Todoist: Actions and Triggers in CrocoClick Automations

Connect Todoist to your CrocoClick automations: triggers, actions, configuration examples, tests, and use cases.

Written By Baptiste Lorreyte

Last updated 28 days ago

Overview

Todoist is a task management platform used by teams and freelancers to organize work into projects, sections, and tasks, with support for labels, priorities, due dates, deadlines, comments, and collaboration.

The Todoist integration brings these elements into the automation builder: any event related to a task’s lifecycle can trigger an automation, and any automation can create or manage Todoist tasks and projects without leaving CrocoClick.

About the integration

The integration consists of two parts:

  • Triggers (Todoist to your automations): three triggers that check Todoist every 5 minutes (new task to do, new task completed, new project).

  • Actions (your automations to Todoist): twelve actions covering the task lifecycle, comments, project creation, search, and team member management.

🟢 Important: All Todoist triggers and actions are premium components. They consume premium action credits at the standard automation rate. Usage of your Todoist plan (projects, tasks, team members, integrations) is billed directly by Todoist to your account.

How to connect Todoist

Before a Todoist trigger or action can work, the integration must be connected via OAuth. There are two ways to do this.

From the Automation Builder (recommended)

  1. Open Automations, then select (or create) an automation.

  2. Add a Todoist trigger or action by searching for Todoist in the Apps tab.

  3. Select the desired trigger or action.

  4. In the panel, click "Connect your account."

  5. You’ll be redirected to Todoist’s OAuth authorization screen. Approve the requested permissions.

  6. You’ll be returned to the builder, and the panel will now display “Connected.”

From Settings (alternative path)

  1. Go to Settings, then Integrations.

  2. Find Todoist and click "Connect."

  3. Complete the OAuth process.

List of triggers

All triggers query Todoist every 5 minutes and retrieve the corresponding records since the last query.

Trigger

What it does

New task

Triggers when a new task is added to a project. Filterable by project (triggers only for a specific project). Returns the task’s content: title, note, due date, time frame, priority, labels, project, section.

New task completed

Triggers when an existing task is marked as completed. Ideal for completion notifications and automation flows triggered by task completion.

New Project

Triggers when a new project is created in the connected account. Useful for automatically launching sets of project-startup actions.

List of Actions

Actions are grouped by what they manage.

Task Lifecycle

Action

Role

Create a Task

Creates a new task with optional project, section, labels, priority, and due date. Title is required. The default project is the Inbox if none is specified.

Update a Task

Modifies the fields of an existing task using its ID: title, note, due date, duration, priority, and labels.

Mark a task as completed

Marks an existing task as completed. This triggers the "New Task Completed" trigger for any automation listening to the same account.

Move a task to a section

Moves an existing task to a specific section within its project.

Comments

Action

Role

Add a comment to a task

Adds a comment to an existing task. Useful for noting progress or providing context from another tool.

Add a comment to a project

Adds a comment at the project level rather than on a specific task.

Projects

Action

Role

Create a project

Creates a new Todoist project. Useful for automated onboarding: a new client, a new assignment, or a new sprint gets its own project, set up via an automation.

Search

Action

Role

Find tasks

Search for tasks by name, project, label, or filter. Returns matching tasks for a downstream integration.

Find Projects

Lists the projects in the logged-in account or filters by name. Returns the project IDs, which are required before creating a task if the project is not the Inbox.

Find a User

Search for a Todoist user by name or email.

Collaboration

Action

Role

Get project collaborators

Lists the users collaborating on a specific Todoist project.

Invite a user to a project

Invites a user (via email) to collaborate on a project.

Example: Set up a trigger (New To-Do)

This step-by-step guide sets up an automation that triggers whenever a new task is created in a specific Todoist project. The same logic applies to the “New task completed” and “New project” triggers: only the trigger selection and available filters change.

Step 1: Add the trigger

  1. Open the automation and click Add a trigger.

  2. Go to the Apps tab and search for Todoist.

  3. Select “New To-Do.”

Step 2: Configure the trigger

  1. Connected account: Choose the Todoist account that this trigger should monitor.

  2. Trigger Name: Give it a descriptive name, such as “New Support Task.”

  3. Filters, Project: Choose a project to narrow the scope (the tooltip says “Trigger only for tasks in this project”). Leave it blank to trigger for tasks in any project.

  4. Add filters (optional): Add additional conditions (label, priority, due date range).

Step 3: Test the trigger

  1. Click “Find New Records” in the test panel.

  2. If no records appear, add a task to the target Todoist project, wait for a query cycle (5 minutes), then run the search again.

  3. Select the returned record as the mapping reference.

  4. Click Save Trigger.

Example: Set up an action (Create a task)

This step-by-step guide creates a Todoist task from an automation event, the most common outbound scenario.

Step 1: Add the action

  1. In the automation, click Add to insert a new step.

  2. Open the Apps tab and select Todoist.

  3. Choose “Create a task” from the list of actions.

Step 2: Configure the action

  1. Connected account: Choose the Todoist account where the task should be created.

  2. Action name: for example, “Create a task from a form.”

  3. Project: Select from the dropdown menu. By default, the task goes to the Inbox. Use the Find Projects Upstream action to determine the project ID based on its name if you don’t know it at the time of setup.

  4. Title (required): The title of the task. Keep it concise for a clean display in Todoist lists.

  5. Note: A detailed description, if the title alone doesn’t provide enough context.

  6. Due Date (readable format) OR Due Date (raw format): Choose one of the two, not both.

  7. Deadline (optional): a firm deadline in YYYY-MM-DD format. Todoist deadlines do not include a time.

  8. Priority: from P1 (red, highest) to P4 (gray, lowest, default).

  9. Labels: one or more labels. Labels must already exist in the Todoist account.

Step 3: Test the action

  1. Click Test Action.

  2. Confirm: This action creates a real task in Todoist. Use a clearly marked title (e.g., TEST—DELETE THIS) if you’re testing on a production project.

  3. Save the action and run a full test of the automation before publishing.

💡 TIP: The “Create a task” action actually runs during the test. Be sure to clean up your test tasks in Todoist after verification.

How to Test Triggers and Actions

Always test before publishing. Testing locks in the reported data schema and provides subsequent steps with an actual record to map to.

Testing a trigger

  1. In the trigger panel, click Find New Records.

  2. If nothing appears, create or complete a task in Todoist (or create a project), wait for a polling cycle (5 minutes), then run the search again.

  3. Select the returned record as the mapping reference.

Test an action

  1. In the action panel, click Test Action.

  2. The action runs on your actual Todoist account: tasks, comments, or projects are actually created.

  3. Check Todoist and delete the test records afterward.

Real-world use cases

Case 1: A form submission creates a Todoist task in the correct project

Goal: Route incoming requests to Todoist as tasks, with the correct project, labels, and priority.

Setting up the automation:

  1. Trigger: form submission.

  2. Optional: Use form data to select the project or priority.

  3. Action: Find projects (determine the target project ID based on its name).

  4. Action: Create a task (title from the form, note containing the body of the submission, priority based on urgency, labels for routing to the correct team).

Example: A customer submits a support request marked as urgent. The automation finds the “Backlog Support” project and creates a P1 task with the full request in the notes, tagged “external-report.” The support manager sees it in Todoist within seconds without leaving their task list.

Case 2: A completed task closes the loop within the platform

Objective: Take action as soon as a Todoist task is marked as completed.

Setting up the automation:

  1. Trigger: New task completed (filtered by project).

  2. Action: Link the task to the original CRM contact (via a stored task ID or a label containing the contact’s reference).

  3. Action: Update the contact, send a notification, or advance a stage.

Example: A task titled “Follow up with Acme” is marked as completed in the sales rep’s Todoist. In less than 5 minutes, a custom field in the CRM contact is updated (last contact: today) and the opportunity stage advances. Todoist remains the sales rep’s to-do list, and the CRM updates itself automatically.

Case 3: A team task with a due date and label

Objective: Create a task on a shared project with the correct metadata for routing and tracking.

Setting up the automation:

  1. Trigger: Any operational event requiring follow-up.

  2. Action: Create a task (project = shared team project, priority = P2, labels = to-review).

  3. Action: Add a comment to the task (context, links, instructions).

Example: An abandoned registration automation creates a task in the customer relations team’s Todoist project, with a note linked to the abandoned session, set to priority P2 and tagged “to-review.” An agent takes it on as part of their regular workflow.

Frequently Asked Questions