The short answer
If you are organising your own work, stay with Todoist. It is built for exactly that, and Projoodle makes no attempt to be a copy of it.
If the problem is that five other people would have to create an account before any of them can take on a single task, then the feature list is not what is in your way. The way in is.
Projoodle is a shared project rather than a personal list. You share it with a link, and the people you invite work in it without registering. That is the whole trade, and the rest of this post is what it costs and what it buys.
What Todoist is built for
One list, one owner, and everything arranged to make that list fast: a thought captured in seconds from wherever you are, a priority on it, subtasks under it, filters that build the view you want, today and the week across every project at once.
That is a real discipline and Todoist is good at it. If that is what you need, nothing further down is an argument to switch.
The difference is the way in, not the feature list
In Projoodle a to-do list belongs to a project, not to a person, and the project is shared with a link. Each participant gets their own personal one.
What somebody may do is a role you hand out – and the role has nothing to do with having an account:
- Member – creates tasks, edits them, ticks them off, attaches files, starts polls and appointments. Without an account.
- Guest – reads, writes comments, votes in polls. Ticks nothing off, neither tasks nor checklists, and changes nothing.
- Project lead and admin – all of that, plus the participants themselves.
The distinction is the point. The client who should look and comment is a guest. The five people who actually do the work are members – and not one of them signs up for anything.
Example: a club event with six people
Six people are putting on a summer event. All six are members, so all six can work: book the room, order the drinks, send the invitations, sort out the sound.
A date has to be found first. Instead of a separate tool for that, the poll sits in the same project: propose the dates, everyone answers yes, maybe or no, and the winner goes into the project calendar as a real appointment with the acceptances already in it. Whoever wants it in their own calendar downloads it as an .ics file – no account needed for that.
At "order the drinks" hangs the quote as a file, and the question about it stands as a comment on the same task rather than in an email thread that two people were left off.
What that looks like over a whole club year is in What the minutes say, nobody has done yet.
What comes after the task list
Most small projects start as a list and then stop being one. A date has to be agreed. A decision is due. Somebody has to deliver a file. Something needs discussing.
Those steps stay in the same project here: polls for dates and for decisions, the calendar, the kanban board once several strands run at once, a checklist for steps that are identical every time, files and comments on the task they belong to. More on the poll-to-appointment part in A Doodle alternative for groups that meet more than once, more on repeating routines in Capturing recurring routines in a team.
If you want a calendar that keeps itself up to date rather than a single download, there is a subscription that feeds your Google, Outlook or Apple calendar. That one is PRO and needs an account, because calendar programs cannot log in anywhere.
And a project does not have to be open at all. With PRO you can protect one, and then the link on its own stops working – pages and files both. For a project that is only yours, that is exactly right. For a shared one it undoes the very thing that makes the link useful, so it is a decision, not a setting to switch on by default.
PRO is paid by the project, not by the head
The limits of a project are read from the account of the person who owns it. Everybody else in that project works under them without having anything of their own.
So twelve participants in a PRO project means one subscription, not twelve. If you regularly work with people who take part for three weeks and then are gone, that is usually the number that decides whether a tool is worth it at all. What PRO costs is on the pricing page.
Where Todoist is the better choice
- Your own list, across work, household and everything else.
- Capturing something in seconds, wherever you happen to be.
- Priorities and real subtasks.
- Filters and views built the way you think.
- A fixed team that is already working in it.
Where Projoodle is the better choice
- People have to join in who are not interested in your tool and never will be.
- The group changes: a client for one project, three helpers for one event.
- Finding the date and keeping the date belong in the same place.
- The file and the question belong on the task, not in a mail thread.
- One person pays, everybody takes part.
What Projoodle cannot do
- No real subtasks, no priorities.
- No free-form inbox. There is a "my tasks" view across all your projects, but every task belongs to a project – a thought from the supermarket queue needs one first, and that view needs an account.
- Every vote in a poll carries a name. For a secret ballot this is the wrong tool.
- No look into your calendar. Appointments go out, not in: Projoodle does not read your Google or Outlook availability and proposes nothing from it.
- PRO: search across all tasks, tasks that repeat on a schedule, an email when a due date arrives, the calendar subscription, protecting a project, copying and archiving one.
- Free has limits: two projects, five participants per project, three columns on the board, ten files per project at up to ten megabytes each, three upcoming appointments, one poll running at a time.
Trying it out without an account
Whether the approach fits can be tested before anything is decided: create a project, write the tasks, invite the people. Working with clients rather than colleagues looks like Sharing tasks with clients without an account.
One thing to know in advance: an email address is needed, because your own personal project link is sent to it. It is used for that and nothing else. The people you invite need nothing but the link.
If something lasting comes out of it, you can still create an account later and keep your projects in one place. Start a to-do list and see how far it carries you.
