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Assign task to multiple people in Todoist

How to Assign a single Task to Multiple People in Todoist (Workaround)

While Todoist doesn’t natively support assigning a task to multiple people at once, you can work around this limitation by using shared projects, labels, and filters. In this tutorial, I’ll show you how to assign a single task to multiple people in Todoist and make sure the tasks show up on their “Today” page.

How To Assign a single task to multiple people in Todoist 2025

Step 1: Create a Shared Project in Todoist

To assign a task to multiple people, you need a shared project where all team members can access it.

  1. Open Todoist.
  2. In the left sidebar, click on the “+ Add Project” button.
  3. Give your project a name (e.g., “Team Tasks”) and click Create Project.
  4. After creating the project, invite your team members by clicking on the three-dot menu in the top-right corner of the project and selecting Share Project. Add the members you want to collaborate with.

Add project in Todoist
Clicking on share project in Todoist

Step 2: Add task in the shared project

Now that you have your shared project set up, it’s time to add the task.

  1. Go to the shared project in Todoist.
  2. Click on the “+ Add Task” button.
  3. Enter the task description (e.g., “Complete marketing report”).
  4. To assign the task to a specific team member, click on the assignee icon (the person icon) and choose a team member.
  5. Important: This will assign the task to only one person, but you’ll need to use filters for the others.

Check out this comparison between Motion vs Todoist.

Step 3: Use Filters to Include Tasks for Other Members

Since Todoist doesn’t allow you to assign the same task to multiple people, you can use filters to ensure everyone sees tasks assigned to them in the shared project.

  1. Create a Filter for each member of the team to see tasks in the shared project. Example:
    • Assigned to you: Create a filter that shows only tasks assigned to a specific team member. To do this, click on the filters section (located on the left sidebar), then click “+ Add Filter”.
    • Name your filter (e.g., “My Tasks – Team Tasks”).
    • Set the filter query to show tasks assigned to that specific team member and from the shared project. Example filter query: assigned to: @YourUsername & #TeamTasks Replace @YourUsername with the team member’s username and #TeamTasks with the project name.
  2. Save the filter and repeat the process for each team member, adjusting the filter to include their username.
  3. Once you’ve created the filters, team members can easily check their “Today” view or favorite their custom filters to view the tasks assigned to them in the shared project.

Step 4: Viewing and Managing Tasks in Todoist

Now, each team member will be able to see the tasks assigned to them in the shared project, filtered by their personalized filter. Here’s how they can manage tasks:

  1. Go to the “Today” view to see tasks due today.
  2. Alternatively, use the filter you created for easier access to only their tasks.

This method will make it so the same task appears for each team member in their “Today” feed, without cluttering up your own task list.

Learn more: How to create and view recurring tasks in Todoist.

Why You Can’t Assign a Task to Multiple People in Todoist

Todoist follows the concept of a Direct Responsible Individual (DRI), meaning that every task has one clear person responsible for completing it. This ensures accountability and avoids confusion about who’s in charge of the task.

Alternatives to Assigning Tasks to Multiple People in Todoist

  1. Split Tasks into Sub-Tasks: For larger tasks, break them down into smaller, manageable sub-tasks and assign each one to a different team member. This way, you can track individual progress while still working towards the completion of a bigger task.
  2. How to create sub-tasks:
      • Right-click the task and select Add Task Below.Press Ctrl + → to turn it into a sub-task.Assign the sub-task to the relevant person.
    Note: Sub-tasks can only be created inside a project, not in the Today/Upcoming views or filtered views.
  3. Use Comments to Alert Others: You can assign a task to one person but still involve others by using comments. Tag team members in the comments to notify them about the task’s progress or updates.
    • How to use comments:
      • Hover over the task and click the speech bubble icon.
      • Write a comment and select Change to notify specific team members.
      • Click Add Comment to post it.
  4. Duplicate Tasks: If multiple people need to handle the same exact task, you can duplicate it. This allows you to assign the duplicated task to others without altering the original task.
    • How to duplicate a task:
      • Right-click the task and select Duplicate.
      • A copy of the task will be created, and you can assign it to other team members.

Check out: Todoist vs Google tasks.

Conclusion

While Todoist doesn’t allow direct assignment of a task to multiple people, using shared projects and filters effectively lets you manage tasks for multiple team members. Each member can filter tasks assigned to them within a shared project and view them in their Today feed, making it a manageable workaround for team collaboration.


Read more: Todoist vs Trello.

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