Calendar Mockup

Todoist Calendar

Adding a calendar feature to an existing task manager, Todoist, in order to allow users to schedule and review their tasks more efficiently.

Todoist is a task management app, that is available across various platforms (web, Android, iOS, Windows and macOS) and has integrations with multiple apps, used to organize work processes as well as home errands, and life admin. Users can create projects, divide them into sections, add tasks with due dates, assign labels and priorities.

My role
UX design
UI design

Group critique sessions
Project owner

Currently, Todoist users don't have the ability to quickly review their tasks in a calendar directly in app. The users would like to have a better picture of their project and future plans, easily reschedule tasks, and review the timeline of projects they are working on.

Create a calendar view that will significantly improve user experience, and user retention, as well as allow managing tasks without the need to leave the app.


During this research phase, I reviewed over 60 requests from existing users asking to add a calendar view to Todoist. I divided user requests into three categories: goals that users try to achieve, certain ways how the users would like to use the calendar, and their frustrations with the current setup:

The main actions that existing Todoist users wanted to perform:

  • View tasks in a day, week, and monthly calendar layout, to have a quick overview of the workload without leaving Todoist.
  • Be able to quickly reschedule the tasks by dragging them to a free time slot in the calendar.
  • Switch between my personal and work tasks within the calendar. Filter tasks in the calendar view.
  • View the recurring tasks populated in the calendar for a better overview of the workload.


During the competitor analyses, I reviewed 3 task managers that have the calendar feature, and a calendar app.


  • All competitor apps have a feature to view recurring (if available) and completed tasks. This is currently not available, but requested by Todoist users.
  • Most common views in the reviewed competitor apps are Today/Week/Month views.
  • Only TickTick and Google calendar allow flexibility to create, reschedule and manage tasks within the calendar.


  • Mostly the calendar feature is a paid feature among apps.
  • The in-app calendars have various limitations, such as: not possible to complete tasks from the calendar/no task attributes displayed/no place to view all projects in one place, etc.

Defining the user based on collected feedback

Taking into account In order to have a clear understanding of the value that this feature will add to the users, I created the following user stories:

As a busy professional, I would like to be able to review all my upcoming tasks in the calendar, and have the full picture of the workload for the upcoming week and month.

Ann Holmes Financial Adviser

Being a young parent and working remotely, I would like to have an ability to overview all my family and household errands, and easily schedule my work tasks around them.

Ben Cole Product Designer

User flow

After reviewing user requests and the competitor apps, I created a user flow for all the actions a user could take to use the calendar view and access its features.
User task:

Ben is a young parent, working remotely as a Product Designer.

He is using three Todoist projects to plan his daily tasks: Kids' Schedule, Work, And Personal.

At the beginning of each week he is scheduling his tasks in the calendar following these steps:



After defining all pages that I had to design, I started ideation with sketches and low fidelity wireframes. I focused on allowing users to have a simple overview of all upcoming tasks, but also keeping more advanced features, like filtering by project, or hiding completed or unscheduled tasks.

Low fidelity wireframes

At the stage of creating low-fidelity wireframes, I focused on creating the layouts that would not be compromised if users would like to expand/collapse the sidebars: list of the projects on the left, and unscheduled tasks on the right.

Testing different variations of displaying task cards

Based on the feedback form design team, I prepared different options of how the task cards are displayed. During the research phase we found, that users wanted to have an easy way to scan through their schedule and understand the workload for the upcoming day/week/month. I reviewed two different variants:

Prototype & test

In the next steps, I designed a high fidelity prototype and conducted test with 4 people from the target audience. The goal of this step was to test, whether it was intuitive for users to schedule tasks, switch between different views, find filters and use different view preferences.

Open prototype

I tested the initial prototype of the Todoist calendar with 5 users. The users did not use Todoist before, however, they use other digital calendars on a daily basis.

Pain points:

Final design

After reviewing the user feedback, I made the changes based to make the calendar more intuitive.

Next steps

On the next design iteration, I consider making the following updates:

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