How To Create A To-Do List In WordPress

Time is always in short supply, especially if you are a business owner.

There is just so much work to do and things to remember. You have clients to meet, tasks to complete, priorities to attend to, fires to put out, appointments to make, schedules to keep and so on. The amount of things that need to get done never seems to stop.

Now … add the extra workload of trying to promote and grow your business online and keeping your website updated with new content and everything can quickly start becoming unmanageable and overwhelming.

Whether you are running a business, website, blog, or managing a project, you need to be able to organize and prioritize your daily tasks, track your progress, and, if necessary, delegate tasks and responsibilities to members of your team or staff effectively.

One proven method that can help you save time, reduce stress, and allow you to take control is to use a “to do” list.

To Do Lists – Benefits

A “to do” list can help you track your progress as you work towards completing projects. Your to-do list can be detailed and specific, or serve as a reminder of tasks that need to be done over a given period of time.

Here are some of the many benefits of using to do lists:

Clear Thinking

Creating to do lists means that you won’t have to memorize stuff or store information inside your head. Once tasks are written down on a to do list, your brain is free to process information and you can focus on things that are more important to you.

Better Strategic Planning

Creating and organizing to-do lists helps you break down larger projects into doable tasks and formulate a strategic plan to get things completed effectively.

Reschedule Or Reorganize Quickly

A to do list helps you better handle unplanned situations. If an appointment suddenly gets cancelled or extra time becomes available when some part of the process gets completed sooner than expected, you can continue working with minimal disruption.

Ensures Accountability

Without accountability there is no commitment to getting things completed, and no motivation to act with a sense of purpose. Lack of accountability can also let excuses creep in and take over your work day.

Better Delegation Of Work

A to-do list helps you better assign tasks to others. This is also important if you plan to work within a team (see further below).

As you can see, there are many benefits to using to do lists, both in business and in your personal life. Create a list, prioritize your list items and work systematically and productivity and efficiency in your business will improve.

What about adding to do lists to your website?

In this detailed step-by-step tutorial you are going to learn how to create a to do list in WordPress to help get things done online  faster and more efficiently using a great little plugin for WordPress called Cleverness To-Do List.

Cleverness To-Do List

Cleverness To-Do List Plugin URL

http://wordpress.org/plugins/cleverness-to-do-list/

Description

This plugin provides users with a to do list feature.

Features

Note: the features described below are discussed in more detail in the tutorial section.

You can configure Cleverness To Do List to have private to do lists for individual users, to have all users share a to do list, or to have a master list with individual item completions.

The shared to-do list includes a number of settings. You can assign to-do items to a specific user (this includes a setting to email a new to-do item to assigned users) and optionally to have those items only seen by that user. You can also assign different permission levels to different users based on user roles. There are also settings available to display deadline and progress fields. Category support is included as well in the front-end administration.

A new menu item is added to the backend to manage your list and the to do lists are also listed on the dashboard widget.

A sidebar widget is available as well as shortcode to display the to-do list items on your site. There are 2 shortcodes for front-end administration of your list. Management of categories is restricted to the back-end.

If you plan to run a multi-author site you can use the to-do lists plugin to create custom to-do lists for your post planners if you also download a copy of the developer’s premium plugin, Post Planner.

Installing The Plugin

Inside your site’s admin area, select Plugins > Add New …

In the Install Plugins screen, type in “cleverness” into the search field and hit the Enter button on your keyboard …

Locate the Cleverness To-Do List plugin in the Search Results area and click Install Now …

Click “Activate Plugin” …

Note: You can also activate the plugin in the Plugins screen …

After the plugin has been activated, click on Settings …

Note: The settings area can also be accessed by choosing To-Do List > Settings from your dashboard menu …

This takes you to the plugin ‘Settings’ page …

The section below shows you how to go through the plugin setup process …

How To Configure The Cleverness To-Do List Plugin

The “To-Do List” plugin ‘Settings’ area is divided into four tabs:

• To-Do List Settings – Here you can specify the main plugin settings.
• Advanced Settings – Here you can customize your To Do lists, assign tasks to other users and perform plugin database maintenance tasks.
• User Permissions – The options in this section let you configure user permissions and capabilities for Master and Group List types.
• Import/Export – This tab is where you can export and import to-do list data and plugin settings.

Let’s configure each of these sections.

To-Do List Settings

To-Do List Categories

Select ‘Enabled’ to organize your to-do list into categories, otherwise leave this option set to ‘Disabled’.

Note: If you enable this option, a ‘Categories’ item is added to the To-Do List menu …

This allows you to add categories that you can use to organize your to-do lists (see ‘Plugin Usage’ section further below for more details) …

You can set up ‘public’ and ‘private’ categories for your to-do lists.

Categories set to ‘private’ are not visible using widgets or shortcodes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View allows you to specify how your to-do lists will be viewed. You can choose from 3 list views:

• Individual – Selecting this option allows users to create and manage their own private to-do list.
• Group – Selecting this option allows users to share the same to-do list.
• Master – This option allows you to have one master list for all users, where users have their own individual completion of items. If using the ‘Master’ list view, make sure that you configure the User Permissions appropriately in the ‘User Permissions’ tab (this is covered further below).

Sort Order

‘Sort Order’ lets you specify how to-do list items will be sorted.

If you select Alphabetical, ID or Category, ID, Category or Alphabetical options, items will be first sorted by priority.

Show Added By

Enabling this option lets you display which members on your site have added an item to the to-do list.

Note: This setting only works when ‘List View’ is set to ‘Group’.

Show Date Completed

If this option is enabled, completion dates will display for to-do tasks.

Show Deadline

If this option is enabled, you can specify deadlines for your to-do tasks …

Show Progress

Enabling this option lets you specify task progress indicators for your to-do items …

Show Admin Bar Menu

Enabling this option lets you display the ‘To-Do List’ menu in your WP Dashboard Admin bar …

Use WYSIWYG Editor

This option lets you add and edit items on your to-do list using the WordPress WYSIWYG Editor …

Use Auto Paragraphs

Enable this option (‘Yes’) to display content in your to-do list items using paragraphs.

Integrate with Post Planner

If you plan to run a collaborative website or blog, you can integrate the Cleverness To Do List plugin with a plugin called WordPress Post Planner, developed by the same plugin author that provides you with a complete WordPress editorial solution …

Visit this site to learn more this handy plugin: WordPress Post Planner – Multi-Author Publishing Plugin For WordPress

When you have configured your options, remember to click the ‘Save Changes’ button …

Advanced Settings

Once you have configured the settings in the To-Do List Settings tab, click on the ‘Advanced Settings’ tab to continue …

This brings up the ‘Advanced Settings’ area …

In this screen you can customize your To Do lists, assign to-do tasks to other users and perform database maintenance tasks.

Let’s go through how to configure the plugin’s ‘Advanced Settings’ section …

To-Do List Advanced Settings > Customize The To-Do List

In this section you can customize your To Do List …

You can configure the following settings in this section:

Date Format

In this area you can specify how to display dates in your to-do list (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about how to format dates in WordPress, refer to the date section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

This section lets you customize the labels for highest (important), middle (normal) and lowest priority items …

Items given the highest (important) priority display in red and lowest (low) priority items display in a lighter shade of grey …

Show To-Do Item ID

Enabling this option will display item IDs on your list …

Show Date To-Do Was Added

If enabled, the date the to-do list was added shows up on your items table …

To-Do List Advanced Settings > Assign To-Do Items Settings

If you have selected either ‘Group’ or ‘Master’ View for your to-do list, you can configure the options in this section and assign to-do items to other users …

You can configure the following settings in this area:

Assign To-Do Items to Users

Enable this option to assign tasks to other users …

Note: This setting must be set to ‘Yes’ for the settings below it to work.

Show a User Only the To-Do Items Assigned to Them

Enable this option to display tasks only to users who have been assigned those items. Leave this option disabled (‘No’) to display to-do items to all users.

User Roles to Show

Check the boxes in this section (Administrator to display the type of users that can be assigned items. Leave the checkbox unticked for any roles that you do not want to assign to-do items.

Email Assigned To-Do Items to User

When this option is enabled, WordPress will automatically send an email to users with their assigned to-do items …

Leave this option disabled (‘No’) if you don’t want emails sent out to users.

Note: If this option is disabled, you can skip the remaining settings in this section.

Add Category to Subject

If categories are enabled in your plugin settings and you have selected ‘Yes’ for this option, the to-do category will display on the subject of your emails …

Leave this option disabled (‘No’) if you don’t want to-do categories to appear the email subject.

Leave this option disabled if you don’t want categories to show the email subject.

Show Who Assigned the To-Do Item in Email

If enabled, you can display the user who assigned the to-do item in the email. This option is useful if, for example, you have a number of project managers assigning to-do items to users …

From Field for Emails Sent to User

This field lets you customize the “From” field when sending out emails to users. Enter your company name, your domain, your name, or anything you like into this field …

From Email

Enter the email address that you want showing as the “sent from” email address …

Subject Field for Emails Sent to User

Add into this field a subject field for the email that will be automatically sent out to users whenever new items have been added to your to-do list …

Text in Emails Sent to User

Type in the body of the email message that will be sent out automatically to users when a new item has been assigned to your to-do list.

To-Do List Advanced Settings > Database Cleanup

This section of the ‘Advanced Settings’ tab allows you to carry out database maintenance tasks related to plugin data directly from your plugin settings area …

This is useful if, for example, you notice that previously deleted items are still listed on your site.

The tasks below can be performed in this section:

• Delete Tables – Delete any custom database tables that are no longer being used.
• Delete All To-Do Items – Delete all of your to-do items.

Any database operations carried out from this screen cannot be reversed. If you are comfortable to proceed with any of the database operations available in this section, then make sure to backup your WP database first.

If you don’t want to back up your files yourself, then consider using professional WordPress assistance services, or use a WordPress backup plugin. You can read about a WordPress backup plugin that we recommend using to perform complete WordPress backups here:

• Backup, Clone And Keep Your WP Web Site Protected With Backup Creator Plugin For WP

User Permissions

Here you can configure user permissions and capabilities for Group or Master List types …

If you have selected the Individual List type, the only configurable option that applies in this section is the View To-Do List option …

If you are setting up user permissions and capabilities for Group and Master List types, select the highest level capabilities that you would like users to be able to perform for each option …

The default general capabilities of each user role are as follows:

• Subscribers: Read
• Contributors: Edit Posts
• Authors: Publish Posts
• Editors: Edit Others Posts
• Administrators: Manage Options

Note: When working with the Master list type make sure that you only allow non-administrators to view and complete items, otherwise they will have the ability to edit the Master list.

Let’s go through the settings for the User Permissions tab:

View To-Do List

This enables the chosen capability to view items in the dashboard widget and on the To-Do List page under the ‘Tools’ section.

Complete To-Do Item Capability

This setting allows the selected capability to mark items as completed or uncompleted.

Add To-Do Item Capability

Here you can enable the selected capability to add new to-do items.

Edit To-Do Item Capability

Here you can permit the chosen capability to edit existing to-do items.

Assign To-Do Item Capability

This setting enables the selected capability to assign items to individual users.

View All Assigned Tasks Capability

This enables the chosen capability to view all tasks even if “Show Each User Only Their Assigned Tasks” is set to ‘Yes’.

Delete To-Do Item Capability

Here you can allow the selected capability to delete individual items.

Delete All To-Do Items Capability

Here you can permit the chosen capability to purge all the completed items.

Add Categories Capability

This permits the selected capability to add new categories.

Import/Export

Being able to import and export to-do list data can be very useful. For example, you may decide to copy over data from one site to another, or export the list data for backup or archiving purposes.

To access this function, click on the ‘Import/Export’ tab in your plugin settings section …

Here you can easily import and export your list data and plugin settings …

Exporting To-Do List Data

You can export and download your to-do list data settings by clicking on the ‘Download Export File’ …

This opens up a new window allowing you to download and save your data in a plain text file (e.g. Notepad) to a storage device …

As well as exporting to-do list data from the ‘Import/Export’ tab, you can also export data by going to your WordPress dashboard menu and choosing Tools > Export …

You can include to-do list data in a WordPress export file (in XML format), either by selecting ‘All content’ (includes everything – posts, pages, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click on the ‘Download Export File’ button to save your file to a storage medium…

Importing To-Do List Data

Importing a previously saved to-do list data file is easy. Just click on the ‘Browse’ button next to the ‘Choose File to Import’ field …

Select the file and click ‘Open’ …

Once the data file has been uploaded in your settings area, click on ‘Import Settings’ …

Your file will be imported.

After configuring all of the plugin settings, you can begin create and edit to-do lists.

How To Use The Cleverness To-Do List Plugin

To create a new to-do list, log into your WordPress dashboard, then scroll down the menu and select To-Do List > To-Do List …

This brings you to the ‘To-Do List’ page …

Adding New To-Do Items

There are a number of ways to add new to-do items to your list.

For example, you can add new items to your to-do list from your WP admin toolbar …

You can also add new to-do items to your list in the Dashboard by clicking on the ‘Add To-Do item’ link …

You can click on the ‘Add New Item’ link in the ‘To-Do Items’ section (note: only use this option if your To-Do list contains many items, since the link is only going to send you to the “Add New To-Do Item” section down the page) …

All the methods shown above will bring you to the ‘Add New To-Do Item’ section.

Depending on the way you have set up your plugin, you may or may not see certain options displayed when new items to your to-do list.

Set up the options you have enabled for your to-do items, enter appropriate information into the relevant fields and click on the ‘Submit To-Do Item’ button to add the new to-do item …

Note: If you are using a list type that lets you assign responsibilities over items to users, select a user from the drop-down list and assign them the item …

You can also make multiple users responsible for the same item (click on ‘x’ to delete a user) …

Once you have added an item, it will be listed as an entry in the ‘To-Do Items’ table …

Repeat the above process to keep adding new items to your to-do list …

Edit And Delete To Do Items

To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons associated with each item under the ‘Action’ column …

Depending on how you have configured your plugin settings (discussed in the previous section), users assigned to tasks may also receive an email notification in their inboxes …

Once you have created your to do list, users can view the list when logged into their own user dashboard …

When users responsible for completing an item click on the item checkbox …

… the item no longer appears in the “To-Do” list …

And gets listed the ‘Completed Items’ section located in the ’To-Do List’ screen …

Additional Plugin Information

The Cleverness plugin provides added functionality that lets you display a to-do list on your WordPress website using widgets, and insert lists into any post or page using shortcodes.

Plugin Widget

To add a to-do list to your site using widgets, go to the ‘Widgets’ section (Appearance > Widgets) and drag the ‘To-Do List’ widget to the menu location where you would like your to-do list to display …

Configure the settings on the widget and click ’Save’ to update your settings …

Your to-do list will now display on your site where you have placed the widget (i.e. the sidebar menu, footer, etc.)

To learn more about using widgets in WordPress, see the tutorial below:

• How To Use s

Using The Cleverness To-Do List Plugin Short Codes

Cleverness To-Do List also lets you display lists on your site with shortcodes.

To access the documentation on using short codes, click on To-Do List > To-Do List from your WP admin menu …

Click the ‘Help’ tab on the corner of your screen …

Click on the ‘Shortcodes’ menu entry to access the Shortcode Documentation …

This documentation section explains various ways to configure and use short codes to display lists and checklists on your content.

Once you know what type of information you would like to add to your site, open up a new page or post and either type or paste the shortcode inside the content section …

Publish your post or page and you should see the list displayed exactly where you have inserted the short code …

For more information about this plugin, visit this site:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you know how to add a to-do list in WordPress.

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