Todoist is one of the best task managers ever built. But if you have outgrown its focused approach and want a single workspace for tasks, notes, documents, and databases, Notion is the natural next step. The challenge is that Notion does not have a one-click import for Todoist data, so migrating requires some manual work.
This guide walks through the entire process: exporting your Todoist data, rebuilding your system in Notion, and adjusting your workflow so you actually stick with the switch.
For a detailed feature comparison before you commit, read our Todoist vs Notion breakdown.
Before You Start: What You Gain and What You Lose
Be honest about the trade-offs before investing time in migration.
What You Gain With Notion
- Databases: Tasks become rows in a database with custom properties, views, and relations. You can build exactly the system you want.
- Documentation: Notes, meeting minutes, project briefs, and SOPs live alongside your tasks. No more switching between apps.
- Wikis: Create team knowledge bases, process documentation, and reference libraries.
- Relations & Rollups: Connect tasks to projects, projects to goals, and goals to quarterly reviews. Build a complete productivity system.
- Templates: Create reusable task templates with pre-filled properties, checklists, and content.
What You Lose Leaving Todoist
- Natural Language Input: Todoist’s ability to parse “Submit report Friday 3pm #Work p1” has no equivalent in Notion. Task creation is slower.
- Speed: Todoist opens instantly and adding a task takes 2 seconds. Notion is heavier and requires more clicks.
- Dedicated Mobile Experience: Todoist’s mobile app is purpose-built for task management. Notion’s mobile app is functional but not optimized for rapid task capture.
- Karma & Streaks: Todoist’s gamification features do not exist in Notion. If these motivate you, you will miss them.
- Email-to-Task: Todoist’s email forwarding feature for creating tasks does not have a direct Notion equivalent.
If speed of task capture is your top priority, Notion may frustrate you. If building a comprehensive productivity system matters more, the switch is worth it. For a full look at what Todoist offers, see our Todoist review.
Step 1: Export Your Todoist Data
Todoist provides a CSV export of all your tasks.
- Open Todoist in a web browser
- Go to Settings > General > Export
- Click Export as CSV or use the backup feature
- Download the file and save it somewhere accessible
The export includes: task name, description, priority, due date, project, labels, creation date, and completion status. It does not include comments or file attachments — you will need to transfer those manually if they are important.
Tip: Before exporting, archive or delete tasks you no longer need. Migrating clean data is faster than cleaning up after import.
Step 2: Plan Your Notion Structure
Do not try to replicate Todoist’s exact structure in Notion. Instead, design a system that takes advantage of Notion’s strengths.
Mapping Todoist Concepts to Notion
| Todoist | Notion Equivalent |
|---|---|
| Projects | Database with “Project” property (Select or Relation) |
| Sections | Database views filtered by group, or a separate “Section” property |
| Tasks | Database rows |
| Sub-tasks | Sub-items in a database, or toggle blocks within a page |
| Labels | Multi-select property called “Tags” |
| Priorities (P1-P4) | Select property with 4 options |
| Filters | Database views with filter conditions |
| Due dates | Date property |
| Recurring tasks | Notion’s recurring template feature, or manual recreation |
| Comments | Page content inside each task row |
Recommended Database Properties
Create a single “Tasks” database with these properties:
- Task Name (Title)
- Status (Select): Not Started, In Progress, Waiting, Done
- Project (Select or Relation): Maps to your Todoist projects
- Priority (Select): P1 Urgent, P2 High, P3 Medium, P4 Low
- Due Date (Date)
- Tags (Multi-select): Maps to your Todoist labels
- Assignee (Person): If working with a team
- Created (Created time): Auto-populated
Step 3: Import Your Tasks
Option A: Manual Rebuild (Recommended for < 50 active tasks)
If you have fewer than 50 active tasks, rebuild them manually in Notion. This forces you to evaluate each task and decide if it still belongs in your system. Many tasks you migrated from years ago are no longer relevant.
Option B: CSV Import (Recommended for 50+ active tasks)
- Open your Notion workspace
- Create a new full-page database
- Click the … menu in the top-right corner of the database
- Select Import > CSV
- Upload your Todoist export file
- Map columns to properties (task name, due date, priority, etc.)
After import, clean up by converting text values to Select/Multi-select options, fixing date formats, and removing completed tasks you no longer need.
Step 4: Recreate Your Views
Todoist filters become Notion database views. Here are the most common translations:
“Today” View
Create a view filtered by: Due Date is on or before Today AND Status is not Done.
”Upcoming” View
Create a view filtered by: Due Date is within the next 7 days AND Status is not Done. Sort by Due Date ascending.
Project View
Create a view filtered by: Project is [specific project]. Group by Status.
Priority View
Create a view sorted by Priority (P1 first), then by Due Date. Filter out completed tasks.
Label/Tag View
Create a view grouped by Tags. This replaces Todoist’s label filter.
Pro tip: Create a “Dashboard” page with linked views from your Tasks database. Put your Today view, Upcoming view, and Overdue view all on one page for a daily command center.
Step 5: Handle Recurring Tasks
Todoist handles recurring tasks natively. In Notion, use recurring database templates that auto-create pages on a schedule, or set up a Zapier automation to create Notion pages at regular intervals. For infrequent recurring tasks, simply duplicate the task page and update the due date.
Tips for a Smooth Transition
Do not over-engineer your Notion setup. Start with a simple database and add complexity only when you feel a genuine need. The biggest risk is spending days building an elaborate system that you abandon because it is too complex to maintain.
Keep your project structure flat. In Todoist, deeply nested projects are common. In Notion, a flat structure with database filters is more maintainable. Use properties to categorize instead of nesting.
Review your system weekly. Spend 15 minutes every Sunday reviewing your Notion setup. Remove views you never check and properties you never fill in. For a complete look at what Notion offers, see our Notion review.
When to Stick With Todoist Instead
The migration is not right for everyone. Stay with Todoist if:
- Your needs are purely task management (no docs, no wikis, no databases)
- Speed of input is your single most important feature
- You work primarily on mobile
- You do not want to spend time setting up and maintaining a custom system
- Todoist’s existing features cover 90%+ of your needs
There is no shame in sticking with a tool that works. Migration only makes sense when Todoist is genuinely limiting your workflow.
After the Switch
Give yourself 30 days before evaluating. The first week will feel slower as you build muscle memory. By week three, the new workflow should feel natural. The most successful migrations happen when people commit to learning Notion’s strengths rather than forcing it to behave like Todoist. Embrace databases, relations, and views — that is where Notion’s real power lives.
Frequently Asked Questions
How long does this take?
Most users can complete this process in 15-30 minutes by following the step-by-step guide above.
Do I need any technical skills?
No advanced technical skills are required. This guide walks you through each step with clear instructions.
What tools do I need?
See the requirements section above for the complete list of tools and accounts you’ll need to get started.