That’s what made me curious enough to write this Morgen review. The app claims to bring everything together in one place and make planning feel calmer, not more complicated. I wanted to see if it could actually replace the mix of tools I use every day.

So I spent the past few weeks running my entire schedule through it, from writing deadlines and client calls to personal errands.

Stay here, because in this Morgen review, I will share itskey features, pricing, my experience, and ultimately, whether it is the right daily planner for you.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Morgen Review

Jovana Simić

Task Management

Calendar & time blocking

Planning experience and workflow

Smart features

Integrations

User interface

Cross-platform performance

Free Plan

Paid plans

My experience

Summary

Morgen is a cross-platform calendar app that combines multiple calendars, tasks, and scheduling in one place. It’s designed to help you plan your day without switching between multiple tools, offering apps for Windows, macOS, Linux, web, iOS, and Android. During my review, it felt steady, reliable, and something I could actually see myself using every day.

4.2

pros

	Clean, intuitive interface
	Tasks and events in one place
	Fast to get started
	Multiple calendars in a single view sync reliably
	Solid integrations with meeting tools and popular task apps
	Thoughtful features for planning
	Excellent mobile app

cons

	No permanent free plan, only a 14-day trial
	AI Planner is still rough around the edges

Try Morgen

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 10+ daily planner apps:

Features & functionality — 50%
User interface — 10%
Cross-platform performance—10%
Pricing — 20%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Morgen

What is Morgen?

Morgen is a cross-platform calendar app that combines multiple calendars, tasks, and scheduling in one place. It’s designed to help you plan your day without switching between multiple tools, offering apps for Windows, macOS, Linux, web, iOS, and Android.

The company behind it, Morgen AG from Switzerland, focuses on privacy and simplicity. Unlike most web-based planners, Morgen Calendar stores data locally when possible and integrates directly with tools like Google Calendar, Outlook, iCloud, and Todoist to give you a unified view of your time.

Just a quick heads-up: Morgen is GDPR compliant and does not store calendar event data on its servers, appealing to privacy-conscious users.

It’s time to see how it went when using Morgen in my day-to-day life.

My experience with Morgen after 5 weeks

I spent a few weeks planning everything in Morgen, mostly on my laptop but sometimes on my phone too. It didn’t take long to get used to, and I liked how everything was easy to manage, regardless of whether they were personal or professional activities.

Morgen is packed with helpful features to help you manage your calendars, scheduling, and task management more effectively. I absolutely love its mobile app, and the fact that it seamlessly integrates with numerous third-party apps I use.

Nevertheless, I still think the AI planner needs a bit of work, but apart from that, Morgen met all my expectations. It felt steady, reliable, and something I could actually see myself using every day.

Why Morgen got a 4.2/5 score

Morgen scored highly because it delivers exactly what it promises: a unified planning experience across calendars, tasks, and scheduling in a clean, intuitive interface.

The only area where it underperformed is its AI features, which make it less attractive than Motion or Reclaim AI. Also, its subscription options (3/5) & lack of free version (2/5) negatively impacted the overall score.

Who Morgen is a good fit for

Who Morgen is not ideal for

Key features

Now let’s delve into the key features and how they performed during my Morgen review!

Calendar app

I started by installing the desktop app (though the web version worked perfectly fine on its own) and connecting my Google Calendar. That part was quick and uneventful. Once everything synced, I could switch between day, week, two-week, month, or agenda, and even save a custom view.

You can even customize it further with additional options, like showing weekends, widening the current day, and dimming past events. And on top of that, you can color-code everything. Talk about great visual organization!

Adding or changing something takes a click on the calendar grid. The same pop-up lets you set tags and colors, invite people, add a location or meeting link, choose reminders, and make it recurring.

A task can become an event and back again, and if plans move, you can just drag and drop the block to a new spot, and it will update.

With its modern and elegant interface, Morgen’s calendar app offers not only a simple but a visually appealing way to quickly organize events and tasks.

Task management

Morgen Calendar handles both basic and advanced task management, letting you create to-do lists and subtasks in one unified calendar.

You can add tasks from the calendar grid or the left sidebar. The sidebar is the control center: you can view tasks by folders and lists, then filter them in a way that matches how you work. I set mine to surface what’s urgent first, which makes the priority list obvious.

My setup stayed simple: work, personal, and other lists. Each task can have a due date, tags, a color, and subtasks. Subtasks help break a bigger item into steps you can actually finish.

If you prefer to rearrange by hand, switch the sort to manual, and you can drag items into the order you want.

There is one setting worth noting if your task lists look empty while the calendar is full. Tasks with a due date are treated as scheduled and may be hidden from the sidebar until you enable Show scheduled tasks. Turning that on brings the sidebar and the calendar into alignment, so dated tasks appear in both places.

Moving work between the list and the calendar is straightforward. When something needs time, I drag the task onto the grid, and it becomes an event. You can also open the item and switch its type from task to event in the pop-up.

That works best for items created inside Morgen Calendar itself; imported calendar events usually stay fixed to their type, especially if they already have attendees. Color and tags carry through either way, so a long list still reads at a glance.

Overall, I found its task management features straightforward and effective during my Morgen review. It offers a smarter way to handle busy schedules.

Meeting scheduler

Setting up meetings in Morgen is quick and clear, utilizing its meeting scheduler feature. When you create an event, you can add a Zoom, Google Meet, or Teams link, invite attendees, and set reminders from the same window.

There’s also an ‘Open Invites’ feature that lets others book a time slot based on your availability.

The invite setup is very detailed. You can define how far in advance people can book, how close to the current time they’re allowed to schedule, add buffers between slots, or choose slot lengths.

It also respects your existing busy times across connected calendars, so no double-booking happens in the background.

Once shared, the link leads to a clean booking page with your available times. It’s not as advanced as full scheduling tools, but for freelancers or small teams, it’s more than enough. Combined with automatic meeting links and reminders, Morgen covers the basics of collaboration.

AI planner

Morgen comes with an AI Planner that can automatically place tasks around existing meetings. In theory, it’s meant to help you build a balanced day without manual scheduling.

In practice, the suggestions were a bit hit-or-miss for me. Compared to AI-first tools like Motion or Reclaim AI, Morgen’s AI Planner feels more lightweight and is still evolving. To be fair, the AI Planner is still in beta, so a few rough edges are expected.is

Still, the logic behind it makes sense, and after a small improvement in the future, it will probably be a game-changer in day-to-day working.

The planner reads your current events, looks at the gaps, and fills them with unscheduled tasks based on priority and duration. With proper setup, it could probably offer better results than the default “auto plan” I tested.

The automation is there, but it benefits from a bit of human oversight. If Morgen expands the customization options and learns from user behavior over time, this feature could easily become one of its biggest strengths.

An additional tool I loved is the Frames, which are predefined blocks like deep work, admin, or outreach that you can shape to match how you actually work. With frames in place (plus priorities and rough durations), the planner fills gaps more sensibly, and the day looks closer to something you’d schedule yourself.

Ultimately, I found some imperfections in Morgen’s AI planner, but it left a good impression on me overall. Even though it is still in beta, combining it with the Frames has already helped me a lot in my daily work.

Other features

Morgen Calendar is packed with small details. Keyboard shortcuts, natural time blocking, and cross-platform sync all work as expected. Multiple calendars can run side by side, so personal and work accounts stay visible but separate, and notifications can be tuned down to the minute.

For teams, Morgen offers a lightweight collaboration layer through Morgen Team and shared workflows. It’s meant more for coordination than full project management, though. You can invite teammates, align schedules, and share booking links, but it doesn’t try to replace a full workspace.

During my Morgen review, I discovered that it is packed with small, useful tools to improve my personal productivity, which I really appreciated.

Morgen user interface

Morgen’s UI design is beautiful, and I was honestly enjoying making a schedule. As I already mentioned, you can customize and color-code almost anything, so it’s not only visually appealing but also very organized.

Plus, you can switch between light and dark mode (you can see in my screenshots which one I liked better).

It’s also straightforward to work with. Most edits happen in one place: click an item and a pop-up lets you adjust title, time, reminders, recurrence, location, and meeting links without opening another page. Drag-and-drop feels natural, and keyboard shortcuts generally let you move faster than the mouse.

However, there are a few quirks to keep in mind. Some options live behind small toggles, and filters can hide what you expect to see. Also, the detail pop-up sometimes opens in “event mode” when an item comes from an external calendar, which limits type switching.

None of this breaks the flow, but it’s good to know where the switches are.

Morgen integrations

Morgen supports a wide set of integrations across calendars, tasks, and calls.

On the calendar side, you can connect Google, Outlook/Microsoft 365, iCloud/Exchange, Fastmail, and other CalDAV sources. For tasks and projects, it plugs into Todoist, Notion, ClickUp, Linear, Apple Reminders, Google Tasks, Obsidian, Microsoft To Do, and even flagged Outlook emails. For meetings, you can add Zoom, Google Meet, Microsoft Teams (and even Webex) links directly to events.

I connected Google Calendar in no time. You can pull in other accounts too, show them side by side, and hide one when you need focus. Meeting links live in the same event pop-up, and Todoist tasks appear so you can plan them against your week.

Morgen pricing

Morgen keeps pricing fairly simple, with separate plans for individuals and teams. You can pay monthly or yearly, and every plan includes time blocking (with AI Planner), unlimited calendar and task integrations, automations, scheduling links, and apps for Windows, macOS, Linux, mobile, and browser.

You can start with a 14-day free trial, which unlocks almost all Pro features so you can properly test the app before subscribing. There’s currently no free version, so after the trial, you’ll need a paid plan to keep using Morgen.

For individuals, Morgen Pro costs €30/month or €15/month if billed yearly, saving you 50%. Teams pay €25/seat per month or €10/seat per month when billed yearly (with a minimum of two seats), which adds shared booking pages and collaboration tools.

There’s also a 30-day money-back guarantee and discounts: 15% off for one year if you switch from Motion, Reclaim, Fantastical, or Sunsama, and 25% off forever for students, academics, and nonprofits.

One more thing: pricing is localized in some regions. From Serbia, for example, I saw a checkout banner with a recurring 40% off code. If you’re outside the EU/US, it’s worth checking the site to see what applies at signup.

Morgen mobile app

In the course of my Morgen review, I also wanted to take a closer look at its mobile app. Let’s see what you can expect from it!

Morgen’s mobile app is available for both iOS and Android. I tested it on Android, and it has everything I needed: adding or editing tasks, creating events, setting reminders, and linking meetings or locations. Sync with the desktop version was quick and smooth.

What I liked most was how fast everything felt. It took me less time to add or tweak something than on the desktop, and notifications popped up exactly when they should. The interface is clean, dark mode looks great, and even the week view feels comfortable on a small screen.

Overall, the mobile app is simple, reliable, and easy to use. It’s perfect for quick edits on the go or planning between meetings, and it stays in step with the rest of the app.

My experience with Morgen

I spent a few weeks planning everything in Morgen, mostly on my laptop but sometimes on my phone too. It didn’t take long to get used to, and I liked how everything was easy to manage, regardless of whether they were personal or professional activities.

Morgen is packed with helpful features to help you manage your calendars, scheduling, and task management more effectively. I absolutely love its mobile app, and the fact that it seamlessly integrates with numerous third-party apps I use.

Nevertheless, I still think the AI planner needs a bit of work, but apart from that, Morgen met all my expectations. It felt steady, reliable, and something I could actually see myself using every day.

Pros and cons I found during my Morgen review

With all that said, let’s take a look at the pros and cons I found throughout my Morgen review.

Pros of Morgen

Cons of Morgen

Morgen alternatives

If you are still unsure whether Morgen Calendar is the right fit for you, check out these alternatives:

Wrap up: Morgen review

When I started this Morgen review, I wanted to see if one tool could really replace the mix of apps I rely on for planning, writing, and daily tasks. A few weeks in, I realized I was spending less time organizing and more time actually working.

I’m not saying it’s perfect. The AI still feels a bit too rigid, and the pricing might turn some people away, but it’s steady, well-designed, and genuinely helpful day to day.

Related articles:

• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)

For me, Morgen Calendar is among the top productivity tools, and I can recommend it to anyone who needs a solid calendar, task management, and meeting scheduler app.

As always, I will update this Morgen review over time so you guys have the latest information on this productivity app.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

What is the Morgen priority factor?

The Morgen priority factor is a scoring system in the Morgen Calendar app that ranks tasks by urgency, due date, estimated duration, and importance. It helps the AI Planner decide what to schedule first during time blocking so your high-impact work appears at the top of your daily planner.

When combined with clear estimates and tags, it improves time management across multiple calendars.

How much does the Morgen calendar cost?

Morgen Calendar offers a 14-day free trial. The Pro plan is €30/month or €15/month when billed yearly; the Team plan is €25/seat per month or €10/seat yearly.

Both include scheduling links, support for multiple calendars (e.g., Google Calendar, Outlook, iCloud), core task management, task integration, and cross-platform apps (desktop plus mobile). The Pro tier also pairs well with AI Planner and time blocking for advanced time management.

Does Morgen support multiple calendars?

Yes, Morgen shows multiple calendars in a unified calendar view. You can connect Google Calendar, Outlook, iCloud, and other CalDAV accounts to balance your professional and personal schedule without switching tools.

Can Morgen automatically schedule my tasks?

Yes, the AI Planner reads your free time and calendar events, then places tasks by priority and duration. It uses time blocking to build realistic daily plans, improving time management with minimal manual work.

Is Morgen good for daily planning?

Morgen is a reliable daily planner that combines calendars, tasks, and a lightweight meeting scheduling feature. With task integration, time blocking, and scheduling links, it keeps all your calendars and to-dos organized in one place.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are my own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post My Honest Morgen Review After 5 Weeks (2026) appeared first on .

Twenty dollars a month for a daily planning tool is not something you sign up for lightly.

But this made me curious. If a daily planner app costs more than tools like ClickUp, Notion, etc., it has to justify it with more than a pretty interface.

Before I wrote this Sunsama review, I tested how well it handles time blocking, recurring tasks, pulling tasks from other tools, and how much it helped me stay focused and balanced during real workdays.

And I did this for one goal: To save you time and money, and help you decide whether Sunsama is worth $20 monthly.

Stay around, because I will reveal its key features, pricing, my experience, and the pros and cons I found during my Sunsama review.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 10+ daily planner apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Sunsama

What is Sunsama?

Sunsama is a daily planner app that brings your tasks, calendar events, and time tracking into one organized space. Unlike classic task management apps, Sunsama encourages intentional planning through guided daily and weekly workflows.

You can connect it to your Google and Outlook Calendars, and it supports integration with the most popular productivity tools like Todoist, Trello, Notion, and Asana, so you can pull all your tasks into one place.

Sunsama also supports time blocking, recurring tasks, and focus mode, making it easier to prioritize tasks and manage multiple projects. 

My experience with Sunsama after a few weeks

After a few weeks of planning my days in Sunsama, I understood why many people see it as a mindful productivity tool. What I appreciated most was how it encouraged intention without feeling restrictive. Weekly objectives, focus mode, and daily shutdowns helped me stay organized without burning out.

The price is on the higher side, but the overall experience felt polished and genuinely helpful for daily planning. 

Why Sunsama didn’t score higher (and where it loses points)

Where Sunsama underperformed compared to other daily planners is its smart features. While it offers time tracking and focus mode, it lacks sufficient depth in these features, as we noticed with Reclaim AI, for example.

Also, its calendar and time-blocking capabilities are limited, and it cannot function as a standalone calendar. Therefore, we gave 3 points out of 5 for this criterion.

In addition, we added 2.5 stars out of 5 for pricing due to the lack of a free plan and the high cost of the paid plans, which also impacted the final score.

Who Sunsama is a good fit for

Who Sunsama is not ideal for

Key features

Without further ado, let’s see the features I tried in the course of my Sunsama review!

Task management

Users can import tasks from other platforms like Asana or Trello into Sunsama. Personally, I started testing Sunsama by connecting my Todoist account, and the transition was smoother than I expected.

My task list appeared instantly in the sidebar, and I could pull tasks into the calendar with simple drag and drop. This made it easy to schedule tasks and reschedule them without breaking my workflow.

Not everything was perfect, though. One task did not pull its subtasks on the first try, so I had to import it again. The second attempt worked, but it showed me that integrations depend on how consistent your task structure is in other tools.

The Home tab is essentially a board view, and it is one of the cleanest layouts I have seen in a task management app. Adding tasks is quick. Users can manually add tasks or pull them in from weekly objectives, backlog, or third-party calendars.

To add a task, click Add Task or press A, type the name, and Sunsama will suggest a channel and planned time. These suggestions were usually accurate during my review.

Every task can have an objective, planned time, subtasks, tags, and a channel. Channels and contexts are especially helpful because they let you categorize all your tasks, projects, and personal tasks in a way that mirrors real life. Contexts group several channels so you can focus on one area at a time.

Sunsama supports recurring tasks, but I loved most how it balances both tasks and events. The board view shows everything, while other views display only items with planned time. It is worth keeping this in mind so you do not lose track of important tasks.

Overall, compared to classic task managers like Todoist, Sunsama is less focused on organizing large volumes of tasks and more on turning them into a realistic daily plan. That said, for individuals, Sunsama works great for managing tasks and projects, so I can give 5 out of 5 based on its feature set.

Daily planning workflow

Daily planning is one of Sunsama’s strongest features. Unlike AI scheduling tools such as Motion or Reclaim AI, which automatically assign tasks to your calendar, Sunsama keeps you in control of your schedule. This makes the planning process more deliberate, but also requires a bit more manual input.

Hover over a day and select Plan to open a guided workflow that walks you through your daily tasks. It helps you prioritize tasks, schedule them realistically, and share your daily plan on Slack or Microsoft Teams.

Once tasks are placed on the calendar, the timestamped day overview appears in the sidebar. You can drag items around to adjust their planned time or shift your schedule if something takes longer. This keeps daily planning flexible and intentional.

At the end of the day, Sunsama encourages a daily shutdown routine. You can review completed tasks, check what still needs attention, and write a short reflection. Previous days show a Reflect option when you hover, allowing you to revisit your day and see a clear summary.

These daily rituals are part of what makes this app unique. During my Sunsama review, I found that it encourages consistent daily planning routines, helping you maintain structure and avoid decision fatigue.

However, Sunsama does not offer an in-built calendar for time blocking, so you need to connect it with a third-party calendar. So, it’s not a full standalone calendar replacement, and I can only give it 3 out of 5 for this criterion.

Weekly planning & review

Weekly objectives were one of my favorite features during testing. You can set goals for the week and instantly assign them to tasks. The sidebar shows everything in one place, making it easier to stay focused on what matters.

Sunsama promotes weekly planning through simple rituals. Users often mention that this planning process helps manage workload and prevent burnout, and I found that to be true. It gives you a clear sense of where your time should go before the week starts.

The weekly review feature helps you see how your week went. It shows completed tasks, time spent on different channels, and highlights your productivity patterns. Many users describe this as essential for long-term improvement, and I agree.

Time tracking & focus mode

Sunsama surprised me with its built-in time tracking. Each task can have a planned time, and once you start working, you can activate the timer to track actual time. This feature helped me understand how much time I spent on tasks and how accurate my planning was.

You can track time spent on subtasks as well, which is great for multiple projects or detailed work. At the top of each channel, Sunsama shows how much planned time you still have left for the day. This makes it easier to avoid overcommitting and stay realistic.

Focus Mode and the Pomodoro style timer help you stay in deep work. These tools reduce distractions and support mindful work sessions. Sunsama also provides analytics and time distribution graphs so you can see exactly how your days were spent.

While there are no traditional smart or AI features, both the Focus Mode and Pomodoro timer can significantly increase the efficiency of Sunsama, so I can give 3 out of 5 for these features when considering the smart features based on our ranking system.

Customization & settings

Sunsama gives you a lot of control over your planning process. You can customize channels, contexts, task views, colors, filters, and workflows. Everything is designed to help you stay organized without feeling overwhelmed.

Channels categorize your work so you can understand where your time is going. Contexts group multiple channels so you can focus on specific areas like work or personal life. This structure makes Sunsama feel intentional and easy to navigate.

The Settings menu is extensive. You can adjust rituals, planned time behavior, notifications, integrations, and daily or weekly flows. With so many options, Sunsama can fit different working styles and planning habits.

Sunsama user interface

Sunsama’s user interface feels thoughtfully designed, with lots of small details that show how much attention was given to real user needs. The left sidebar, main calendar, and right sidebar work together nicely, so tasks, channels, and settings always feel close at hand.

There is both a light and a dark theme, and I enjoyed using each one. Everything can be personalized and color-coded, which keeps even a busy week visually simple and easy to scan.

What I especially liked is that the desktop app feels complete. I never had to jump to the web app to change important settings or find hidden options.

I also had a positive experience with the mobile app and did not run into bugs or performance issues.

Overall, I had the feeling that Sunsama’s design focuses on a minimalistic interface to enhance usability while planning.

Sunsama integrations

Sunsama integrates with major calendar apps, including iCloud, Google, and Outlook Calendar. Personally, I connected my Google Calendar to Sunsama, and it was quite quick.

You can set defaults for tasks or events and control what gets imported. It makes daily planning and time blocking much easier than jumping between separate calendar apps.

Beyond calendars, Sunsama works with many productivity tools and task management apps. Tasks from these tools appear in the sidebar, so you can pull tasks into the calendar with drag and drop. This keeps all your tasks and projects together in one planner app.

Sunsama pricing

Sunsama does not offer a free plan, but you can try it with a 14-day free trial, no credit card required. The trial unlocks the full planner app, so you can test daily planning, weekly review, time blocking, and focus mode before paying.

After the free trial, Sunsama has a single paid plan: $20 monthly subscription, or $16 per month when billed annually. All features are included in this one tier, from calendar integration and time tracking to recurring tasks, weekly objectives, and analytics.

If you want to bring others in, teammates are billed separately at $20 per user per month. Sunsama pricing is definitely on the premium side compared to other productivity tools, but many users feel the intentional planning workflow and better work-life balance justify it.

Pros and cons I found during my Sunsama review

Here are the main pros and cons I found during my Sunsama review:

Pros of Sunsama

Cons of Sunsama

Sunsama alternatives

If you are still unsure whether Sunsama is the right fit for you, check out these alternatives:

Compare Sunsama vs alternatives

Akiflow VS Sunsama

Akiflow vs Sunsama

Sunsama VS Motion

Sunsama vs Motion

Wrap up: Sunsama review

After using Sunsama in my actual routine, I understand why so many users say it helps maintain work-life balance and prevents burnout. At the same time, the lack of a free plan and the higher subscription price make it harder to recommend to everyone.

Related articles:

• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)
• Akiflow vs Sunsama (2026): An Honest Comparison
• Sunsama vs Motion 2026: I found the best one for you

Still, if you want a task management app that supports intentional planning and helps you stay focused without jumping between multiple calendars or tools, Sunsama is worth the investment and one of the best productivity apps for this.

I will keep this Sunsama review updated over time so you always have the latest and most honest look at how it performs in real-world use.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Sunsama free to use?

Sunsama does not have a free plan, but you can try it with a 14-day free trial and no credit card. After that, it costs 20 dollars per month, or 16 dollars per month when billed annually, with all features included in a single plan.

What makes Sunsama different from other productivity apps?

Sunsama is more than a simple task management app. It guides you through daily planning, weekly objectives, weekly review, time blocking, and focus mode. The app encourages realistic workloads and helps prevent burnout instead of pushing you to do more.

Who is Sunsama best suited for?

Sunsama is ideal for individuals and small teams who want a structured daily planner rather than a complex project management tool. It works especially well for busy professionals who want all their tasks and calendar events in one place and care about work-life balance.

Can you connect Sunsama to your Google Calendar?

No matter if you use Google or Outlook Calendars, you can connect Snunsama seamlessly with them. Also, it supports a wide range of integration with task management tools.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post An Unfiltered Sunsama Review (2026): Is It Worth $20/Month? appeared first on .

Instead of spreading your work across multiple tools, Akiflow aims to bring everything into one simple daily view that feels closer to a focused daily planner app than a basic task list.

On Trustpilot, many users praise how well it delivers on that. On Reddit, people are more cautious, often pointing to the high price or not fully clicking with its time-blocking mindset that many productivity apps are built around.

So, what is the TRUTH? Is it worth $34 monthly for you?

Stay here, because in this Akiflow review, I will share where it actually lands between the excitement and the skepticism, and whether it can really help with managing tasks across different tools.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 10+ daily planner apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Akiflow

What is Akiflow?

Akiflow is a productivity app built around one idea: keeping all your tasks, events, and plans in a single place. It combines a universal inbox, a fast calendar, natural language task creation, and simple time blocking so you can plan your day without switching between task management apps or calendar tools.

Instead of acting as a traditional to-do list, Akiflow works more like a daily command center. You capture tasks from anywhere, drag them into your schedule, and use lightweight features like AI workflows, statistics, and share availability to keep your day structured without feeling overwhelmed.

It sits somewhere between classic task management and calendar management, without trying to be a full project management tool. Akiflow’s ultimate goal is to reduce context switching and make daily planning feel less chaotic.

My experience with Akiflow

I tested Akiflow on the Windows desktop app, and it felt smooth from the start. What stood out the most was how easy it was to keep my day realistic.

Dragging tasks into the calendar, adjusting time blocks, and checking the Today view helped me see very quickly when I was trying to fit too much into one day and when all my tasks simply did not fit in the available time slots.

Overall, Akiflow felt reliable and thoughtfully designed, especially for planning my day in a realistic way. It did not radically change how I work, but it made the parts I already do like scheduling, reviewing, and committing to tasks noticeably smoother.

Why Akiflow got a 4/5 score

From feature-wise- Akiflow delivered, and only got a “worst score” (4) for its task management features because it lacks some more advanced tools. Apart from that, it delivered excellent features.

However, I cannot say the same about the pricing. It does not offer a free plan; only a trial. Plus, it’s a relatively pricey daily planner compared to other alternatives like Todoist.

Who Would be a Good Fit for Akiflow?

Who Would be a Bad Fit for Akiflow?

Key features

Here, I will share the key features and how they performed during my Akiflow review.

Capture and task creation

Akiflow’s inbox is built to catch everything you need to act on, no matter where it comes from. Emails, calendar invites, saved links, Slack messages, and browser tabs all land in one place, which makes it easier to start your day without jumping between various apps.

The inbox is practical because every item can be processed in seconds. You can turn it into a task, schedule it, snooze it, or send it to a project. Task creation is quick whether you use the Command Bar at the top, click directly on the calendar, or convert something from the inbox.

It all feels smooth and consistent and works well as a quick capture tool for consolidating tasks from other tools. Yet, if you require more advanced features, complex subtasks, or custom fields, Akiflow might underperform expectations.

That said, Akiflow is not a project management app, so I can rate it 4 out of 5 based on our daily planner scoring system.

Planning and time blocking

If you prefer visual planning, dragging a task into the calendar instantly turns it into a time block. The block takes your project color, shows the duration, and becomes part of your schedule, which is great if you want more control over how you plan calendar tasks.

You can also plan from list views like Today, Upcoming, or Inbox. Assign a time slot, set a deadline, or leave the task flexible. Tasks behave like events when placed in the calendar, but they stay easy to move and adjust, which keeps the day from feeling rigid.

The Today view brings everything into one screen. It brings tasks, calendar events, and time blocks in a way that makes it easier to see what realistically fits in your day and how your daily tasks line up with your daily routine.

Considering these features and my experience with Akiflow when planning my days, it earned 4.5/5 based on our scoring system.

Calendar management

Akiflow’s calendar supports multiple accounts, including Google Calendar & Outlook, and keeps your meetings, personal plans, and deadlines in one place.

Events and tasks appear side by side, but only tasks stay flexible until you schedule them. Tasks with deadlines show up as small flags at the top of the calendar, which makes due dates visible without filling your day with fake events.

The calendar sits next to every major view rather than living in its own tab, which makes it feel more integrated into the workflow.

It is also customizable. You can show the whole month, a few days, or the full week, and resize the panel however you like. Color coding helps the layout stay readable at a glance and gives you a clear calendar experience.

Navigation is simple. You can jump through days and weeks quickly or return to Today with a single click. Dragging tasks into the calendar turns them into time blocks instantly, and everything syncs across your accounts without delay.

For basic meeting scheduling and everyday calendar management, Akiflow covers the essential features most people actually use, so I can give it 4.5/5.

Natural language input

Akiflow lets you create tasks the way you would say them out loud. You can type “Call the vet tomorrow at 9” or “Pay rent on the first of every month,” and the app turns that into a scheduled task. It feels more like capturing a thought than filling out a form.

The same logic works inside the Command Bar, which is always visible. You can type or use voice input, speak a sentence, and Akiflow will parse it on the spot.

It understands simple phrases like “tomorrow,” “next week,” or “every weekday,” which is enough for everyday task entry and makes new tasks quick to add.

Task Management

Akiflow keeps task management straightforward. Tasks sit in four main views: Inbox, Today, Upcoming, and All Tasks. This makes it easy to see what needs attention now, what is coming up next, and what still needs to be processed in your task list.

Each task can be scheduled, snoozed, assigned a project or label, or turned into a time block. You can also convert a task into an event or keep it flexible until you decide where it fits. No matter where the task comes from, the actions are predictable and fast, which helps when you are managing tasks across many tools.

Projects and labels help you group related work without becoming full project management boards. Akiflow is not designed to manage projects at the same depth as a dedicated project management tool, and it does not try to replace larger projects that live in ClickUp or Notion.

Priorities stay simple. Instead of multiple priority levels, Akiflow uses pinning to highlight the few things you truly want to focus on.

AI Workflows

Akiflow includes several AI workflow templates that automate small parts of your day, like schedule previews, weather updates, or reminders about overdue tasks. You choose the time and recurrence, and Aki sends the message when it is most useful.

If you want something more personal, you can create a workflow from scratch. Write your own prompt, set when it should run, and Aki turns it into a recurring message. It works well for simple routines and habit check-ins.

The workflows stay lightweight and do not try to plan your day for you, but they add basic AI capabilities on top of your existing time management system.

Focus and Timer

Akiflow includes a simple focus timer that helps you stay committed to one task at a time. You can start a session directly from a task or from a time block in the calendar. The timer shows your progress, stays out of the way, and mutes distractions while you work.

It is not a full Pomodoro system, but it pairs naturally with time blocking. Drag a task onto the calendar, lock it, start the timer, and you have a small routine that keeps you grounded in the work you want to finish and helps you stay focused during focused work sessions.

Share availability

Akiflow also covers basic scheduling through its Share availability feature. You choose a few time slots, set the meeting duration, and Akiflow generates a simple booking link. The other person picks one of the times you offered, and the event is added to your calendar automatically.

The setup panel is easy to use. You can customize the event title, choose the meeting location, such as Google Meet, set reminders, add buffer time, and decide how far into the future people can book. Locked calendars help keep private events protected while still showing your real availability.

Other Features

Akiflow includes a long list of keyboard shortcuts that make the app quick to navigate. You can move between views, create tasks, open the Command Bar, or start a focus session without lifting your hands from the keyboard, which is especially nice for power users.

The universal search is fast and flexible. You can jump to tasks, projects, labels, or calendar views with a few letters. Search also doubles as a command launcher, which helps when you do not remember the exact shortcut.

Notifications and reminders stay simple. Tasks can be snoozed, overdue items surface naturally, and deadlines appear as small calendar flags. You can enable desktop notifications or keep everything inside the app if you prefer a quieter workflow, without adding cognitive overload on top of your existing productivity system.

Akiflow’s user interface

The first thing that stood out to me with Akiflow was how polished it feels. This is easily one of the better-designed apps in this category, in my opinion. It looks like a serious tool, but not a heavy one.

The onboarding and everyday guidance are very well done. I always felt like the app was quietly showing me what to do next. Everything is highly customizable in a practical way, and most things worked exactly how I expected the first time I clicked on them.

Akiflow’s integrations

Akiflow offers seamless integration with most tools you probably already use. You can connect Google Calendar, Outlook Calendar, Gmail and Outlook email, Slack, Microsoft Teams, Todoist, Notion, Asana, ClickUp, Trello, Linear, Jira, Zoom, and more.

Multiple accounts are supported, so it is easy to keep both personal and work setups in the same place and integrate tasks from different systems.

With Gmail, you can simply star an email and have it show up in Akiflow as a task, which is much nicer than forwarding or copying things around. You can even send a quick WhatsApp message to Aki, the built-in assistant, and turn that into a task.

For everything else, Akiflow leans on Zapier and IFTTT. That is where the more unusual options show up, such as Spotify and YouTube. These are not native integrations, but simple automations you set up once.

They exist for one purpose: capturing tasks from anything you are doing online. If you hear something useful in a podcast or want to save a video for later, you can turn it into a task with one click. Everything flows into your central inbox, so you never lose track of content you want to revisit.

Akiflow’s pricing

In the course of my Akiflow review, I found that it has one feature set with three billing options.

The monthly subscription costs $34 per month, the yearly subscription drops the price to $17 per month billed yearly, and the Believer 730 plan goes down to $14.90 per month billed every two years.

All three include unlimited tasks, integrations, meetings, full access to Aki, and a 1:1 onboarding call, while the Believer plan adds perks like priority customer success, early access to new features, and AI productivity coaching.

Akiflow offers a 7-day free trial for new users, and the subscription can be canceled at any time. When I clicked to cancel during my trial, Akiflow offered to extend it by another 14 days for free, and I have seen other users report the same experience, so this seems to be a common safety net rather than a one-off gesture.

Students, researchers, and teams can also request special pricing, which is helpful if you are testing Akiflow in a professional or academic setting. Still, the price is higher than most to-do lists and simple task management apps, and there is no free plan.

Akiflow positions itself closer to time-blocking and workflow tools like Motion or Sunsama. It is aimed at people who want to run their whole day from one place, not just manage a basic task list.

Pros and cons I found during my Akiflow review

With all that being said, let’s take a look at the pros and cons I found throughout my Akiflow review.

Pros of Akiflow

Cons of Akiflow

Akiflow alternatives

If you are still unsure whether Akiflow is the right fit for you, check out these other tools with similar features:

Compare Akiflow vs alternatives

Akiflow VS Sunsama

Akiflow vs Sunsama

Akiflow VS Motion

Akiflow vs Motion

Wrap up: Akiflow review

After testing it, Akiflow felt like a tool that knows exactly what it wants to be. It focuses on making your day easier to plan by putting everything you need in one place and helping you see what realistically fits. So, I can see why Akiflow is often recommended for busy professionals and freelancers who use multiple tools.

Whether it is worth the price depends on how much you rely on time blocking and how often you plan your day around a calendar. If that is already part of your workflow, Akiflow makes those habits smoother and more structured.

Related articles:

• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)
• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• Akiflow vs Sunsama (2026): An Honest Comparison
• Akiflow vs Motion (2026): My Honest Opinion

During my Akiflow review, I discovered that Akiflow is not recommended for users who are budget-conscious due to its higher pricing compared to other task management tools. If you prefer simple to-do lists or want deep project features, it will probably feel like more than you need.

For me, it landed somewhere in the middle of the Trustpilot enthusiasm and Reddit skepticism. This well-designed, well-thought-out tool helps with daily planning, but it also asks for a level of commitment that will not be for everyone.

As always, I will update this Akiflow review over time so you guys have the latest information on this productivity app.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity tools every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Akiflow free?

No. Akiflow does not offer a free plan, only a 7-day free trial. After that, you need a subscription, and the Akiflow pricing is closer to premium time blocking apps than simple to-do lists. There is no free tier or believer plan, but it runs on multiple platforms and includes all calendar functionalities.

Is Akiflow worth it?

It depends on your workflow. If you rely on time blocking and want task consolidation instead of switching between multiple tools and other apps, Akiflow excels at keeping all your tasks in one place. If you only need a lightweight task list or want to manage projects in depth, other competitors may fit better.

What does Akiflow do?

Akiflow combines time management, task management, and calendar features into one daily planner app. You can drag tasks into time slots, sync them with Google or Outlook Calendar using simple two-way sync, and use easy-to-use features like the Command Bar, daily shutdown feature, and basic progress visualization.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post An Honest Akiflow Review 2026: Is It Worth $34 For YOU? appeared first on .

Is Todoist worth it these days?

In this Todoist review, I’ll give you an unfiltered picture of its key features, pricing, pros & cons, and ultimately, how it affected my productivity over the past years, and whether you should consider switching.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 10+ daily planner apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Todoist

What is Todoist?

Todoist is a cross-platform task manager and to-do app designed to keep your professional and personal life organized in one place.

Available on web, iOS, Android, Windows, and macOS, it helps you capture thoughts instantly and turn them into structured action items. Its intuitive design makes task creation and organization feel simple, even when your schedule is not.

Todoist is one of the most popular task management apps for personal use and small teams. It encourages routines, helps you stay consistent, and brings clarity to daily planning.

My experience with Todoist after 1,400 tasks

I have been using Todoist for three years and still use it today. It’s simple, fast, syncs reliably across devices, and the Ramble feature is useful during my daily work.

Todoist is simple for personal task tracking yet strong enough for light project management and collaboration. Nevertheless, don’t expect Todoist to offer capabilities like a dedicated project management app, since it was built for a different purpose.

Overall, I have to tell you that, after testing numerous daily planners, task management, and project management tools, Todoist’s place in my productivity system remains justified.

Why Todoist got a 4.3/5 score

Todoist is a simple app that rightfully deserves 4 stars for task management, planning, and smart features. Where it can really shine is its integration, and where it lags is its feature depth for time blocking and project management.

For pricing and value, it offers an extensive free plan that deserves the maximum rating, and it has budget-friendly pricing plans.

Who Would be a Good Fit for Todoist?

Who Would be a Bad Fit for Todoist?

Scroll down to see our breakdown of features, pricing, and pros and cons after 3 years.

Key features

Now let’s delve into the key features and how they performed during my Todoist review!

Task management and organization

Creating a new task is instant. Click Add Task or press Q, type what you need, and hit Enter. Each task goes to your Inbox, which works as a quick capture space before sorting them into the right projects.

Every task can include a description, labels, due dates, reminders, sub-tasks, and so on. You can assign priority levels to highlight what is urgent or create smaller steps for bigger goals. It sounds like a lot of options, but everything feels clean and intuitive, which is what I loved most while testing.

I organized my projects into four simple categories: Personal, Work, Health, and Important Dates. Each one can be color-coded, so even when my schedule was packed, it was easy to spot what mattered at a glance. This visual clarity made a huge difference in staying organized throughout the week.

Todoist also supports recurring tasks, which I found incredibly useful for routines like invoices, gym sessions, or weekly reviews. Once set up, they repeat automatically and help build consistent habits.
You can visualize your task lists as a simple list, a kanban board, or a calendar view.

If you need to reschedule something, you can simply drag and drop the task to a new time slot, and Todoist automatically updates its due date. The calendar view syncs with Google Calendar and Outlook Calendar, so you can time block tasks across all your devices.

Unlike AI scheduling tools such as Motion or Reclaim AI, Todoist does not automatically assign tasks to your calendar. Instead, it gives you full control over when and how you plan your work.

Just a heads-up: I discovered that during my Todoist review that it does not have built-in task dependency features, as it is more like a task manager than a project management app.

However, its time-blocking features are limited, and the calendar view is available only with paid plans. Compared to Reclaim AI, Motion, or Akiflow, Todoist is more limited and better suited to task management than time blocking.

Therefore, I can give Todoist only 2 out of 5 for calendar and time blocking.

Natural language input

This is the coolest feature, in my opinion, and one of the main reasons Todoist feels so fast.

Instead of clicking through menus, you just type what you mean, and the app handles the rest. I could write “Call the client tomorrow at 3 PM” or “Submit report every second Thursday,” and Todoist immediately recognized it as a new task with the correct date, time, and recurring pattern.

Natural language input made adding tasks feel almost fun. I stayed in flow, typed freely, and Todoist understood everything, from deadlines to priorities. If I mistyped or changed my mind, editing took seconds.

There was only one small thing I noticed while testing. Todoist sometimes interprets certain words, like “week” or “weekly,” as time indicators even when I mean them as part of a title. It’s a small detail, but something to keep in mind when naming your tasks.

For personal task management, this saved me so much time during my Todoist review. It is perfect for people who like to get things out of their heads quickly. You think, you type, and your task management system keeps up.

This feature alone makes Todoist stand out from other to-do list apps I have tried.

Productivity and automation

Todoist is not just about listing things; it also helps you stay consistent. I loved how easy it was to see completed tasks and monitor streaks. It is satisfying to watch progress build up visually over time.

Todoist Karma adds a playful twist to productivity. Each time you complete a task, your Karma score goes up, and you unlock new levels. You can set goals and rest days, or turn the feature off if you prefer it that way.

Automatic backups and fast sync across Windows, macOS, Android, iOS, and web kept my projects safe and up to date. Templates and integrations with other productivity apps reduce repetitive work and keep professional tasks moving.

If you subscribe to Todoist Pro, you can access its AI assistant that helps manage workloads, suggest schedules, and balance tasks automatically. It already saves time if you manage multiple active projects.

Collaboration and sharing

Even though Todoist is perfect for personal use, I tested its team features and found them surprisingly capable. You can assign tasks, share projects, upload files, and leave comments, which makes it a simple yet effective project management tool for small teams.

I invited a friend to collaborate on a shared list, and everything was smooth. Comments kept communication clear, and seeing all changes in one place helped us stay aligned. You can also set access levels and manage who sees what in shared projects.

On the Business plan, teams get centralized billing, priority support, and CSV imports for bulk task creation. So, it is an ideal app for business users as well.

Customization and filters

One of the things I appreciated most about Todoist is how personal it can feel.

You can adjust your sidebar, choose custom colors, and rename sections to match your workflow. It might sound small, but this kind of personalization makes a big difference when you open the app every day.

I experimented with custom filters, and they were incredibly helpful. You can quickly display tasks that are high priority, due this week, or tagged with a specific label. If you are unsure how to create one, you can describe what you want in plain English, and Todoist will generate it for you instantly.

Templates were another feature I genuinely enjoyed testing. You can start a new project from scratch or choose from Todoist’s large library of templates for marketing plans, personal goals, or travel checklists. I found them genuinely useful, not just filler examples.

All these customization options make Todoist one of the most flexible and user-friendly task management systems I have used so far. It gives you structure without ever feeling restrictive.

Todoist user interface

Todoist’s user interface feels like it was built with real attention to detail. The layout is clean, light, and responsive on every platform: web, desktop, and mobile. You can tell how much work went into it because every small interaction, from adding a task to checking one off, feels fast and polished.

I switched between light and dark mode a few times, and both looked equally polished. Combined with the color themes, filters, and labels from the customization options, the interface feels personal and flexible. Based on my experience, Todoist’s user interface truly deserves a 10 out of 10.

Todoist integrations

In the course of my Todoist review, I discovered that it connects smoothly with a wide range of productivity apps. It integrates with Google Calendar, Outlook Calendar, and other scheduling tools, so your tasks and events always stay in sync. You can create or update tasks directly from your calendar, which helps with time blocking and daily planning.

During testing, I found that integrations with email clients, file storage apps, and automation platforms like Zapier or IFTTT work reliably. They let you automate repetitive steps, such as creating tasks from incoming emails or syncing attachments from Google Drive.

Todoist also supports API access for advanced users and third-party integrations for popular project management tools. Whether you are using it for personal task management or team projects, these integrations make Todoist more than just a to-do list app.

Todoist pricing

Todoist offers one free and two paid plans. Here’s what you get with each.

Beginner plan

If you are just getting started, the free version covers everyday personal task management without cost. You get up to 5 personal projects, Smart Quick Add, task reminders, flexible list and board layouts, 3 filter views, and 1 week activity history that syncs on web, desktop, and mobile.

With the free tier, you can connect Todoist with email and calendar, so your basic to-do list setup feels complete from day one. Use it to build habits before deciding if premium features are worth paying for.

Pro plan

The Pro plan is $7 per user monthly or $5 per user monthly with annual billing. It unlocks automatic backups, custom task reminders, custom filters, Calendar layout, Task duration, and the AI Assistant for smarter scheduling.

You also jump to 300 personal projects with unlimited activity history, which makes Pro a strong value for freelancers and professionals who want more automation and control.

Business plan

The Business plan is $10 per user monthly or $8 per user monthly with annual billing. You can access the business features, such as a shared workspace, up to 500 team projects, a calendar layout for team projects, and granular team activity logs for visibility.

You also gain shared templates, team roles and permissions, centralized billing, priority support, and CSV imports, plus capacity for 1000 team members and guests with 1000 project folders. It is a lightweight project management option for small teams.

Free trial

You can explore premium features with a 7-day free trial on both Pro and Business. Test reminders, automatic backups, advanced filters, and team features before you commit.

If it is not the right tool, there is a 30-day refund window, which keeps the upgrade decision low risk.

Todoist mobile app

Todoist offers award-winning apps for iOS and iPadOS, plus Mac, Windows, and Linux, along with Apple Watch and WearOS. You can also use the browser extension and email add-ons. In my view, the polish across platforms fully justifies the awards.

I started by testing Todoist as a desktop app on Windows, then tried the Android app, which felt even faster. Voice input lets you create tasks on the go in seconds, and syncing keeps everything aligned across devices.

On Android, the app supports home screen widgets, rich push notifications, and the system share sheet, so you can send links or notes to Todoist with one tap. Quick Add and swipe gestures make it a true mobile task management app, with offline access when you are out of coverage.

Pros and cons I found during my Todoist review

With all that being said, let’s take a look at the list of pros and cons I discovered in the course of my Todist review.

Pros of Todoist

Cons of Todoist

Todoist alternatives

If you are still unsure whether Todoist is the right fit for you, check out these alternatives:

Compare Todoist vs alternatives

Todoist VS Notion

Compare Todoist vs Notion

Wrap up: Todoist review

After my Todoist review, it’s clear why it remains one of the most popular task management apps today. It blends speed, structure, and flexibility better than most tools I’ve tried. Tools like Akiflow offer more advanced workflows by combining tasks, calendars, and inboxes into one system, but Todoist stands out for its simplicity and speed.

From quick-add and natural language input to cross-platform sync and deep customization, it’s a to-do list app that genuinely improves daily planning.

Related articles:

• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)
• Todoist vs Notion (2026): I Used Both For 3+ Years

Of course, it’s not perfect. The customer support can be slow, and advanced features are locked behind paid tiers, but those are small trade-offs for what you get. So overall, I think Todoist is absolutely worth a try.

As always, I will update this Todoist review over time so you guys have the latest information on this to-do-list app.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Todoist free to use?

Yes. Todoist offers a free plan that covers the basics of personal task management, including up to five active projects, Smart Quick Add, task reminders, and cross-platform sync. It’s a great way to try the app before exploring the Pro or Business plans for more advanced features.

What makes Todoist different from other task management apps?

Todoist stands out for its intuitive design, natural language input, and cross-platform availability on web, iOS, Android, macOS, and Windows. It combines speed and structure, making it equally effective for personal planning and small team projects, with integrations for Google Calendar, Outlook, and Zapier.

Who should use Todoist?

Todoist is ideal for individuals who want a clear to-do list app to organize personal goals and routines, and for small teams that need lightweight project management tools.

With features like recurring tasks, an AI assistant, and custom filters, it helps both professionals and casual users stay productive and consistent across all devices.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links through which, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post My Honest Todoist Review After 3 Years & 1,400 Tasks appeared first on .

Using these additional two years of personal experience and my knowledge in the productivity app industry, I will share everything you need to know about this scheduling tool, from features to pros and cons, in this Motion app review.

But before we dive in, you might be wondering: what has changed in Motion since my last review, and whether it is worth the $348?

The short answer is yes, but if you scroll down, you will find out if this is the productivity tool that you are looking for.

Let’s get started!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

How We Test Project Management Tools

To keep our reviews & final score for each project management app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 20+ project management apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Since Motion is not a traditional project management tool, we also evaluate how well its AI scheduling, automation, and task execution features support real-world workflows compared to classic project management apps.

Short on time? Here’s a quick overview of Motion

What is Motion?

Motion is an artificial intelligence-based scheduling tool with task and project management features. More than 1 million people use Motion in their day-to-day life for better meeting scheduling and task management.

Motion claims it can save users up to 30.3 days each year by optimizing daily schedules. Sounds pretty massive, right?

We will find out soon in this Motion app review whether it was the case for me.

Besides many other use cases, Motion can auto-schedule meetings, synchronize your work and personal calendar, and block time slots for recurring tasks and certain projects. Motion has a web app, a desktop, and a mobile app.

Motion is more than just a scheduling app. It is more like a productivity tool that works like a personal assistant. Motion combines multiple tools into one app:

1. Calendar management
2. Meeting management
3. Task management app
4. Project management software
5. AI note-taking
6. Document management

My experience with the Motion app

During the Motion app review, the first thing that came up was that the navigation was pretty straightforward. It was also easy to locate all the key features and start using them.

However, I would say it has a steep learning curve compared to most productivity tools. For example, it took me 10-15 minutes to set up my booking page and find all the relevant options for this.

Moreover, Motion provides users with many customizable options to make sure they will not miss any important information. Entering tasks, changing existing tasks, or adding new tasks to a project work smoothly for me.

I particularly liked Motion as a project management software and scheduling tool. It is a great combination to create projects fast.

All in all, I had a very pleasant experience with using Motion in my daily work life.

Why Motion got a 4.1 / 5 score

The main reason why Motion dropped some points is that it lacks advanced reporting and project management features. This is mainly because Motion is not a dedicated project management app, but it has project management features.

Also, its pricing plans might be expensive for some users, so I could only give 3 out of 5 for that.

On the other hand, it gets maximum points for automation & workflows, and my experience with this app was great. It also offered solid performance and integration options during testing, so it well deserved the high ratings there.

Who Motion is a good fit for

Who Motion is not ideal for

Motion’s key features

Let’s jump into this Motion app review, starting with the key features!

Motion calendar

Managing your personal and work tasks across different calendars, like Gmail and Outlook, can get pretty challenging. Motion offers seamless calendar integration with Google Calendar, Apple Calendar, and Outlook Calendar, allowing you to bring them into a centralized view.

If you go to settings and click on the “calendars” tab, you can add your calendars with just one click. It is super easy.

Bringing your calendar management into one tool is really efficient. You not only see your personal and work calendar items simultaneously, but you also plan your weekly to-do list much more easily and add calendar events smoothly.

The best thing is that you can just drag and drop your calendar events to move them, and you can create tasks from this view as well.

Also, Motion recently improved its calendar sync speed across Google, Apple, and Outlook, which makes switching between calendars smoother than before.

AI scheduling tool

Motion not only integrates your calendar events into one single place, but it also uses AI scheduling to ensure you can meet all the deadlines and focus on high-priority tasks.

You can create tasks using your calendar view, and you can also make changes here. Personally, I used the “all task tab” to manage tasks. Once you create the task, Motion schedules it based on your availability, priorities, and settings.

During my Motion review, I found the scheduling tool to be the most exciting one. The auto-scheduling feature is useful when loading your tasks here, and it lets Motion find the best timeslot to complete them.

Nevertheless, before scheduling tasks, it makes sense to add your working hours, timeslots for personal activities, and more. You can do this in the settings menu using the schedules option.

If your task takes more time than you think, and you have no time to finish it or other tasks, Motion will reschedule based on your priorities, deep work hours, preferences, and personal events.

Motion designed its auto-scheduling feature based on how the most productive people work daily. However, if Motion schedules your tasks to an ideal time, you can simply drag and drop, and Motion will learn from it.

The auto-scheduling engine recently received an update, so the task rescheduling logic and duration predictions are now more accurate. This is especially useful when you want Motion AI to break longer tasks into smaller ones.

Let’s continue this Motion app review with the meeting scheduler features!

Meeting assistant

Motion’s meeting scheduler helps you and others to book time with you. Motion uses booking links to simplify appointment scheduling.

To access the booking link feature, hit the “booking links” option at the top. Here, you can select which booking link you want to send, but you can also make changes to when it should show you as available.

For example, I prepared a new schedule for myself called “Meetings,” and Motion will only show the timeslots I gave in this schedule. However, you can customize it in more detail.

You can add buffer time and date range, or limit the number of days for the meetings. Once you finish the customization, you can just share the link, and they can access your booking page. Motion also refreshed its booking link UI, so customizing availability or buffer times feels more intuitive now.

Overall, the meeting scheduler feature assists you with automatic scheduling, limiting the daily meetings, and displaying preferred meeting times to others. I particularly loved that during my Motion app review, it offers many options to personalize your booking page.

Ultimately, this is a valuable feature for virtual meetings, as it eliminates the constant back-and-forth communication and helps find a suitable time slot for virtual meetings.

Task management

Motion’s task management feature is a powerful tool for developing more efficient tasks and time management. It allows you to smoothly add and assign new tasks to you or your teammates, while the tasks dashboard provides a clear overview of tasks in progress and those that have not been completed yet.

Having a customizable central hub for your tasks can make your life easier. You can overview your outstanding tasks and projects on a list or in a board view.

When adding a task, you can select the assignee, duration, start date, due date, and when to auto-schedule it. Also, users can set custom priority levels for tasks, enabling flexible management of workload.

What I recognized during my Motion app review is that you can add tasks from almost all the pages. It is a small feature, but quite useful to ensure you add and manage tasks with the highest efficiency.

We all know there are times when it is all about firefighting. You need to jump into an important Google Meet or Microsoft Teams call, or simply some important tasks have come up. With a single click, Motion’s automatic scheduling reorganizes your tasks based on your preferences and priorities.

Motion also improved recurring tasks and default task fields, which makes adding new tasks slightly faster than in the older version. To stay up to date, users can track changes and updates in task management via an activity feed, enhancing organization.

This feature makes Motion an excellent tool for effective task management. Beyond helping you manage and track your focus time and tasks effectively, it simplifies task creation, prioritization, and time tracking, and fosters team collaboration.

Project management solution

One of the key differences between Motion and most productivity apps is that Motion is an all-in-one tool. This is where it is quite similar to Notion.

Motion is a lightweight project management software that has all the tools to organize projects. It works similarly to the task manager feature.

When setting up a project, you can specify the due date, add priority notes, and assign tasks to your team members. Additionally, you and your teammates can leave comments under each project and add new tasks if necessary.

It was also great that Motion offers several view options like Gantt charts, Kanban boards, and list views. Also, you can apply filters and easily select, move, edit, or manage projects. The Gantt chart view received small usability improvements, especially around scrolling and updating dependencies.

After you add the tasks, Motion will take it from here and schedule the tasks using its AI task management features. So, after you add a project, it makes sense to check your Motion calendar to see the upcoming tasks.

As you can see, Motion updated my calendar with the new tasks. It found the empty timeslots based on my preferences and automatically scheduled all the tasks. Compared to many project management tools, Motion not only helps you with project management itself but also ensures that you will complete the tasks on time.

You can utilize Motion’s AI-powered dashboards to centralize critical insights and data into one view. With this feature, you will get a solid understanding of capacity, project progress, and potential roadblocks.

Motion’s project management feature has all the functions to manage small business projects and workflows. Essentially, the more projects and tasks you give, the more accurate your schedule will become.

Overall, using Motion for your project management can almost entirely automate your project planning, and you can focus on the tasks.

Team collaboration

Motion has strong team collaboration features as well. You can track each team member’s plan and priorities using the team schedule feature.

It is also great that they designed Motion for teams. So, whenever you add a project, you can assign tasks and communicate on the same page.

AI note-taker

Motion recently launched its AI note-taker for online meetings. It automatically records, transcribes, and summarizes your calls on Zoom, Microsoft Teams, and Google Meet. At the moment, transcription works in English, and Motion sends a summary within a minute after the meeting ends.

Essentially, it works similarly to other apps on the AI meeting assistant market. While it still has fewer functionalities than the current AI note-takers, this feature makes Motion a great all-in-one productivity tool.

AI docs assistant

Besides AI note-taking, Motion also launched its AI-powered docs assistant. This feature helps you turn your notes, ideas, and drafts into tasks.

What makes Motion special is that it automatically converts text into actionable tasks that sync directly into your team’s workflows. Using AI, it auto-fills durations, deadlines, and descriptions for your to-do list based on your team’s docs, notes, and wikis.

Motion also expanded this feature with better task extraction, so action items appear more consistently.

AI Employees

Motion’s AI Employees are essentially customizable AI bots trained on your data, writing style, and workflows.

You can make different employees for different areas of your work. Each AI Employee can read your notes, review existing tasks, analyze documents, and generate new action items or suggestions based on what you’re working on.

What makes it interesting is that it doesn’t just produce text like a generic AI tool. Instead, it converts ideas and drafts directly into structured tasks that are automatically added to your Motion calendar. You can also use AI Employees to draft follow-up emails, prepare briefs, summarize meetings, or build step-by-step project plans.

Another benefit is that the Employees keep improving over time. As you interact with them, Motion learns more about your preferences, tone of voice, and task patterns. This allows the AI to become more accurate, faster, and more aligned with how you like to work.

For individuals, AI Employees can automate a big part of administrative or repetitive work. For teams, they can act as unified assistants that help everyone stay aligned and reduce manual planning.

Motion’s integration

Motion offers numerous integrations. You can connect it with Google Calendar, Outlook Calendar, iCloud Calendar, Siri, Zapier, and more.

Motion also improved its Zapier workflows, so automations trigger more reliably. Utilizing the Zapier integration, you can access an additional 7,000 third-party apps. So, Motion is quite good in terms of integrations.

Motion’s mobile version

You can use Motion through its desktop app, web version, and mobile apps. You can use mobile devices on iOS and Android as well.

Personally, I used the iOS version, and it worked pretty well for me. An additional plus for me is that their developer team frequently updates Motion. The iOS and Android apps received several performance updates, so the mobile experience now mirrors the desktop more closely.

Motion’s user interface

Motion’s user interface has been noted as having a steep learning curve, which might hinder new users. However, I found that it has a simple user interface. I would not call it beautiful, but rather practical. You can easily navigate its pages, and it is easy to find its tools.

Compared to Reclaim AI, Motion has a less intuitive user interface, and maybe it would be great if there were more colors. Nevertheless, I appreciated the option to change between numerous themes.

Motion pricing

Although Motion doesn’t offer a free plan, it does provide a 7-day free trial, giving you enough time to explore the app and see how it fits your workflow.

If you decide to continue using Motion, you can choose from several pricing plans, separated between individual users and teams.

Motion pricing for individuals

For individual users, Motion currently offers two plans:

The Pro AI plan costs $29 per month when billed annually. It includes AI chat, AI projects and tasks, AI calendar and meetings, and AI docs, wiki, and notes. This plan is positioned as the most popular option for individual users and small teams.

The Business AI plan is $39 per month with annual billing. It includes everything from Pro AI, with higher usage limits, and is designed for power users and businesses with more complex needs.

Motion pricing for teams

For teams and organizations, Motion offers seat-based pricing:

The Pro AI team plan costs $19 per seat per month when billed annually. It includes AI chat, AI projects and tasks, AI calendar and meetings, and AI docs, wiki, and notes, and is aimed at small teams getting started with Motion.

The Business AI team plan is $29 per seat per month when billed annually. It includes higher limits and is marked as the most popular option for teams that rely more heavily on Motion’s AI features.

Larger organizations can choose an Enterprise plan with custom pricing.

Pros and cons of the Motion app

Let’s dive into what I liked and disliked during my Motion app review.

Motion’s pros

Motion’s cons

Motion app alternatives

If you are still unsure whether Motion is the right fit for you, check out these alternatives:

Compare Motion vs alternatives

Motion VS ClickUp

Motion vs ClickUp

Motion VS Asana

Motion vs Asana

Sunsama VS Motion

Sunsama vs Motion

Reclaim AI VS Motion

Reclaim AI vs Motion

Related articles:

• Motion vs Notion: Why I use BOTH (2026)
• Reclaim vs Motion: Which Smart Calendar App Is Better? (2026)
• Motion vs ClickUp | An Unfiltered Comparison (2026)
• Motion vs Asana | A Honest Comparison (2026)
• Akiflow vs Motion (2026): My Honest Opinion
• Sunsama vs Motion 2026: I found the best one for you
• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)

Wrap-up: Motion app review

My overall experience with Motion was great, and it was worth every penny for me. The integration of all my calendars, personal projects, and tasks into Motion is quite efficient.

It helps people to live and work in a more organized manner and overcome procrastination. It lets you effortlessly create events, to-do lists, and dedicated focus time, helping you make the most of your day-to-day life.

Motion is a powerful solution for those ready to embrace AI for time and task management, despite its high price and complexity. The app is ideal for busy professionals, freelancers, and small to medium-sized teams.

I will keep this Motion app review updated over time so you always have the latest and most honest look at how it performs in real-world use.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Motion worth it in 2026?

Motion has valuable features to optimize your time management. It works as a task manager, project management tool, and meeting scheduling app. While its project management capabilities may not be as comprehensive as some other project management tools, it has solid basic functions that are well-suited for smaller businesses and busy professionals.

How does Motion’s automatic scheduling work?

Motion auto-schedules your tasks and meetings based on your availability and priorities instead of moving tasks manually. With a few clicks, Motion smoothly auto-schedules your week and creates a to-do list for you.

Is the Motion app secure?

Motion’s cloud infrastructure is hosted with Google Cloud Platform (GCP), which has massive security against online fraud, denial of service, and web attacks.

What is the alternative to the Motion app?

The best alternative to Motion app is Reclaim, an AI-powered scheduling and task management app. It can automatically reschedule a non-completed task, and you can integrate Reclaim with many project manager apps.

Is Motion free to use?

Motion does not offer a free plan, but it provides a free trial for its paid plans. The individual price is $29 per month per user with annual billing, and the team discount applies after three seats.

Can Motion create recurring tasks?

Yes, Motion can create recurring tasks. You can add a task for a specified time, and the task will be auto-scheduled based on your existing tasks, priorities, and preferences.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

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Both are popular productivity apps, but they serve very different purposes. Todoist is built for fast and structured task management, while Notion works as a highly flexible all-in-one workspace for notes, projects, and collaboration.

So, which one should you use?

To answer that, I’ll walk you through the key differences between Todoist and Notion, including features, pricing, and pros and cons.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full Todoist vs Notion review:

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

My ratings: Todoist vs Notion

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

Our scoring breakdown after testing 10+ daily planner apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Key differences between Todoist and Notion

Here’s a quick overview of the main differences that stood out during testing:

What is Todoist?

Todoist is one of the original task managers, founded in 2007. It is a cross-platform task manager and to-do app designed to keep your professional and personal life organized in one place.

Available on web, iOS, Android, Windows, and macOS, it helps you capture thoughts instantly and turn them into structured action items. Its intuitive design makes task creation and organization feel simple, even when your schedule is not.

Todoist is one of the most popular task management apps for personal use and small teams. It encourages routines, helps you stay consistent, and brings clarity to daily planning.

Short on time? Here’s a quick overview of Todoist

What is Notion?

Notion is like a Swiss army knife; you can use it for many purposes. It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one single app. This makes Notion a highly customizable all-in-one workspace for both personal and team use.

Personally, I use Notion to write scripts, track projects, and organize learning.

You can create pages for almost every purpose, such as reading lists, meeting summaries, goals, etc. Every item on a page is customizable; you can easily drag and drop items and insert pictures or videos.

It is also a great app with numerous team collaboration tools. You can invite your team members to work on pages in real-time, create and assign tasks and projects to others, and much more.

Short on time? Here’s a quick overview of Notion

Comparison: Todoist vs Notion

Below, I’ll walk you through each tool step by step. First, we will break down the features for each tool, then we’ll take a look at the integrations, user interfaces, pricing plans, pros and cons, and finally, I’ll share my personal experience using both.

Features

Let’s start with Todoist’s features!

Todoist’s features

Here, I will share the key features and how they performed during my Todoist review.

Task management and organization

Creating a new task is instant. Click Add Task or press Q, type what you need, and hit Enter. Each task goes to your Inbox, which works as a quick capture space before sorting them into the right projects.

Every task can include a description, labels, due dates, reminders, sub-tasks, and so on. You can assign priority levels to highlight what is urgent or create smaller steps for bigger goals. It sounds like a lot of options, but everything feels clean and intuitive, which is what I loved most while testing.

I organized my projects into four simple categories: Personal, Work, Health, and Important Dates. Each one can be color-coded, so even when my schedule was packed, it was easy to spot what mattered at a glance. This visual clarity made a huge difference in staying organized throughout the week.

Todoist also supports recurring tasks, which I found incredibly useful for routines like invoices, gym sessions, or weekly reviews. Once set up, they repeat automatically and help build consistent habits.
You can visualize your task lists as a simple list, a kanban board, or a calendar view.

If you need to reschedule something, you can simply drag and drop the task to a new time slot, and Todoist automatically updates its due date. The calendar view syncs with Google Calendar and Outlook Calendar, so you can time block tasks across all your devices.

Just a heads-up: Todoist does not have built-in task dependency features, as it is more like a task manager than a project management app.

Natural language input

This is the coolest feature, in my opinion, and one of the main reasons Todoist feels so fast.

Instead of clicking through menus, you just type what you mean, and the app handles the rest. I could write “Call the client tomorrow at 3 PM” or “Submit report every second Thursday,” and Todoist immediately recognized it as a new task with the correct date, time, and recurring pattern.

Natural language input made adding tasks feel almost fun. I stayed in flow, typed freely, and Todoist understood everything, from deadlines to priorities. If I mistyped or changed my mind, editing took seconds.

There was only one small thing I noticed while testing. Todoist sometimes interprets certain words, like “week” or “weekly,” as time indicators even when I mean them as part of a title. It’s a small detail, but something to keep in mind when naming your tasks.

For personal task management, this saved me so much time. It is perfect for people who like to get things out of their heads quickly. You think, you type, and your task management system keeps up. This feature alone makes Todoist stand out from other to-do list apps I have tried.

Productivity and automation

Todoist is not just about listing things; it also helps you stay consistent. I loved how easy it was to see completed tasks and monitor streaks. It is satisfying to watch progress build up visually over time.

Todoist Karma adds a playful twist to productivity. Each time you complete a task, your Karma score goes up, and you unlock new levels. You can set goals and rest days, or turn the feature off if you prefer it that way.

Automatic backups and fast sync across Windows, macOS, Android, iOS, and web kept my projects safe and up to date. Templates and integrations with other productivity apps reduce repetitive work and keep professional tasks moving.

If you subscribe to Todoist Pro, you can access its AI assistant that helps manage workloads, suggest schedules, and balance tasks automatically. It already saves time if you manage multiple active projects.

Collaboration and sharing

Even though Todoist is perfect for personal use, I tested its team features and found them surprisingly capable. You can assign tasks, share projects, upload files, and leave comments, which makes it a simple yet effective project management tool for small teams.

I invited a friend to collaborate on a shared list, and everything was smooth. Comments kept communication clear, and seeing all changes in one place helped us stay aligned. You can also set access levels and manage who sees what in shared projects.

On the Business plan, teams get centralized billing, priority support, and CSV imports for bulk task creation. So, it is an ideal app for business users as well.

Customization and filters

One of the things I appreciated most about Todoist is how personal it can feel.

You can adjust your sidebar, choose custom colors, and rename sections to match your workflow. It might sound small, but this kind of personalization makes a big difference when you open the app every day.

I experimented with custom filters, and they were incredibly helpful. You can quickly display tasks that are high priority, due this week, or tagged with a specific label. If you are unsure how to create one, you can describe what you want in plain English, and Todoist will generate it for you instantly.

Templates were another feature I genuinely enjoyed testing. You can start a new project from scratch or choose from Todoist’s large library of templates for marketing plans, personal goals, or travel checklists. I found them genuinely useful, not just filler examples.

All these customization options make Todoist one of the most flexible and user-friendly task management systems I have used so far. It gives you structure without ever feeling restrictive.

Notion’s features

Now, it’s time to delve into Notion’s features!

Note-taking app

Notion is one of the most popular note-taking tools, and it is not an accident. Just to give you a background on how this app works: You can have multiple workspaces in which you structure your notes and basically everything. For example, you can have a workspace for personal or work-related items. The workspaces include your pages.

The Notion pages are the fundamentals of your workspaces. You can use them for notes, projects, tasks, and so on. There are no strict rules on how you structure your pages or what information you want to include in them. For instance, in my Notion workspace, there are pages dedicated to self-development, money plans, YT scripts, admin info, and notes. Now, let’s go back to note-taking!

Notion is a sophisticated text editor that allows you to easily add and organize different types of content called blocks. When writing your notes, you can add headings, subpages, bullet points, and tables without touching your mouse.

In your notes, you can insert images, bookmarks, videos, code, a Kanban board, and more by simply hitting the “/” button on your keyboard. I especially love the embedded functions. Notion offers multiple embedded forms like YouTube videos, Google Docs, Google Maps, Miro, and more.

Notion is incredibly useful for note organization and knowledge management. You can tag notes with custom keywords, add teammates, set a due date, etc. You can access all your notes with your sidebar on the left.

Project management tool

Notion also works as a lightweight task and project management software, where you can plan and execute your projects with your team. Let’s start with the project management features.

With Notion, you canvisualize your projects’ workflows in different formats, from calendars to boards. Depending on the format you choose, Notion allows you to use progress bars to show how your project is moving forward.

You can also create charts or visualize dependencies to see when one task is blocking another and avoid bottlenecks. Such data visualization options help a lot in project tracking.

When checking your projects, you can utilize filters to show only the tasks assigned to you or the urgent ones.

Notion’s task management features have everything that you need. You can break your projects into manageable tasks and add status, assignee, or due dates.

Whether you want to use Notion for task or project management, you do not have to spend hours creating the proper form for you or your team. This is where you can use the templates.

Templates

Notion currently has more than20,000 free templates from which you can browse. This is an insane number. Just to give you an example: if you want to create a to-do list, you can choose from almost a thousand templates.

Utilizing the templates, you do not have to go through the time-consuming process of creating pages to track your projects or tasks. With a few clicks, you can insert a template you like, and you just need to add the databases.

Notion AI writing assistant

Notion’s AI writing assistant is one of Notion’s AI features. It can greatly improve your writing by detecting errors and correcting misspelled words and incorrect grammar. But it can do much more.

In the bottom left corner of Notion, you can access the AI assistant feature that answers your questions, gives you summaries, translates your page, finds action items, and helps you improve your writing. Basically, it works like a built-in ChatGPT.

But it can do more than just work with text. The AI writing assistant’s feature can help you gather information from various file types, including PDFs and images.

Overall, these tools help you to become more efficient when taking notes. However, it’s worth noting that Notion AI is not included in the standard plans and requires a separate paid add-on. For individuals or teams who heavily rely on AI for daily workflows, this can be justified, but for casual use, the additional cost may feel unnecessary.

Wikis & knowledge management

Team members often struggle to find the information they need. Using Notion, you can create your own knowledge library. These hubs can help your team members find and understand the information they need to do their jobs.

Imagine how powerful it could be when onboarding new employees or just wanting to have organized databases where your team members can access the information they need to do their jobs.

Calendar

You can connect your Google Calendar with your existing Notion workspace, so you will be able to see your meetings and appointments in your Notion calendar. Notion’s calendar is synced with your entire workspace, so you can make references to specific pages in the meeting invite.

Notion Calendar is available for iPhone and Android devices and integrates with Google Calendar and Apple iCloud, while Outlook support is still pending.

Ultimately, Notion’s integrated calendar helps you to centralize your calendar management, notes, and project management tasks in a centralized app.

AI meeting notes

Notion recently released its AI note-taker for Zoom, Microsoft Teams, and Google Meet calls. Basically, it joins your calls without a bot and transcribes & summarizes them.

It is a useful AI feature for your calls, as it can turn your conversations into insights and action items in your Notion workspace.

Integrations

Now, it’s time to check their integrations!

Todoist’s integrations

Todoist connects smoothly with a wide range of productivity apps. It integrates with Google Calendar, Outlook Calendar, and other scheduling tools, so your tasks and events always stay in sync. You can create or update tasks directly from your calendar, which helps with time blocking and daily planning.

During testing, I found that integrations with email clients, file storage apps, and automation platforms like Zapier or IFTTT work reliably. They let you automate repetitive steps, such as creating tasks from incoming emails or syncing attachments from Google Drive.

Todoist also supports API access for advanced users and third-party integrations for popular project management tools. Whether you are using it for personal task management or team projects, these integrations make Todoist more than just a to-do list app.

Notion’s integrations

During my Notion review, I realized this is one of the note-taking apps with the most integrations. You can connect Notion with many other tools. First of all, you can connect it with Zapier, which will give you access to more than 8000 apps.

Besides the Zapier integration, you can integrate Notion with more than 100 other apps, including Asana, ClickUp, Dropbox, Google Drive, and Jira.

Pricing

In this round of the Todoist vs Notion comparison, let’s take a look at the pricing structure of each app.

Todoist’s pricing plans

Todoist offers one free and two paid plans. Here’s what you get with each.

Beginner plan

If you are just getting started, the free version covers everyday personal task management without cost. You get up to 5 personal projects, Smart Quick Add, task reminders, flexible list and board layouts, 3 filter views, and 1 week activity history that syncs on web, desktop, and mobile.

With the free tier, you can connect Todoist with email and calendar, so your basic to-do list setup feels complete from day one. Use it to build habits before deciding if premium features are worth paying for.

Pro plan

The Pro plan is $7 per user monthly or $5 per user monthly with annual billing. It unlocks automatic backups, custom task reminders, custom filters, Calendar layout, Task duration, and the AI Assistant for smarter scheduling.

You also jump to 300 personal projects with unlimited activity history, which makes Pro a strong value for freelancers and professionals that want more automation and control.

Business plan

The Business plan is $10 per user monthly or $8 per user monthly with annual billing. You can access the business features, such as a shared workspace, up to 500 team projects, a calendar layout for team projects, and granular team activity logs for visibility.

You also gain shared templates, team roles and permissions, centralized billing, priority support, and CSV imports, plus capacity for 1000 team members and guests with 1000 project folders. It is a lightweight project management option for small teams.

Free trial

You can explore premium features with a 7-day free trial on both Pro and Business. Test reminders, automatic backups, advanced filters, and team features before you commit.

If it is not the right tool, there is a 30-day refund window, which keeps the upgrade decision low risk.

Notion’s pricing plans

Notion has a free plan and three paid plans.

The free plan includes a collaborative workspace, basic forms and sites, Notion Calendar and Mail. It also supports databases with subtasks, dependencies, and custom properties. Based on my experience, Notion’s free version is totally sufficient for individuals to organize their notes and projects.

The plus plan is $10 per seat per month. It has unlimited collaborative blocks, unlimited file uploads, charts, custom forms and sites, and basic integrations. The plus plan is ideal for small teams and individuals who work a lot with others.

The business plan costs you $20 per seat monthly. It offers features like granular database permissions, private teamspaces, domain verification, conditional forms logic, and premium integrations. Business users also get access to Notion AI features. I recommend the business plan for bigger teams who want to utilize more advanced features.

Finally, Notion has an enterprise plan as well with custom pricing. By choosing the enterprise plan, you will receive a dedicated success manager, advanced integrations, and advanced security and control features, among other things.

Keep in mind that, while Notion AI is included in the price of Notion’s Business and Enterprise plans, there is only a trial usage on Free and Plus plans.

For users who rely heavily on documentation and structured workflows, the pricing still makes sense, especially if Notion replaces several other tools.

User interface

Todoist’s user interface

Todoist’s user interface feels like it was built with real attention to detail. The layout is clean, light, and responsive on every platform: web, desktop, and mobile. You can tell how much work went into it because every small interaction, from adding a task to checking one off, feels fast and polished.

I switched between light and dark mode a few times, and both looked equally polished. Combined with the color themes, filters, and labels from the customization options, the interface feels personal and flexible. Based on my experience, Todoist’s user interface truly deserves a 10 out of 10.

Notion’s user interface

Notion’s user interface is simple. It has a minimalist ux design with white space, clear typography, and subtle colors are in the focus. Even if you are a first-time Notion user, you will be able to quickly navigate the pages, as you will find all the important information on the sidebar.

Notion has an extensive feature set, which creates a learning curve at first. Even though I have used Notion for more than 2 years, I have not explored all its features and potential.

When working in Notion, you will quickly realize that it uses a block system that works like Lego. It transforms all the content into movable, customizable pieces, which gives you the flexibility to move these blocks around.

My experience with Todoist

After several weeks using Todoist for personal and professional projects, it earned its spot among my favorite task management apps.

Creating tasks is instant, sync is reliable across devices, and natural language input plus recurring tasks planning is effortless. Custom filters made it easy to focus on the right work each day.

The balance impressed me most. Todoist is one of the easiest task management apps to use out of the box. It is simple for personal task tracking yet strong enough for light project management and collaboration.

I planned on the desktop app and captured on the Android app with voice input, and the experience stayed smooth, intuitive, and consistent for a daily productivity app. 

Overall, I found that during my Todoist review, this task manager’s place in your productivity system is still justified.

My full review: Todoist review (2026): Is it worth it anymore?

My experience with Notion

In the past years, Notion has become a must-have tool for me to keep my notes and projects organized. While I think there are tools with more features for note-taking, Notion is still one of the best note-taking apps in 2026.

For me, the reason behind this is not purely about note-taking. It is about centralizing my ideas, databases, and stuff in one platform, instead of juggling several separate tools and Notion stacks. With its calendar feature and email capabilities (Notion Mail), Notion is on its way to becoming an all-in-one app.

While it has a steep learning curve compared to other tools like Xtiles, Notion can be an ultimate solution for both team and individual users since it can replace 5+ apps.

Overall, Notion has helped me increase my productivity in the past years and take my organization to the next level.

My full review: My Honest Notion Review After Using It For +2 Years (2026)

Todoist’s pros and cons

Now, I will show you Todoist’s pros and cons I discovered.

Pros of Todoist

Cons of Todoist

Notion’s pros and cons

Let’s continue with Notion’s pros and cons!

Pros of Notion

Cons of Notion

Alternatives to Todoist and Notion

If you are not sure if Todoist and Notion are the best choice for you, here are some worth considering:

My pick: Todoist vs Notion

When comparing Todoist vs Notion, the main difference comes down to how you prefer managing tasks and organizing your work. Todoist is built as a dedicated task manager focused on simple task management, daily tasks, and quickly capturing tasks, while Notion is an all-in-one workspace designed for project management, knowledge management, and managing complex projects.

If you’re deciding between Notion vs Todoist, the best tool depends on whether you want a focused to-do list app or an all-in-one solution that combines notes, databases, team wikis, and project timelines.

Related article:

• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• My Honest Morgen Review After 5 Weeks (2026)
• Motion App Review: My $348 Experience and Why I Don’t Regret It
• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)

In short, choose Todoist if you want speed, structure, and minimal setup, and choose Notion if you need deep customization and flexible workflows. Notion is incredibly powerful, but that power comes with a learning curve and setup time, while Todoist stays intentionally simple and focused.

As always, I will keep updating this Todoist vs Notion article.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Todoist or Notion better for task management?

When comparing Todoist vs Notion, Todoist works better as a focused task manager for task management, to-do lists, and daily tasks, especially if you want to quickly add tasks and stay organized. Notion, on the other hand, is an all-in-one workspace built for project management, knowledge management, and long-term planning. The best tool depends on whether you want simple execution or a broader productivity system.

Can Todoist replace Notion for everyday work?

For many users, Todoist can replace Notion if their workflow revolves around specific tasks, task reminders, and managing future tasks with minimal setup. The Todoist app is designed for quick capture, an intuitive interface, and a lower learning curve, which makes it ideal for personal life organization. However, if you rely on note-taking tools, databases, or team wikis, you may still prefer Notion.

Is Notion better for complex projects and team collaboration?

Yes, Notion is generally better for managing complex projects that involve team tasks, project timelines, and structured team collaboration. Notion allows teams to assign tasks, track progress, and build custom workflows using databases and deep customization. Its extensive feature set and Notion’s flexibility make it a powerful tool for teams working across major platforms.

Which tool is easier to use for beginners?

Todoist is usually the better choice for beginners because it offers simple task management, a lower learning curve, and an easy way to create tasks using natural language input. Users with less technological understanding often find Todoist more approachable than Notion. Notion is incredibly powerful, but its learning curve can feel steep before the system starts to click.

How do Todoist and Notion handle advanced features and AI?

Both Notion and Todoist include an AI assistant, but they focus on different areas. Todoist’s AI helps optimize task lists, priorities, and todoist task scheduling, while Notion offers AI tools for writing, summaries, and knowledge management. Notion also includes advanced features like task dependencies, collaboration tools, and unlimited file uploads on higher plans, making it a strong all-in-one solution for teams.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links through which, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post Todoist vs Notion (2026): I Used Both For 3+ Years appeared first on .

But after testing Motion and dozens of similar tools, one thing became clear: Motion is powerful, but it is not for everyone.

It is expensive, requires a learning curve, and sometimes the AI scheduling just does not nail it.

So instead of settling for a tool that almost works, I spent months testing Motion alternatives. In total, I tested over 20 tools that can realistically replace Motion in 2026.

Out of all the tools I tested, I narrowed the list down to the best 9 Motion alternatives.

Keep reading to discover which tools made the list, how they work, how much they cost, and their main strengths and limitations.

Let’s dive in!

Which are the best Motion alternatives in 2026?

To narrow the list down, I focused on tools that can replace Motion’s core purpose. That includes planning, scheduling, and organizing tasks, without forcing you to adopt Motion’s exact way of working.

Here are the main criteria I used:

 Without further ado, let’s see which apps made the list.

My list of the best Motion alternatives in 2026

Here are the best Motion alternatives in 2026:

Motion alternatives	Overall experience	My top picks
	Rating: 5 out of 5.	Best Motion alternative for individuals
	Rating: 4.5 out of 5.	Best Motion alternative for work-life balance
	Rating: 4.5 out of 5.	Best Motion alternative for AI-powered scheduling
	Rating: 4 out of 5.	Best free Motion alternative
	Rating: 4 out of 5.	Best Motion alternative for task management
	Rating: 4 out of 5.	Best Motion alternative for project management
	Rating: 4 out of 5.	Best Motion alternative for a to-do list workflow
	Rating: 3.5 out of 5.	Best Motion alternative for team collaboration
	Rating: 3 out of 5.	Best Motion alternative for simple scheduling

Best Motion Alternative #1 | Morgen

Best Motion alternative for individuals

Morgen is a cross-platform daily planner that combines calendars, tasks, and scheduling in one app. As a Motion alternative, it works especially well for individuals who want a clear daily planning system without heavy automation or team-focused complexity.

In my testing, Morgen came closest to replacing Motion for solo users who plan their day around a calendar but still want full control over how tasks are scheduled.

Key features

Pricing

Morgen keeps pricing straightforward, with separate plans for individuals and teams.

You can start with a 14-day free trial that unlocks nearly all Pro features, giving you enough time to properly test the app before committing. There’s no permanent free plan, so after the trial, you’ll need a subscription to continue using Morgen.

For individuals, Morgen Pro costs €30 per month or €15 per month when billed yearly. Teams pay €25 per seat monthly or €10 per seat on annual billing, with a minimum of two seats and extra collaboration options like shared booking pages.

There is also a 30-day money-back guarantee, plus discounts for people switching from certain tools and for students, academics, and nonprofits. In some regions, localized pricing can bring the total down further.

My experience with Morgen

I used Morgen as my main daily planner for several weeks, focusing on individual work rather than team collaboration. Once everything was connected, calendars, tasks, and meetings lived in one place, which immediately reduced context switching.

Compared to Motion, the experience felt calmer and more predictable. I liked that I could plan manually and still use light AI support through Frames when I wanted structure, without having my schedule constantly reshuffled.

Short on time? Here’s a quick overview of Morgen

Pros and cons of Morgen

Pros of Morgen

Cons of Morgen