Projects & Boards
- Project
- A workspace that contains tickets, members, tags, automations, and settings. Every piece of work lives inside a project.
- Board
- The kanban view of a project. Tickets appear as cards in columns, one column per status. Drag cards between columns to change their status.
- List view
- A table view of all tickets in a project. Shows the same data as the board but in a flat, sortable list.
- Timeline
- A Gantt chart view that plots tickets along a horizontal timeline based on their deadlines.
- Calendar
- A calendar view that shows tickets on their deadline dates.
- Project group
- A collection of multiple projects displayed on a single board. Useful for viewing work across several projects at once.
- Prefix
- A short code assigned to a project (e.g. "TODO"). Combined with the ticket number to form a unique reference like TODO-42.
Tickets
- Ticket
- The core unit of work - a task, bug, feature request, or any other actionable item. Each ticket has a title, description, status, priority, and more.
- Ticket reference
- A unique identifier combining the project prefix and the ticket number, e.g. TODO-42. Used everywhere to refer to a specific ticket.
- Type
- A ticket can be a bug (something broken) or a feature (something new). Shown as an icon on the ticket card.
- Priority
- How urgent a ticket is: urgent, high, medium, or low. Shown as a colored indicator on the card.
- Deadline
- An optional due date for a ticket. Overdue tickets are highlighted in red.
- Blocker
- A dependency between two tickets. When ticket A blocks ticket B, it means B cannot proceed until A is resolved.
- Checklist
- A list of small to-do items inside a ticket. Each item can be toggled done or pending. The ticket card shows checklist progress.
- Attachment
- A file uploaded to a ticket or comment. Supports images, documents, and other file types.
- Recurring ticket
- A ticket that is automatically recreated on a schedule (daily, weekly, or monthly). Useful for repeating tasks like standups or reviews.
Statuses & Categories
- Status
- The current stage of a ticket in your workflow. Each project can define its own statuses (e.g. "Backlog", "In Progress", "QA", "Done"). Statuses appear as columns on the board.
- Category
- Every status maps to one of five categories: Backlog (gray), To Do (cyan), Active (amber), Review (blue), or Done (green). The category determines the column color, icon, and how automations and reports treat that status.
- Tag
- A colored label you can attach to tickets for grouping and filtering (e.g. "Frontend", "Urgent", "Design"). Tags are defined per project.
Members & Roles
- Member
- A user who has access to a project. Members are invited by managers and each member has a role that determines what they can do.
- Manager
- Full control over a project. Can manage members, settings, automations, statuses, and delete tickets.
- Editor
- Can create, edit, and delete tickets. Cannot manage project settings or members.
- Contributor
- Can add tickets and leave comments, but has limited editing capabilities.
- Viewer
- Read-only access. Can see all tickets and comments but cannot make changes.
- Assignee
- A member assigned to work on a specific ticket. A ticket can have multiple assignees. Their avatars appear on the ticket card.
Time tracking
- Timer
- A live clock you can start on any ticket. Only one timer can be running at a time, but you can have multiple paused timers. Running timers show a pulsing green badge on the ticket card.
- Time entry
- A logged block of time on a ticket - either from a timer or entered manually. Each entry records who logged it, how long, and when.
- Manual entry
- A time entry added by typing in the duration (in minutes) instead of using the timer. Useful when you forgot to start the timer.
Estimation & Velocity
- Estimation
- An optional project setting that lets you assign a size or effort to each ticket. You can estimate in ticket points (abstract effort) or hours (time-based).
- Ticket points
- An abstract measure of effort or complexity. Points are not tied to hours - they represent relative size (a 2-point ticket is roughly twice the effort of a 1-point ticket).
- Velocity
- The average amount of work completed per week, calculated from the last three weeks. Shown as a badge on the board (e.g. "4.5 TP/wk" or "12h/wk").
Automations & Integrations
- Automation
- A rule that triggers an action automatically. Examples: "When a ticket moves to Done, unassign all members" or "When a deadline is today, send an email". Automations can be event-driven or scheduled.
- Integration
- A connection to an external service. Todo4you integrates with Slack, Telegram, webhooks, and Homey to send notifications when ticket activity happens.
- Git integration
- A connection to GitHub, GitLab, Gitea, Forgejo, or Bitbucket. Mention a ticket reference (e.g. TODO-42) in a commit message or pull request to link it to the ticket automatically.
- Email to Ticket
- Upload an .eml email file and AI automatically creates a structured ticket from it - with a title, description, and checklist extracted from the email content.
- MCP (Model Context Protocol)
- An open standard that lets AI assistants like Claude, Cursor, and Zed talk to external tools. Todo4you hosts an MCP server so your assistant can read your board and create, comment on, or move tickets directly from a chat.
- MCP token
- A scoped access token you generate for an AI assistant. You choose read-only or read/write, which projects it can touch, and an optional expiry date. Tokens are stored hashed and can be revoked at any time.
- MCP client
- The AI app you connect to the MCP server (Claude Code, Claude Desktop, Cursor, Zed, VS Code with Continue, or any other MCP-aware client). Each one has copy-paste setup snippets on the MCP access page.
- MCP tools
- The actions an MCP client can invoke on your board: list projects, fetch statuses and stats, create tickets, add comments, and move tickets between statuses.
Dashboard & Reporting
- Dashboard
- Your personal command center after logging in. Shows customizable widgets with an overview of your work across all projects.
- Widget
- A card on your dashboard that displays specific data: your assigned tasks, overdue tickets, time tracked today, team workload, velocity chart, recent activity, or activity heatmap.
- Reports
- Project-level analytics showing ticket throughput, completion trends, and team activity over time.
- Activity log
- A chronological feed of all changes in a project or on a specific ticket - who did what and when.
Other Concepts
- Comment
- A message left on a ticket by a team member. Comments support rich text, @mentions, and file attachments.
- Archived ticket
- A completed ticket that has been moved out of the active board. Archived tickets no longer appear on the board or in reports but can still be viewed.
- Importer
- A tool for migrating your existing data into Todo4you. Currently supports importing from Trello, Azure DevOps, Jira, and more.
- API token
- A secret key that lets you access Todo4you's REST API from external tools and scripts. Generate one from your profile settings.
- Passkey
- A passwordless login method using biometrics or a hardware security key (WebAuthn/FIDO2). Faster and more secure than passwords.
Common questions
- Is Todo4you free?
- You can try Todo4you free for 15 days. After the trial, a monthly subscription is required to keep using your account. See the pricing page for current plans and prices.
- Is there a mobile app?
- Yes. Native apps are available for iOS, macOS, and Android. You can also use Todo4you directly in your mobile browser - the web app is fully responsive.
- Can I import from another tool?
- Yes. We provide importers for tools like Trello, Jira, Asana, Monday, Notion, ClickUp, Linear, and Azure DevOps. Tickets, statuses, tags, and comments are preserved where possible.
- Is the board realtime?
- Yes. When a teammate moves, creates, or comments on a ticket, your board updates instantly without a refresh.
- Do you have an API?
- Yes. Every action in the UI is also available over a REST API at /api/v1, authenticated with a Bearer token you generate in your profile.
- Do I need MCP to use Todo4you?
- No. MCP is an optional integration for people who want to drive their board from an AI assistant like Claude, Cursor, or Zed. Everything works without it.
- Where is my data stored?
- All data lives on servers in the European Union. Backups run daily, and you can export your projects at any time.
- Can I invite external collaborators?
- Yes. You can invite clients, contractors, or guests to specific projects and assign them a limited role such as Viewer or Contributor.
- How do I delete my account?
- Open your profile settings and use the delete account option. All your projects, tickets, and attachments are removed permanently.
- How do I get support?
- Email us at info@todo4you.com or open a ticket in our public feedback project. Most questions get a reply within a day.