchronization capability
  • They diverge on capability: Todoist covers Natural language input, When2meet covers Visual availability grid.

Where they differ

Only the attributes on which Todoist and When2meet actually diverge.

Attributes where Todoist and When2meet differ
AttributeTodoistWhen2meet
Pricing modelUnknownfree
PlatformsWeb, iOS, Android, macOS, WindowsWeb
Founded20072003

Identical on both: starting price (Free), free tier (Yes), user rating (Not yet rated), category (Unknown).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Todoist

  • Natural language input
  • Recurring tasks
  • Projects and sub-tasks
  • Labels and filters
  • Priority levels
  • Productivity tracking
  • Templates
  • Notifications

Only in When2meet

  • Visual availability grid
  • No account required
  • Drag-to-select availability
  • Group overview
  • Shareable links
  • Web support

What people use each for

The jobs each tool is most often brought in to do.

Todoist

  • Personal task managementnot When2meet
  • Team project coordinationnot When2meet
  • Goal trackingnot When2meet
  • Habit buildingnot When2meet
  • Daily planningnot When2meet

When2meet

  • Schedulingnot Todoist
  • Appointment bookingnot Todoist
  • Time trackingnot Todoist
  • Resource managementnot Todoist
  • Team coordinationnot Todoist

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Todoist

  • No built-in time tracking for tasks; requires third-party integration like Toggl
  • Free plan limited to 5 personal projects only
  • No Gantt charts, resource allocation, or advanced project management features for large enterprises
  • Phone support not available; email and help center only
  • Calendar view and advanced filtering only available on paid plans

When2meet

  • No calendar synchronization capability
  • No automated reminders to participants
  • No dedicated mobile app, web-only access
  • No integration with calendar systems or other tools
  • Requires manual entry of availability rather than auto-sync from calendar

Pricing, plan by plan

Todoist

Free
  • BeginnerFree
    • 5 personal projects
    • Smart Quick Add
    • Task reminders
  • Pro$5/month
    • 300 personal projects
    • Calendar layout
    • Custom task reminders
  • Business$8/month
    • Everything in Pro
    • Shared team workspace
    • Up to 500 team projects

When2meet

Free
  • FreeFree
    • Unlimited events
    • Visual availability
    • No account needed

Which should you pick?

Choose Todoist if

  • You need natural language input.
  • You want to start without paying.
  • You work on Web, iOS, Android, macOS, Windows.
  • You also want recurring tasks.
Todoist review

Choose When2meet if

  • You need visual availability grid.
  • You want to start without paying.
  • You also want no account required.
When2meet review

Questions people ask

Is Todoist or When2meet better?
Neither clearly leads. Todoist starts at Free and When2meet at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Todoist or When2meet?
Todoist starts at Free and When2meet at Free.
Does Todoist or When2meet run on more platforms?
Todoist runs on Web, iOS, Android, macOS, Windows. When2meet runs on Web.
Can I use Todoist for free?
Both have a free tier, so you can try either at no cost before committing.
What is Todoist best used for?
Todoist is most often used for personal task management, team project coordination, goal tracking, habit building. Of those, personal task management and team project coordination are not what When2meet is typically brought in for.
What can Todoist do that When2meet cannot?
Todoist covers Natural language input, Recurring tasks, Projects and sub-tasks, Labels and filters. When2meet covers Visual availability grid, No account required, Drag-to-select availability, Group overview.

Answered from the vendors’ own pages

Todoist: Does Todoist work offline?

Basic editing and task management work offline, but advanced features like syncing reminders and shared updates require internet connectivity.

Source
When2meet: Is When2meet free to use?

Yes, When2meet is completely free. Anyone can create and participate in availability surveys at no cost. The service is supported by advertising.

Source
Todoist: Does Todoist have a free plan and what does it include?

Yes, Todoist offers a free Beginner plan with 5 personal projects, Smart Quick Add, task reminders, flexible layouts, 3 filter views, and 1 week activity history. More advanced features require the Pro or Business plans.

Source
When2meet: Do I need to create an account to use When2meet?

No, When2meet requires no login or account creation. You can create scheduling polls and share them instantly.

Source
Todoist: Can I use Todoist on mobile devices?

Yes, Todoist offers native apps for both iOS and Android with over 30 million downloads. Mobile apps provide full task management functionality across devices.

Source
When2meet: How does When2meet differ from Doodle or Calendly?

When2meet is a basic polling tool where participants manually mark availability. Unlike Doodle, it has no calendar sync or timezone handling. Unlike Calendly, it does not support direct booking or calendar integrations.

Source
Todoist: What integrations does Todoist support?

Todoist integrates with over 100 apps including Slack, Google Calendar, Outlook, Microsoft Teams, Gmail, and Toggl Track. Additional integrations are available through Zapier, Make, and IFTTT automation platforms.

Source
Todoist: How much does Todoist cost?

Free plan is $0. Pro plan costs $5/month (billed annually) or $7/month (monthly billing). Business plan costs $8/month per user (annual) or $10/month per user (monthly), as of December 2025.

Source
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Related pages

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