The Scenario
You are a project lead, and you are handing the project over to your replacement next week. You need to give them a complete picture of the 'Client Portal' Todoist project — every task, section, due date, assignee, and status — in a Google Sheet they can use as a handover document.
The bad version of your Monday:
- You open the 'Client Portal' Todoist project and start copying rows to the sheet
- You paste task names into column A, tab to Todoist to get the due date, paste it, tab back for the next one
- Section names are not visible in list view without scrolling back up
- Assignees are displayed as icons, not text you can paste
- After ninety minutes you have sixty rows, no section data, and the assignee column is blank.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that pulls a complete project snapshot from Todoist — tasks, sections, assignees, and statuses — into your sheet with one prompt.
Open the SheetXAI sidebar and type:
Fetch the full project data for my Todoist project named 'Client Portal'. Include all tasks, sections, and collaborators. Write one row per task with columns for section name, task name, due date, priority, assignee, and completion status.
SheetXAI calls the Todoist API, pulls the full project structure, and writes every task with all its metadata into your sheet.
What You Get
A complete project snapshot with one row per task:
- Section name — which section the task lives in
- Task name — full task content
- Due date — in a format the handover doc can use
- Priority — p1 through p4
- Assignee — display name of the person the task is assigned to
- Completion status — complete or incomplete
Collaborators are listed in a separate tab, giving the incoming lead a full team roster for the project without having to navigate Todoist's settings UI.
What If the Data Is Not Quite Ready
Handover audits usually need more than a raw task dump.
When the handover doc needs overdue tasks highlighted
The incoming lead needs to know which tasks are at risk immediately.
Fetch the full 'Client Portal' Todoist project snapshot into my sheet as above. After writing all rows, add conditional formatting: write 'OVERDUE' into a new 'Risk' column for any task with a due date before today that is still incomplete. Leave the Risk column blank for all other rows.
When the doc needs a summary tab as well as the raw data
The incoming lead wants a quick status view alongside the full task list.
Fetch the full 'Client Portal' Todoist project. Write all tasks into the 'Tasks' tab with section name, task name, due date, priority, assignee, and status. Then write a 'Summary' tab with one row per section showing: section name, total tasks, incomplete tasks, overdue tasks, and list of assignees in that section.
When the handover needs to cover multiple projects
You are handing over three projects at once.
Fetch the full project data for these three Todoist projects: 'Client Portal', 'API Integration', and 'Data Migration'. Write all tasks into a single 'All Tasks' tab, adding a 'Project' column showing which project each task came from. Write one row per task with section name, task name, due date, priority, assignee, and status.
When the new lead also needs a list of all open comments on tasks
Comments have important context that will not be obvious from task names alone.
Fetch the full 'Client Portal' Todoist project snapshot. Write all tasks into the 'Tasks' tab. Then fetch all comments on all tasks in the project and write them into a 'Comments' tab with columns for task ID, task name, comment author, comment date, and comment text.
The pattern: instead of manually copying a project row by row, you pull the entire snapshot in one prompt and the handover document builds itself.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull a full Todoist project snapshot for any project you need to audit or hand over. The Todoist integration is included in every SheetXAI plan. For related workflows, see how to export active tasks to a reporting sheet or the Todoist in Google Sheets overview.