Todoist 101

Todoist - RTF’s Project & Task Management

 
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Before you can get going, it’s integral that you get added to the RTF Team on Todoist. If you’re a leadership member please file a leadership support ticket in the #leadership-tickets channel.
If you are a staff member not in a leadership role please file a ticket please file a general support ticket in the #general-tickets and “@” your team lead.
 

Project and Task Management

All staff tasks can be found in Todoist . We use Todoist to:
  1. Keep track of tasks’ statuses
  1. Create new tasks
  1. Organize and prioritize tasks
  1. Stay on schedule for tasks (deadlines)

Getting Started with Todoist

After you’ve gotten set-up with your Todoist account, the next step is to get a better picture of your current tasks and the bigger picture of your team’s task.

Your Todoist Dashboard

  1. Find your team’s todoist task board link in the left navigation of this docs. We encourage you to look around and begin familiarize yourself with Todoist.
  1. Important Terminology
    1. A board is a set of titled columns called “swim lanes”, each of these “lanes” maps to task statuses
        2. Task statuses
        • Backlog - contains all new tasks created that haven’t been picked up by any team members
        • Blocked - contains tasked that are blocked from progression
        • In Progress - task that are in progress and not blocked
        • Waiting/In Review - task that are waiting for the “final yes” from leadership or a fellow teammate
        • Complete - tasks that are complete
    2. Swim lanes have “tickets” in them.
      3. A ticket would usually be a defined task that covers:
      • A descriptive title (e.g. "Draft email for Twitch sponsorship")
      • Task details (e.g. description and a criteria for when a task is “done”)
      • A due date and/or priority
      • Labels (like @design, @urgent, @needs_approval)
      • Assigned to a person (if shared)
      • Optional sub-tasks (e.g. “Write first draft”, “Review with team”, “Schedule send”)
      • Comments or attachments with added context
      Tickets come in two formats “task” and “project”:
      Task - A single action item you need to complete
      • Example:
        • "Email the design team"
        • "Post the Pride graphic on Instagram"
      Project - A container for tasks, often representing a broader goal or theme.
      • Example:
      • "Social Media Launch Campaign"
      • "Pride Month 2025
  1. Check your board’s settings and make sure that “Completed Tasks” is toggled on
      2. A screen capture video of the todist dashboard. It is an instructional video that shows that at the top right corner of a project there are three buttons. The middle button when clicked gives you options for board settings. In these settings is a “completed tasks” toggle, the video shows the mouse turning that feature on.
      A screen capture video of the todist dashboard. It is an instructional video that shows that at the top right corner of a project there are three buttons. The middle button when clicked gives you options for board settings. In these settings is a “completed tasks” toggle, the video shows the mouse turning that feature on.
       
  1. In the “Backlog” swim lane, there should be an onboarding tasks with your username in the title:
      2. notion image
 

Your Onboarding Tasks 🏳️‍🌈

1. Familiarize yourself with the ticket pop-up window
  1. Remove your name from the ticket title (ex. “[Yeti]” would be deleted)
  1. Using the right side column of the pop-up window, set the assignee to yourself
  1. Familiarize yourself with the right column
    1. Click the project, deadline, priority, and labels buttons. Observe their settings
  1. Ask any questions you may have about the ticket pop-up window and its right column in the #staff-general channel