Quick answers about tasks, fields, filters, repeats, search and everyday workflows. Still stuck? Ask in the community forums.
The hotlist is a special section that lists tasks that Toodledo thinks are the most important. It contains tasks that are due soon, as well as tasks that have a high enough priority, star or status.
If you’re a premium subscriber, you can control what makes it into your hotlist by editing your account settings. You can pick a priority, status, star and a due-date leadtime. Any task with a priority greater than the priority that you have chosen will appear on your hotlist. Any task with a due-date within the leadtime that you selected will appear in your hotlist. If you have selected the star or status options, then those tasks will appear as well.
There is an exception to the above rule. Tasks with a future start-date will be hidden from the hotlist regardless of their priority, due-date, status or star.
When you create a task you can specify many different ways for it to repeat once you complete it. When a task repeats, both the start-date and due-date will be moved forward by the specified amount. There are several simple options that you can quickly select from a drop down menu.
If one of the above simple options does not suit your needs, you can click the "advanced options" link and type in how you want the task to repeat. Toodledo recognizes 3 different formats for advanced repeating
Additionally, you have the option of selecting whether you want the task to repeat from the due date or from the completion date.
If you want to change how a task repeats, you will need to make the change to the current uncompleted task. Altering an old completed instance of this task will not work.
If a task does not have a due-date, it will be repeated from the start-date. If a task has neither a due-date nor a start-date, then it will be repeated from the completion date.
If you do not see the repeat field, you may need to enable it in your account settings under "Fields Used".
The priority field lets you prioritize your tasks from "Top Priority" down to "Low Priority".
You can also give tasks a "Negative Priority". Tasks with a negative priority can be hidden from your list by using the filters. Negative tasks are useful for things you want to do some day but don't want cluttering up your normal to-do list. To show or hide these negative priority tasks click the "Filter" button in the toolbar above your to-do list and then click "Negative Priority".
If a task is due on a specific date, you can specify that date on your list and Toodledo will remind you about it before it happens. You can be reminded in a variety of ways (hotlist, email, SMS, etc) In your account settings you can specify how far in advance of a due date you want to be reminded about it.
Sometimes a task can only be completed on (or after) a specific date (like a dentist appointment) and being reminded about it ahead of time is unnecessary. Toodledo has some advanced duedate modifiers (>, = and ?) that can be used to indicate these types of dates.
Toodledo understands many different English phrases that represent dates, so if you want to enter a duedate as "tomorrow" or "next thursday", it will know what you mean. Here some additional ways to enter a due-date:
The length fields is a place for you to estimate the amount of time that you think the task will take. This can help you plan when to complete certain tasks. For example, you may have a small block of time where you can finish a short task. When entering information into this field, you can specify lengths in terms of minutes, hours or days using integers or decimals. For example, "23 mins", "2.6h", or "4.7 days". You can also specify lengths using the HH:MM format (2:30 for 2 hours and 30 minutes).
This field can be used in conjunction with the "timer" column to keep track of actual time spent on a project. By comparing estimated and actual time spent, you will get better at estimating times.
The "timer" column is used to keep track of actual time spent on a project. This is useful for billing clients, filling out time cards or for your own information. If you compare this to the "length" column (which keeps track of estimated time), you will become better at estimating time.
When you want to start working on a project, click the play button to start the timer. To pause the timer, click the pause button.
You can have multiple timers going at once, and your web browser does not need to remain open. The website will keep track of all the timers even if you turn off your computer. Please note that the timers will not update in real time on the screen. You will need to refresh your browser window to see the current time spent.
A tag is a keyword or phrase that you can use to help describe the task. This can be used to keep track of the state or progress of a task, such as "Waiting for Jim" or "Phase 1". It could also be used to keep track of the next step that you need to take, like "Call Jill". Some people use the tag to classify the task: "reminder", "chore" or "meeting". You can use it however you want.
The "Tag View" is a useful page that lists your 50 most commonly used tags down the left side of the page. Clicking on a tab will display all the tasks that have that tag. If you prefer to have your tags ordered alphabetically, you can do this in your account settings.
You can give a task multiple tags. Just separate each tag with a comma. Example: "one, two". The first tag is the most important tag, and is the one that is used for alphabetical sorting, but all of the tags will be used when looking at the "Tag View".
To delete a tag, just edit the task and remove the tag. To delete a tag from every tasks at once, you can either use our multi-edit tool or you can use our Tag Organizer that you can find under the Account menu in the top right corner.
You can use filters to hide or show certain tags. Click the button in the toolbar above your list to set the filters.
If you do not see the tag field, you may need to enable it in your account settings under "Fields Used".
Context is a concept that is frequently used by people who use the GTD methodology. It allows you to assign tasks to certain contexts in which they must be completed. For example, 'work', 'home', and 'shopping' are some commonly used contexts.
The idea behind contexts is that it isn't productive to be reminded about tasks from one context when you are in another context. In other words, when you are at work, you don't want to see all your tasks that can only be completed at home. You can use filters to hide or show certain contexts. Click the button in the toolbar above your list to set the filters.
The website updates information in real time. When you edit a task, you may briefly see a progress icon appear and disappear indicating that the information was saved. It happens very fast so you may not see it.
In other places on the website you may need to press a "Save" button to save certain settings, but it will be obvious when this is required.
If you are migrating from another task manager and have a text file or xml file with your data inside it, you can use one of our import tools to upload your information into Toodledo.
If you simply want to type in a bunch of tasks, you can easily do that by clicking the "Add Task" button and then click the "Add multiple tasks" link. You can now type in as many tasks as you want, one per line.
Some tasks are hidden by default. If your task has negative priority, occurs more than 6 months in the future or has been completed, it may be hidden. You can always reveal these tasks by using the filters. Click the menu in the toolbar to see the filters.
If you are using a free Toodledo account, tasks that were completed more than 1 week ago will also be hidden. You can unlock these hidden completed tasks by upgrading to a Subscription.
There are three ways to delete a task.
1) The trashcan icon will be displayed next to completed tasks, so if you complete the task and then go to the "Recently Completed" tab, you will be able to delete a task.
2) Go to your account settings and look under "Fields Used". Put a checkmark next to "trashcan". You will now be able to delete any task by clicking the trash can next to the task.
3) Click the action icon to cause the popup menu to appear. Click the "Delete Task" link.
If you accidentally deleted a task or think that a task was deleted by a third-party application, you can check your "Recently Deleted Tasks" list. This is located in your account settings. For a limited amount of time, recently deleted tasks can be undeleted. Once a task no longer appears in the "Recently Deleted Tasks" list, it has been permanently deleted and cannot be recovered.
We realize that Toodledo isn't for everyone. If you want to delete your account, please go into your account settings and click the link at the bottom of the page to delete your account.
Folders that you no longer use can be archived or deleted. If you delete a folder, it will be completely removed from your account. Any tasks in this folder (including completed tasks from the past) will become folderless.
If you archive a folder, it will still be available under "search", but it will be hidden the rest of the time.
If you archive a folder that has active tasks, the tasks will still be visible. Archiving is designed for folders that are no longer needed for active tasks, but which you want to retain for viewing completed tasks. Archiving was not designed for temporarily hiding folders or tasks. To temporarily hide tasks, you need to use a deferred status or negative priority combined with a filter.
Yes, you can record the time that a task is due. You may need to go into your account settings and turn on the "Due Time" column. Once this is done, you can specify the exact time that any tasks is due.
You can enter the time in a variety of formats: "2pm", "2:30pm", "14:40".
You can also enable the "Start Date" and "Start Time" fields if you want to keep track of those as well.
First, go into your account settings and enable keyboard shortcuts by checking the appropriate box. From now on, you will have access to these shortcuts when you are on your main task list.
Actions
f - Pressing the f key will move the cursor to the quick search box so you can Find something that you are looking for.
n - Pressing the n key will move the cursor to New task box so you can quick add a new task.
z - Pressing the z key will hide/reveal task details or notes.
w - Pressing the w key will open or close dividers.
r - Pressing the r key will Reload the page.
esc - Pressing the esc key will cancel certain actions, such as quick searches and date editing.
Control+Option+8 - Pressing this key combination when adding a new task will toggle the "star" on or off. (Mac users, the option key is sometimes labeled command)
Control+up/down arrows - Navigate up or down in a list when editing a field.
Tab/Shift+Tab - Navigate left or right in a form or in a list when editing a field.
? - Shows all of these keyboard shortcuts in a small box.
Views
m - Pressing the m key will switch to the Main view.
o - Pressing the o key will switch to the Folder view.
c - Pressing the c key will switch to the Context view.
d - Pressing the d key will switch to the Due-Date view.
g - Pressing the g key will switch to the Goal view.
p - Pressing the p key will switch to the Priority view.
y - Pressing the y key will switch to the Tag view.
x - Pressing the x key will switch to the Location view (X marks the spot).
s - Pressing the s key will switch to the Status view.
h - Pressing the h key will switch to the Sharing view.
e - Pressing the e key will switch to the Search view.
b - Pressing the b key will switch to the Calendar view.
Tabs
You can switch between the first nine tabs in each view by using the numbers 1-9.
Notes
In the Notes section, the following keyboard shorts will work.
n - Adds a new note.
j - Move the cursor to the next entry.
k - Move the cursor to the previous entry.
enter - Displays the selected entry.
e - Enters edit mode for the current page.
Due date modifiers can be selected when entering a due date.
Due by: This is the default value. It means that a task must be completed before this date passes.
Due on: Sometimes a task can only be completed on a specific due date (like a dentist appointment) and being reminded about it ahead of time is unnecessary. You can fix this by setting it to be due "on" the date. The abbreviation for this is an equals sign in front of the date. For example "=2008-01-01". This signifies that this task can only be completed on Jan 1, 2008 and that we shouldn't worry about it until then.
Due after: Sometimes a task cannot be completed until after a specific duedate. You can use the "due after" option (abbreviated by ">") to tell Toodledo the earliest date that this task can be completed. For example ">2008-01-01" means that this task cannot be completed until Jan 1, 2008 has passed. You can also use the "start date" field to keep track of this information.
Optionally on: You can also designate a task as optional (abbreviated with a "?"). This acts like "=", but if the date passes and you have not completed the task, the task will be automatically removed, or moved forward if it is a repeating task.
Tasks that use a due-date modifier will not show up on your hotlist until they are due (unless they have a high enough priority). If you use a due-date modifier and the task is more than 1 week in the future, it will also be hidden from your other lists unless you turn on the "Show Due in the Future" filter. The exception is that even if you use a due-date modifier, tasks will not be hidden when in the "Due-Date" view, or when using the "Search" view to find future tasks.
Setting personal goals is a powerful way to direct your energy and determine what you want to achieve in life. Unlike tasks, which have a clear path of action, goals are usually more nebulous and difficult to quantify. Toodledo has section where you can manage your goals.
Once you setup some goals, you can keep track of which tasks contribute to these goals. Toodledo will automatically keep track of the number of tasks that you complete that contribute to each goal. This is a great way to measure your progress.
When you are viewing your task list, you can easily edit any part of your task by clicking on it and then typing the changes. When you move your mouse over any editable information, your cursor will change to indicate that you can click to edit it.
When using views, you have the option of sorting your tasks by "Importance". When you sort your tasks by "Importance", Toodledo looks at the due-date, priority and star of a task and uses a mathematical formula to determine the relative importance of each task.
For example, a task that is overdue with a low priority may be more important than a high priority task that is due in several days.
The formula for importance is : Importance = 2+P+S+D
P=priority
S=is it starred (0 or 1)
D=0 if due-date is non-existent or further than 14 days out, 1 if due-date is between 7 and 14 days out, 2 if due-date is between 2 and 7 days out, 3 if due-date is tomorrow, 5 if due-date is today, and 6 if overdue
You can directly print any page on Toodledo using your web browser's built in print command, and it will be automatically formatted correctly for your printer.
If the font size is too small or too large, you can adjust it using your web browsers built in font sizing menu before printing. You can also use the "zoom" or "enlarge" options in the print window to adjust the size of the page. You may also want to experiment with landscape printing. Different web browsers have different printing capabilities, so you might want to try a different browser if you can't get what you want. Keep in mind that some browsers have an option to "print images and background colors" which may help.
Another option is to use our Export tool to export a CSV file. This can be opened in a spreadsheet and you can then format the list however you choose before printing it.
Please keep in mind that Toodledo was designed to look and work great in a web browser and to replace paper. Because of this, and because of the capabilities of different browsers and printers, printing may not always look perfect.
Yes, you can set a default view from within your account settings. This will be where you are sent whenever you signin.
The views automatically remember the last tab that you visited in each view, so the next time you return, you will be in the same place that you left off.
Toodledo also remembers your sort and filter settings for each view, and retains them for the next time that you visit.
Folders are a useful way to organize projects or areas of focus. For example, you could have a folder called "Work", or you could get more specific and make multiple folders: "Work - Project A", "Work - Project B", etc.
If you have a Subscription you also have the option of using subtasks to further organize your tasks. Subtasks allow you to organize your tasks by using up to three levels of hierarchy. Folder > Task > Subtask. The middle task functions as a "subfolder", but to keep things simple, we don't use that terminology. You can learn more about subtasks here.
To use either of these options you will need to make sure that you have adjusted your account settings to make these fields visible.
When you complete a task that contributes to one of your goals, Toodledo will keep track of it. You will be able to see the number of tasks that you have completed for each goal, as well as the goal's chain.
The chain gets longer for each consecutive day that you do a task that contributes to the goal. If you make progress on a goal each day, you will have a long chain. If you miss a day, that chain will get broken. Try not to break the chain. This is a good way to motivate yourself to work on your goals.
This is the technique that Jerry Seinfeld uses to motivate himself to write a joke each day.
You can attach long notes to any of your tasks. It may be useful to format these notes with bold or italic text and to insert clickable links.
To format notes, you can use certain HTML tags. Supported HTML tags include <b>, <i>, <a>, <ul>, <ol>, and <li>. To use an HTML tag, you must surround the text that you want to format in the appropriate tag.
To make something bold you would type: <b>bold</b>. To make something italics you would type: <i>italics</i>.
Any URL that begins with http:// will automatically be recognized and converted into a clickable link for you. You can also use a standard HTML <a href> tag to make a link.
To make a bulleted or numbered list, you can use the <ul>, <ol>, and <li> tags. For example: <ol><li>one</li><li>two</li></ol> would produce:
Yes, if you are viewing your tasks in the Grid format, you can easily reorder or resize the columns. Click the icon at the top right corner of the list header and then drag and drop the columns to resize or reorder them.
Subtasks can be displayed nested inside their parent task, or flattened out with all the other tasks. You can switch between the two modes by clicking the button in the toolbar above your list and picking the mode that you want.
Keep in mind that if you select the nesting behavior, it may be possible to forget about a subtask that has a higher priority or due-date than the parent task, because it will be hidden inside. Please be careful about this.
If you have your tasks flattened, you can always load the parent task by clicking the icon adjacent to each subtask. To reveal or hide a task's subtasks, click the icon adjacent to the task.
You can use the start date field to specify when a project or event begins. This is useful if you have a task that cannot be completed ahead of time, and that you don't want to be reminded about until the specified start date has arrived.
Any task with a start date more than 1 day in the future will be hidden from your list until the date arrives. You can always reveal these hidden tasks by turning off the "Hide Future Tasks" filter under the "Show" button in the toolbar above your list.
The start date will move forward along with the due date when a task repeats.
Filters are a convenient way to hide certain tasks that you may not want to be bothered with all the time. You can turn on and off filters at any time to hide or reveal tasks that match a filter.
The filters can be accessed by clicking on the "Show" button in the toolbar above your list. Certain filters may not be available to you if you are not using the related field. You can pick which fields you are using in your account settings. Here are the current filters:
Recently Completed: This filter will hide or reveal tasks that were completed in the last 7 days. Tasks that were completed more than 7 days ago are always hidden and can only be viewed by conducting a search.
Negative Priority: This filter will hide or reveal tasks that have a negative priority.
Future Tasks: This filter will hide or reveal tasks that match any of these criteria. 1) Have a start date that is more than 1 day in the future. 2) Have a due-date that is more than X months into the future, where X is a number that you can set in your account settings. 3) Have a due-date that is more than 1 week in the future and have a due-date modifier.
Deferred Tasks: This filter will hide or reveal tasks that have a status that indicates that it is deferred. Currently, any tasks is considered to be deferred if it has a status of Delegated, Waiting, Hold, Postponed, Someday, Canceled, or Reference.
Contexts / Tags: You can filter any list by context or tag by placing a checkmark next to the context or tag that you want to display. Unchecked contexts or tags will be hidden. If you uncheck all of them, then no filter will be applied.
The status field is useful for tracking the current state of the task. It can be useful for marking tasks that are active, or tasks that have been deferred for a variety of reasons. Here are the different values available for status and one suggested usage.
None - This is the default status of a newly created task. If you use GTD, you may want to use this as your inbox.
Next Action - This can be used to indicate which tasks must be completed next.
Active - Indicates a task that must be completed.
Planning - A task that you are planning, so it may not be active yet.
Delegated - A task that you have given to someone else.
Waiting - You are waiting on something external.
Hold - This task has been placed on hold indefinitely, or until you take it off hold.
Postponed - This task has been delayed.
Someday - An optional task, or something that you don't know if you want to do, but you still want to record it for the future.
Canceled - You don't want to complete this task, but you still need it recorded for some reason.
Reference - Use this for tasks that aren't really tasks, but are more of a piece of reference info.
One important thing to note is that status is divided into two groups. The active group and the deferred group. The deferred group includes tasks with a status of delegated, waiting, hold, postponed, someday, canceled or reference. Tasks that are deferred can be hidden by using the deferred filter.
The star is an on/off image located adjacent to the checkbox that you can use however you want. Here are some suggestions for how you could use the star:
There is an option in your account settings to automatically unstar a task when you complete it. This may be useful if you use the star to mark tasks you want to do today.
There are two ways to search for a task.
QuickSearch - If you are certain that the task is on the current page, you can use the QuickSearch tool to quickly locate it. Start by clicking the "QuickSearch" link in the toolbar near the top of the page. Then, type part of the task's name and you will see the non-matching tasks become hidden. Click the "X" button to go back to your complete list.
Advanced Search - If you want to perform a more complex search, you can go to our advanced search page by clicking the Search button in the ribbon on the left side of the page. This page will allow you to search on any parameter and even save your searches for future visits. For more information about our advanced search page, please visit our detailed search explanation.
Toodledo has a tool that we call "Multi-Edit" that will allow you to edit multiple tasks at the same time. You can access the "Multi-Edit" tool from our advanced search page.
For a more in depth explanation of Multi-Edit, please visit our detailed explanation.
There are several ways to hide tasks that are due in the future.
In all of these cases, you can hide or reveal these future tasks by toggling the "Future Tasks" filter.
The dates that your task was added, last modified or completed are recorded and saved. To view these dates, click on the "sort" area in the toolbar above your list. Then select one of these date fields as a sort option. When you do this, a read-only column will appear in your list with the dates listed. To hide this column, sort your list by something else.
You can also view the date that a task was added or completed by clicking on the action icon adjacent to the checkbox.
To make a copy of a task, click the action icon adjacent to the checkbox. This will cause a popup menu to appear with a link labeled "Clone this task". Clicking this link will create a new independent task that is identical to the old task in every way. It will even make copies of any subtasks that happen to be nested inside.
While the original task and the cloned task will look identical, they are independent tasks that are not linked in any way. Editing or completing one of the tasks will not affect the other task.
This is a great way to make task templates.
A task template is an outline of common tasks that you must recreate often. For example, if your job entails getting clients and you have to do the same 20 things for each client, this would be an excellent candidate for creating a template.
To create a task template for this scenario, you would create a task called "Client Template" and then add 20 subtasks to that task for each action item that you need to do for a client: "Call client", "Meet with client", "Prepare paperwork for client", etc. Give this template a tag, a star, a negative priority or some other marking to indicate that it is a template.
Now, whenever you need to use the template (for example, when you get a new client), you just duplicate the task template and then edit the newly created tasks with the unique details for that particular scenario. This is an easy way to quickly recreate commonly executed tasks.
Completed tasks will generally be hidden to avoid cluttering up the page with stuff that you have already done. You can specify in your account settings how long you want completed tasks to be saved before deletion.
Retention Time: Members with a free account can save their completed tasks for up to 6 months, however any task completed more than 1 week ago will be hidden. Subscribers can extend the retention time and unlock the ability to view tasks completed more than 1 week ago.
Completed tasks can be viewed in a variety of ways.
Recently Completed Filter: If you want to see tasks that were completed in the last week, you can use the "Recently Completed" Filter. This will reveal the completed tasks in whatever list you are viewing.
Search: If you want to search for older completed tasks that match certain criteria, you can do a search for them. Every completed task is available via this method.
Yes, you can. This is a feature of our Plus Subscription. You can read more about file uploads on our file attachment help page.
Toodledo does not know where you live, so we don't know what timezone you are in. If you go into your account settings, you can set your timezone, which will allow Toodledo to display tasks and send reminders at the proper time.
Because every country has a different date when they adjust the clocks for daylight savings time, and because Toodledo doesn't know which country you live in, Toodledo does not do any automatic time adjustments. When your clocks change, you will need to go into your Toodledo account settings and change your timezone settings manually.
Yes, there are a few limits to how much you can store on Toodledo. These limits were chosen to protect our service from abuse, not to limit your ability to use Toodledo as designed. The vast majority of our customers don't even come close to reaching these limits. If you are not a Toodledo subscriber, some of the items below may have lower limits.
All text fields have a limit on the number of characters that are allowed to be stored. Here are the limits of some of the most used fields.
File storage for attachments depends on your plan — see the pricing page for current storage limits.
Toodledo doesn't have a way to manually reorder regular tasks into an arbitrary order. Instead we have powerful sorting capabilities. You can sort your list by any of the criteria that you have enabled. For example, you could sort your list alphabetically, by priority, by due-date, or by a combination of multiple criteria.
To sort your list, either click on the column headings at the top of the list, or click on the "Sort" area in the toolbar above your list.
To simulate manually ordering of tasks, you can sort your list alphabetically and then prepend a number to the front of each task.
Reordering Subtasks: It is possible to manually reorder subtasks via drag and drop. This is a feature for Subscribers. To use this, you must first go into your account settings and under "Subtasks" enable manually sorting. Now, you can drag and drop subtasks into the order of your choosing and the sorting criteria discussed above will be ignored.
Toodledo is a three syllable word pronounced "two-dull-due" or more technically tü-dəl-dü. It is a play on the words to-do and toodle, which is a british term meaning "take it easy".
The idea behind the name is that with Toodledo you can manage your to-do list and take it easy knowing that we will remember everything for you.
Toodledo was founded in 2004 and began as an internal productivity tool before it was made available for anyone to use. It is owned by Centurion Ventures I, LLC in New York, and has helped more than three million people get organized. Everyone who has worked on Toodledo enjoys making tools that help people stay more productive and efficient.
You can read more on our About page.
You can, and should, set your current time, in your account settings.
Dates and times on Toodledo are stored as "floating times". This means that a task due at 2:00pm will always be due at 2:00pm, regardless of what timezone you are in, or whether you are observing Daylight Saving Time or not. So, if you live in California and you have a task due at 2:00pm and you take a trip to New York, the task will still be due at 2:00pm. The time is always the time that you are currently in.
Timezones comes into play when you want to receive a reminder/alarm for a task. Toodledo has to know where you are, so that we can turn this "floating time" into a "local time" and send the reminder correctly. This is why you should make sure that Toodledo knows what timezone you are in. If you go on a trip and change timezones, you will need to update your settings on Toodledo for the duration of your trip. If you use our iOS app, this can be automated via the build in GPS.
"Daylight Saving Time" or "Summer Time" is the practice of temporarily advancing clocks during the summertime so that afternoons have more daylight and mornings have less [wikipedia]. Daylight Saving Time is different for different parts of the world. The US, Australia, Canada, and Europe all have different rules for when Daylight Saving Time takes effect. To complicate matters, some states in the US and Australia have exceptions to the national rules. In addition, the rules for Daylight Saving Time can change for political reasons, as they did in 2007. Because it is very complicated, and because we don't know where you live, Toodledo is unable to automatically update your account for Daylight Saving Time. Just like you go around your house adjusting all your clocks, you will need to manually adjust your Toodledo account to reflect your current situation. If you select the "Auto Timezone" option in your account settings, we can attempt to do this automatically each time you sign in.
There are four methods for dealing with tasks that were due yesterday that you want to roll over to today.
1) Leave the task as overdue or remove the due-date entirely. We realize this isn't really a solution, but rather a different way of doing things, but please humor us for a second. A due-date is supposed to be for tasks that are absolutely due on a particular day. If the day passes, then the task is overdue, and this is important information for you to know. Knowing how far overdue a task is, will give you an idea of how much you have been postponing the task. If the task does not have a hard due-date, then it might be better to omit the date and instead give it a high priority so that you can complete it whenever you have time.
2) Use auto-rollover of overdue tasks. This will carry forward one-time tasks. Repeating tasks will remain marked as overdue so that it doesn’t alter the scheduled recurrence.
3) Use the optional repeating tasks, if appropriate. An optional task will automatically get moved forward to the next occurrence if the due-date passes. This may be appropriate for some of your tasks.
4) Use the Multi-Edit functionality of our search page to quickly edit all tasks with a past due date. If you create a saved search for overdue tasks, this can be done or a regular basis with a few easy steps.
To add a note to a task, click the note icon. This will open up a blank note to type into.
If the task already has a note, the icon will look different. Click the icon to display the note. You can then click on the text of the note to edit it.
The icon will be on the far right side of the task if you are viewing your list in grid mode. You can move the note icon to the left side by editing your account settings. In multi-line mode, the note will be displayed inside the details of the task.
To view old completed tasks, click on the "Search" link in the "View by" section on the left side of the list. Then click "New Search" and enter the criteria that you want to search for, such as the date range for the date of completion. If you desire, you can save that search so that you can quickly come back to it whenever you want.
If you have a free account, your history will be limited to 1 week, even if you search further back. To unlock your complete history, you will need to upgrade to a Subscription.
Really old completed tasks will regularly be deleted from your account based on your account settings.
For more information about searching your tasks, please read our search documentation.
To change your password, please click on the "Profile & Settings" link inside the Account Menu at the top of the page and then click "edit" next to the password section.
If you have forgotten your password, please sign out and then use the "I forgot my password" link on our homepage to have it reset and emailed to you. If the email does not arrive within a few minutes, please check your spam folder.
To maintain your online account on this website, you must sign in to this website at least once a year. If you exclusively use an external app that syncs with Toodledo, you still need to sign into the website at least once a year. The reasoning is that if you never use our website, then your account is not giving you any benefit.
If you do not sign into your account for over a year, it will be marked as inactive. We will then send out several warning emails to the email address on file. Your spam filters may block these emails, so make sure that Toodledo is added to your email whitelist.
If your account is still inactive after 18 months, then the account will be deleted. Any external apps that you sync with will no longer be able to sync. You are welcome to create a new account at anytime.
If you would like to delete your account sooner, you can always do so from your account settings page.
If you click on the Action button for a task, there will be an option for a "Permanent Link". When you click on this, it will take you to a page that shows that single task all by itself. You can now bookmark this page, or copy the URL into an email or some external program.
This is a convenient way to quickly isolate one task for viewing, printing or referencing outside of Toodledo.
Toodledo has powerful sorting functionality. You can sort your list by any field that you are using and you can sub-sort by 2 additional criteria. The way this works is your first sort criteria is used first. This will sort the tasks and group them together with dividers between tasks that share the same value. For tasks that have the same value for the primary sort criteria, the secondary sort criteria will then be used, followed by the third criteria.
To do this, look in the toolbar above your to-do list for the "Sort" section. There will be three icons here which represent the three sort criteria. To change one, click on it and pick a new value from the popup menu.
If you have an upcoming task that you would like to postpone or delay, the easiest way to handle this is to edit the due-date and pick a new value. This can be accomplished with a few quick clicks.
If you have an overdue task that you would like to roll over to today you can do this in the same way. Click on the overdue date and then click on the "Today" quick link.
If you have many tasks that you need to move forward in the exact same way, you could use our Multi-Edit Tool to accomplish this.
Do you frequently need to roll over a bunch of overdue tasks to today? If so, there may be a better way. You may be using due-dates for tasks that shouldn't really have a due-date. We recommend only using due-dates for tasks that must be done on a certain date (example: doctor's appointment). If you have a task for which the due-date isn't really that important as long as it gets done soon (example: change your car's oil), try giving it a start-date instead and leaving the due-date blank. You can also prioritize tasks using the Star, Priority, Status or other methods. This will eliminate the need to constantly roll tasks forward day to day to day.
When you sort your todo list by certain criteria, dividers will appear in your list to separate tasks with similar characteristics.
You can open and close these individual dividers by clicking on them. To open or close all of them at the same time, you can select this option from the action menu.
If you are viewing your tasks in grid mode, you can show or hide individual notes by clicking on the icons adjacent to the task. You may need to scroll your window horizontally to see this icon if your window is too small. If you wish, you can move the note icons to the left side of the task. This is an option in your account settings.
If you are viewing your tasks in multi-line mode, you can show or hide individual notes by clicking on the disclosure triangle for the task.
To open or close all of the notes, and save this preference for future visits, you can select the "Show Task Details" option from the action menu.
You can greatly increase the security of your Toodledo account by enabling 2-Step Authentication. With 2-Step authentication, a hacker would need to know your password as well as have physical access to your phone in order to break into your account.
Some external apps (including Toodledo's official iOS app) do not yet have the capability to do 2-Step Authentication. In these cases you will need to create and use an app-specific password. This is a unique password for your account that will only work inside this specific app.
To create one, go to the 2-Step Authentication setup page and click the "Generate App Passwords" link and then follow the instructions.
It is important to note that if you use the same app on multiple devices, you will use the same app specific password for each copy of the app. For example, if you use our iOS app on your iPhone and iPad, you will make one app specific password and use it on both devices.
Our support team and community are happy to help.