Oct 31, 2025
From ideas to action: understanding Xmind 2026’s new task system—To-do vs. Task
Hannah
Every idea begins as a thought—a spark that seeks form, focus, and action.
At Xmind, we’ve always believed that thinking and doing are deeply connected. Mind maps aren’t just tools for organizing ideas; they’re the bridge between imagination and execution.
Over time, as we observed how people use Xmind to plan, create, and collaborate, we noticed two distinct rhythms of action emerging. Some users love the simplicity of jotting down small steps—a personal checklist for daily goals or reminders. Others thrive on structured, time-based task management—setting milestones, tracking dependencies, and collaborating across teams. This insight led us to rethink one of Xmind’s most fundamental features: the Task system.
In the Xmind 2026 Annual Release, what was once a single “Task” feature has evolved into two distinct yet complementary systems—To-do and Task.
Designed with purpose: the story behind the update
Why we redesigned it
The decision to separate To-do and Task wasn’t about adding complexity—it was about bringing clarity.
In earlier versions, the line between Task and Planned Task often felt blurred. Users weren’t sure which feature to choose for quick checklists versus structured project planning.
In the 2026 version, we gave each feature a clearer identity:
To-do (Pro)—a quick, intuitive checklist for idea-level or personal actions.
Task (Premium)—a structured system for project-based work, complete with start and due dates, progress tracking, and Gantt synchronization.
While many project management tools focus on heavy layers of control, Xmind’s Task system keeps things light, visual, and connected. Instead of juggling complex dashboards, you can see your work, understand relationships between ideas, and move from concept to completion with ease.
Our philosophy behind the change
We see this redesign not as a feature split, but as an evolution in how people think through action.
Every To-Do starts with intention; every Task completes that intention through structure.
By giving both spaces their own identities, we hope to make the process of thinking, planning, and achieving feel more natural—whether you’re sketching ideas or leading a team project.
This is what we mean when we say: Xmind connects thinking and doing.
To-do: turning ideas into actionable steps
Your mind map as an execution plan
The To-do feature transforms any topic in your mind map into a clear, actionable item. This turns your brainstorming map into a living to-do list, where each branch represents a step forward in your project.
Instead of switching between apps for planning and tracking, you can now manage both within Xmind—keeping your project overview and task execution perfectly aligned.
Best for structured planning
The To-do feature shines in project management, goal tracking, and process planning. You can:
Break down complex projects into smaller, actionable to-do items.
Visually highlight unfinished tasks to monitor overall progress.
Keep your team focused on priorities within a single map.
By turning your mind map into a dynamic checklist, To-do helps you focus on what matters most—ensuring every idea leads to action.
Task: managing priorities, timelines, and progress
Add structure and time to your plan
While To-do helps you define what needs to be done, the Task feature lets you refine how it gets done. Within any topic, you can now set priority levels, start and due dates, and even track completion progress in percentages—key elements of efficient project scheduling and task tracking.
This makes Xmind a practical tool for project planners and team leads who need visibility into timelines and progress without leaving their brainstorming space.
Best for detailed project execution
The Task feature is ideal for structured projects—like event planning, product launches, or team coordination. You can:
Assign timelines to critical tasks.
Adjust progress as milestones are completed.
Visualize both the big picture and the small steps needed to get there.
Tasks give your ideas momentum—helping you move forward with purpose and precision.
To-do vs. Task: how they differ and work together
Different focus, shared purpose
To-do defines what needs to be done. It captures the essential action items that emerge during your brainstorming sessions. It is all about momentum. You can create quick lists, add Sub To-Dos, and track completion with a circular progress indicator that updates automatically—or manually, if you prefer a sense of instant accomplishment. It’s fast, fluid, and built for idea bursts.
Task defines how, when, and to what extent each item should be completed. It is about structure and scale. For complex projects or collaborative planning, it allows you to define dependencies, deadlines, and progress tracking that syncs seamlessly with Gantt view. It’s designed for those who turn vision into deliverables.
Together, they form a complete project management workflow inside Xmind—from idea generation to execution and tracking.
How to use them together
Start with To-do: outline key goals and action points from your brainstorming session.
Then refine with Task: add deadlines, set priorities, and monitor progress.
Imagine you’re managing a marketing campaign. You start by listing key deliverables—like content creation, social media scheduling, and performance tracking—as To-do items. Once the overall plan is clear, you assign each item a Task with a start date, deadline, and progress indicator. In doing so, your mind map becomes a living timeline—visually connecting ideas, actions, and milestones.
This workflow makes Xmind more than a brainstorming tool—it becomes a project command center. You can plan hierarchically, track progress in context, and always see how each task contributes to your broader objectives.
Together, To-do and Task represent two perspectives on productivity: the spontaneous and the strategic—both essential, both connected by the same mind map.
Conclusion
With these updates, Xmind reinforces its core philosophy—helping people not just think better, but act smarter.
Your ideas deserve more than a brainstorm—they deserve action. Try the new To-do and Task features in Xmind, and experience how effortless it feels to move from concept to completion. If you’d like to dive deeper into how To-Do and Task work in practice—including specific feature behaviors, Pro vs. Premium details, and step-by-step usage—you can explore the full User Guide here.
