An online to-do list that survives growing
Checklist, due date and owner on every item, stored in the cloud and visible to whoever you invite. And when the list passes the point where a list can cope, it changes format instead of you changing tools.
Every online to-do list starts the same way: ten items, one column, ordered by importance. The problem shows up at item forty, when scrolling stops answering "what do I do now" and the list becomes a dead archive nobody dares to clean.
The usual way out is migrating to something heavier and starting over. Here the list and the board are the same collection seen two ways, switching format is one click, and no item is lost on the way.
Stored online, reachable wherever you log in
The list lives in the workspace, not in the browser. Closing the tab, switching computers or signing in elsewhere changes nothing, the state is the same.
Genuinely shared
Whoever you invite to the workspace sees the same list, with owner, comments and history. No screenshotting your list into the group chat.
A checklist inside the item
One list item can hold its own list. That is what avoids choosing between "too granular" and "too vague" at the top level.
The list becomes a board, calendar or timeline
Same collection, different view. When the item count outgrows what one column can hold, the format changes without you re-entering anything.
What each list item carries
An online to-do list is only useful while the item answers the questions you would ask anyway: by when, whose it is, what is left and how much it has cost so far. Without that, the list needs a side conversation to be understood, and the side conversation is where information disappears.
- Due date and owner, which feed the calendar and the timeline automatically.
- An internal checklist, to break the item down without inflating the main list.
- A timer, so you know later how long this kind of item actually takes.
- Comments and attachments, so the decision sits next to the item instead of in an inbox.
- Reference columns (lookup and rollup), to link the item to a client, a contract or another collection.
When a list stops being enough
There is a predictable point where a list stops working: when which stage an item is in matters more than which position it appears in. That is where Kanban with WIP limits comes in, a full column signals it should not take new work, and the bottleneck shows up on the board instead of showing up in a blown deadline.
The same goes for when the date becomes the thing that matters: the collection turns into a calendar with recurring events, or a timeline with interactive Gantt and dependencies. In none of those cases do you rebuild the list, it is the same collection answering a different question.
Bringing in the list you already have
Almost every to-do list already lives somewhere before it gets here, and it is almost always a spreadsheet. Import accepts CSV, XLSX and XLS, and Google spreadsheets come in through Drive.
Columns are mapped automatically, "Client name" becomes "Name" without you tidying the spreadsheet first, you review the mapping, and you see a preview with validation pointing at the row and column of every error before anything is written. The way out is just as open: any collection exports to XLSX or CSV, respecting filters and sorting.
Frequently asked questions
- Can I share the to-do list with other people?
- Yes. The list lives in the workspace and everyone you invite sees the same collection, with owner, comments and history per item. There is no "your" version and "their" version to reconcile later.
- Is the online to-do list free?
- It is. The free plan is permanent and includes tasks with timer, checklists, calendar, timeline and multi-view, with no credit card. What it limits is scale, 1 workspace and no file storage quota.
- Can I put due dates on items?
- Every item takes a due date and an owner, and the same collection shows up in the calendar and the timeline. For whatever repeats every week or every month, the calendar has recurring events.
- Can I import my list from a spreadsheet?
- You can. Import accepts CSV, XLSX and XLS, and Google spreadsheets come in through Drive. Column mapping is automatic, you review it first and you see a preview of what will come in, nothing is written until you confirm.
- Does the list disappear if I close the browser?
- No. It is saved in the workspace, not in the browser's local storage. Sign in from another computer and you find exactly the same state.
- Can I keep separate lists per topic or per client?
- You can. Each collection is an independent list inside the workspace, and collections can reference each other with lookup and rollup when you need to consolidate. If the separation has to be total, separate workspaces solve it, 1 on free, 3 on Pro and 10 on Business.
Keep reading
- Organize your tasks for free, with no expiry dateThe Workspacefy free plan is not a 14-day trial with a countdown. It is the product, with a clear workspace and storage limit, and no credit card at the door.
- A task organizer app that does not make you choose between yourself and the teamStart by organizing your own day. When someone else needs to join the same task, it is already built for that, no exporting, no migrating, no starting over in another tool.
- Task management your team keeps updated because it pays offKanban with WIP limits, checklists, timer and due dates. The same list becomes a table, a calendar or a timeline as the question changes.
- What is KanbanKanban is a workflow management method that makes work visible and limits how much is done at once. The board is the visible part; the limit is the part that works.
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