Todoist is one of the best-designed personal to-do apps around — quick capture, natural-language dates, a clean mobile app. The trouble starts the moment a team tries to run real projects inside it. Todoist caps team projects, tasks per project and team activity history on every plan, with no option to raise those limits — the company's own help docs say so plainly. If your team has outgrown a personal list but doesn't want to overbuild, there's a simpler Todoist alternative for teams: Comuna, free with no caps, plus an AI coworker working the board with you.
What exactly does Todoist cap for teams?
More than most reviews mention by number. On the free Beginner plan, a team gets 5 active team projects (subprojects count toward that), and team activity history is limited to one week — so you can't look back at what changed two weeks ago. Per project, active tasks (including subtasks and recurring ones) are capped at 300, and sections per project at 20. Todoist's own support page is explicit that these per-project limits don't change on any plan — paying more raises the number of projects you can have (Business goes up to 500), not what each project can hold.
Collaboration itself is also described by third-party reviewers as lightweight: Todoist is built for people who think in individual tasks, and its team features — comments, shared projects, assignment — work, but stay thin next to tools designed around teams from day one. None of that is a knock on the product; Todoist never marketed itself as project management software. It's a to-do list that happens to let you share a project.
Where does Todoist genuinely win?
Be fair about it: nothing here beats Todoist for a single person's list. Natural-language due dates ("every weekday at 5pm"), the karma streak system, and a mobile app that opens in under a second are still some of the best in the category. Pricing for an individual is reasonable too — Pro runs about $5/user/month billed yearly ($7 monthly), which buys reminders, labels and more projects than the free Beginner tier's five. If what you actually need is your own list, not a team board, switching to anything heavier is a downgrade in speed, not an upgrade.
The Business plan, at roughly $8/user/month billed yearly ($10 monthly), raises the project ceiling and adds basic team admin — but it's still the same single-project-view app underneath, not a Kanban board, calendar, or Gantt chart. If your team's real need is "more Todoist projects," Business solves that cleanly. If the need is "a board, a calendar, and a place for notes and chat too," it doesn't. Reminders are another real strength worth crediting: push notifications, location-based reminders, and recurring due dates are more polished in Todoist than in most younger PM tools, Comuna included today.
What you get in Comuna instead
Kanban, Table, Calendar, Gantt, Diagrams and Canvas — six views over the same cards, all included, with no project count, task count, or history-window cap to run into. A card carries checklists, labels, multiple assignees, dependencies, recurrence, and file attachments up to 50MB, which is already past what a Todoist task supports. Full history isn't capped at a week; it's just there. Chat channels and DMs are built in, and notes plus a wiki live next to the boards. See the full feature list — there's no second tier hiding more of it.
The piece none of the Todoist-alternative roundups mention: an AI coworker that's an actual member of the board, not a separate AI scheduling product you bolt on. Tools like Motion sell AI calendar-filling as its own $19/user/month app, sitting outside your task tool. In Comuna, you connect your existing Claude or ChatGPT subscription once — OAuth, no API key — and it becomes a teammate with its own identity, working the same cards your humans do. It creates cards, moves them through columns, writes notes, and comments, every action signed with its name. When something needs judgment instead of execution, it opens an approval request rather than guessing, and you approve, adjust, or reject it. It's pull, not push: the AI acts when you or a scheduled prompt triggers it, not as a background process running unsupervised. The fuller model is in what an AI coworker actually is.
In practice: you leave a task on the AI's desk — "turn this planning doc into cards for the sprint" — and come back later instead of re-typing each line into Todoist yourself. The cards exist, assigned, with one flagged because the scope of a line was ambiguous. You approve or correct it, and it remembers your answer next time.
Is a team-first Todoist alternative right for you?
If your team is really one person plus a couple of shared projects that never grow past Todoist's limits, switching buys you little beyond extra views you won't use — stay, and keep the speed. Comuna's third-party integration catalog is also smaller today than what Todoist or the bigger PM tools connect to; check the integrations page if a specific connector matters before you commit.
The clearer case for switching: a small team that has hit (or will soon hit) Todoist's project, task, or history caps, wants an actual board instead of a nested project list, and is already paying for Claude or ChatGPT and would rather that subscription do real work on the board than sit in a separate chat window.
Migration is manual today — Todoist exports to CSV, and task names, due dates, and labels carry over cleanly; nested sub-projects and karma history don't translate one-to-one, since Comuna doesn't try to replicate those. For a handful of shared projects, that's an afternoon of copy-paste, not a migration project.
One more honest trade-off: Comuna is offline-first, so it keeps working and queues changes during a dropped connection on a train or a flaky office wifi, then syncs automatically — a detail most lightweight task apps, Todoist included, don't design around as deliberately. It's a small thing until the one day your wifi drops mid-sprint-planning.
How do the plans actually compare?
- Team projects — Todoist: 5 on free, up to 500 on Business ($8–10/user/month). Comuna: unlimited, free.
- Tasks per project — Todoist: capped at 300 on every plan, no way to raise it. Comuna: no cap.
- Team activity history — Todoist: 1 week on free. Comuna: full history, always available.
- Views — Todoist: single list/board view. Comuna: Kanban, Table, Calendar, Gantt, Diagrams, Canvas.
- Chat / notes — Todoist: comments on tasks only. Comuna: project chat channels, DMs, notes and a wiki built in.
- AI — Todoist: none built in (third-party AI schedulers are separate paid apps). Comuna: connect your own Claude or ChatGPT subscription as a real board member, no extra charge.
Also worth reading: a free ClickUp alternative, a free Asana alternative, and why offline-first matters for a project tool.
Is there a free Todoist alternative for teams without project caps?
Yes — Comuna's free plan has no cap on projects, members, tasks per project, or history. Every view and the AI coworker are included at no cost; see free forever for specifics.
Is Todoist bad for teams?
Not bad — it's built for individuals first, and that shows in the caps: 5 team projects on the free plan, a 300-task ceiling per project on every plan, and one week of team activity history unless you upgrade. For a two-person shared list it can work fine; for a growing team it runs into those numbers fast.
Can I migrate my Todoist projects to Comuna?
Yes, by CSV export. Task names, due dates and labels map over directly; nested sub-projects need to be rebuilt as separate cards or checklists, since Comuna's board model isn't a nested outline.
Does Comuna have an AI feature like Todoist's AI Assist?
It goes further. Rather than a smart suggestion box inside a task, your connected Claude or ChatGPT becomes a board member that creates, moves and comments on real cards under its own name, and escalates anything that needs your judgment instead of guessing.
Comuna is free forever — no credit card, bring your own AI. Spin up a workspace and try it.