How To Create A To-Do List In WordPress

If you plan to run a hectic business or manage any kind of project that requires people to work together, time is always in short supply.

There is just so much work to do and things to remember. You have so many deadlines to meet, project tasks to complete, priorities to attend to, fires to put out, deliveries to make, commitments to keep and so on. The stress of trying to get things done on time never stops.

Now … on top of all this, add the extra workload of trying to promote and grow your business online and maintaining your website updated with fresh content and things can quickly start to become unmanageable and overwhelming.

Whether you are running a business, website, blog, or managing a team, you need to be able to organize and manage your day.

A proven tool that can help you save time, alleviate stressful workloads, and allow you to take control is to use “to do” lists.

Benefits Of Using To-Do Lists

A “to-do” list helps you keep track of your progress when working towards certain objectives. Your to-do list can be detailed and very specific, or just serve as a concise 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 a to-do list means you don’t have to keep remembering stuff or clutter your brain with details. Once tasks are written down on a to-do list, your brain is free to process information and you can focus on more important things.

Better Manage Your Time

Prioritizing tasks on your list helps you save time and manage your workload more effectively. You can develop a clearer perspective on what’s more important vs what is not, and what tasks need to be completed first.

Quickly Reorganize

A to do list lets you better cope with changes in circumstances. If you suddenly find that a meeting has been cancelled at the last minute or extra time has been made available because some part of the project got completed sooner than expected, you can quickly reschedule and continue working with little to minimal loss of focus.

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 allow excuses to creep in and influence your productivity.

Delegate Better

Having to-do lists help you better delegate tasks to other people. This is also important if you plan to collaborate on a team-based project (see further below).

As you can see, there are many benefits to using to do lists, both in business and in your personal life. Creating to-do lists, then prioritizing tasks and working to complete the items listed increases productivity and efficiency in your business.

Let’s turn now to using a to-do list on your website. More specifically, how to add to do lists to WordPress.

In this detailed step-by-step tutorial you are going to learn how to create to-do lists in WordPress to help get things done online  faster and more efficiently using a great little plugin 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 WordPress plugin lets you easily add a to-do list to a WordPress site.

Plugin Features

Note: the plugin features described below will be 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 the same to-do list, or to have a master list with individual item completions.

The shared to-do list option provides a number of settings. You can assign to-do items to a specific user (this includes emailing a new to-do item to the assigned user) and optionally to have assigned items be seen by that user. You can also assign different permission levels to different users. There are also settings to display deadline and progress fields. Category support is also included as front-end administration.

A new menu item is added to the backend to help you manage your lists and the to-do lists can also display on the dashboard widget.

A sidebar widget is available as well as short code to display the to do list items on your site. There are 2 shortcodes for front-end list administration. Category management is accessible via the back-end.

If you plan to run a multi-author blog you can use the plugin to create custom to do lists for your post planners if you also install a copy of the Post Planner plugin for WordPress from the same developer.

How To Install The Plugin

From your WP dashboard section, go to the main menu and click on Plugins > Add New …

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

Locate the Cleverness To-Do List item in the Search Results section and click Install Now …

Activate the plugin after installing it …

Note: You can also activate this plugin from the Plugins screen …

When the plugin has been activated, click on Settings …

Note: You can also get to the settings screen by choosing To-Do List > Settings from your dashboard menu …

This brings you to the plugin ‘Settings’ section …

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

How To Configure The Cleverness To-Do List Plugin

The Settings area is divided into 4 tabs:

• To-Do List Settings – Here you can specify the plugin’s main settings.
• Advanced Settings – This area lets you customize to-do lists, assign tasks to other users and perform database maintenance tasks.
• User Permissions – In this tab you can configure user permissions and capabilities for Master and Group List types.
• Import/Export – Here you can import and export to-do plugin and list data settings.

Let’s now review each of these sections.

To-Do List Settings

Categories

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

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

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

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

Private categories will not be visible using sidebar widgets or shortcodes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View allows you to specify how to-do lists will be viewed. You can select 3 types of to do list views:

• Individual – Use this option if you want each user to be able to create and manage their own private to-do list.
• Group – Select this option if you want all users to be able 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 items to complete. If you choose 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 Category, Alphabetical or ID, Category, ID or Alphabetical options, items will be first sorted by priority.

Show Added By

Enabling this option (‘Yes’) lets you display which of your members has added an item to your to-do list.

Note: This setting only applies if ‘List View’ is set to ‘Group’.

Show Date Completed

Enabling this option displays completion dates for your to-do tasks.

Show Deadline

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

Show Progress

If this option is enabled (‘Yes’), you can specify task progress indicators for your to-do items …

Show Admin Bar Menu

Enabling this option (‘Yes’) displays the ‘To-Do List’ menu in your WordPress Dashboard Admin bar …

Use WYSIWYG Editor

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

Use Auto Paragraphs

If enabled (‘Yes’), automatic paragraphs are used to display content in your to-do list items.

Integrate with Post Planner

If you plan to run a multi-author website or blog, you can integrate the Cleverness To Do List plugin with a plugin called WordPress Post Planner, from the same developer to help make the process of managing a multi-author WordPress site easier …

Go here to learn more about using this plugin: WordPress Post Planner – Plugin For WordPress

After you are done configuring your options, click the ‘Save Changes’ button …

Advanced Settings

After configuring the general settings, click on the ‘Advanced Settings’ tab to proceed …

This brings you to the ‘Advanced Settings’ section …

This screen lets you customize your To-Do lists, assign to-do tasks to users and perform database maintenance.

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

This section lets you specify how to display dates in your todo list (e.g. month/day/year, day/month/year, etc.)

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

WordPress Codex – Formatting Date And Time

Priority Labels

Here you can customize your labels for prioritizing important, middle (normal) and lowest (low) items …

Items prioritized as “important” are colour-coded in red and lowest (low) priority items display in a lighter shade of grey …

Show To-Do Item ID

If this option is enabled, the items’ IDs appear on your list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) will show the date the items table was added …

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

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

The following options can be configured in this section:

Assign To-Do Items to Users

Enable this option to assign tasks to other users …

Note: This set this option to ‘Yes’ for the settings below it to work.

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

If enabled, you can display to-do items only to users who have been assigned those items. Leave this option disabled to display items to all users.

User Roles to Show

Check the boxes in this area Editor to display the type of users that can be assigned todo items. If you do not want to assign to-do items to a particular role, then leave its check box unticked.

Email Assigned To-Do Items to User

When this option is enabled (‘Yes’), WordPress automatically sends users an email with their assigned to-do items …

Leave this option disabled if you don’t want emails sent out to users.

Note: If you disable this option, you can skip the other items in this section.

Add Category to Subject

If you have enabled categories in your plugin settings and select ‘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 show to-do categories in the email subject.

If you don’t want categories to display the subject of your emails, then leave this option disabled.

Show Who Assigned the To-Do Item in Email

Enable this option to display the user who assigned the to-do item in the email. This is a useful option if your website has several 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 in this field …

From Email

Enter the email address that you would like displayed as the “sent from” email address …

Subject Field for Emails Sent to User

Add a subject field for the email that will be sent automatically to users whenever a new item has been assigned in your to-do list …

Text in Emails Sent to User

Add into this field 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 lets you perform database maintenance tasks associated with plugin data inside the plugin settings area itself without the need to access your web server …

This is useful if, for example, you notice that to-do items you have deleted are still displaying on your site.

You can perform the following tasks:

• Delete Tables – Remove custom database tables that you are no longer using.
• Delete All To-Do Items – Remove all to-do items.

Actions that you perform on your database from this screen cannot be reversed. If you are comfortable to proceed with any of the database operations available in this section, then remember to backup your database first.

If you don’t want to perform manual backups, then consider getting assistance from a WordPress professional, or use backup plugins. You can read about a great WordPress backup plugin that can fully automate your site backups here:

• Back Up, Duplicate & Keep Your WP Websites Protected With Backup Creator WordPress Plugin

User Permissions

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

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

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

The default general capabilities for 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-administrator users to view and complete items, otherwise they will be able to edit the Master list.

Let’s now review the settings for the User Permissions tab:

View To-Do List

This option allows 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

Here you can allow the chosen capability to mark to-do items as completed or uncompleted.

Add To-Do Item Capability

Here you can permit the chosen capability to add new to-do items.

Edit To-Do Item Capability

This permits the chosen capability to edit existing to-do items.

Assign To-Do Item Capability

Here you can enable the chosen capability to assign items to individual users.

View All Assigned Tasks Capability

Here you can permit the selected 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 permit the selected capability to delete individual to-do items.

Delete All To-Do Items Capability

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

Add Categories Capability

Here you can permit the selected capability to add new categories.

Import/Export

The ability to import and export to-do list data can be very useful. For example, you may need to copy over data from one website to another, or store the list data for backup or reporting purposes.

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

Use this section to import or export your list and plugin settings …

Exporting To-Do List Data

To export and download your list data settings click on the ‘Download Export File’ …

This will open up a window allowing you to download and save the data in a plain text file (e.g. Notepad) to an internal or external storage device …

In addition to exporting list data from the ‘Import/Export’ section, 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 checking ‘All content’ (includes everything – pages, posts, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click on the ‘Download Export File’ button to download your file to your storage medium…

Importing To-Do List Data

To import a list data file, click on the ‘Browse’ button next to the ‘Choose File to Import’ field …

Select the previously saved to-do list data file and click ‘Open’ …

After your data file has been uploaded to your settings area, click on ‘Import Settings’ …

Your file data will be imported.

Now that you have configured all of the plugin settings, you can start create and edit to-do lists.

How To Use Cleverness To-Do List

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

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

Adding New To-Do Items To Your List

There are several ways to add new to-do items.

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

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

You can also 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) …

The methods shown above will take you to the ‘Add New To-Do Item’ area.

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

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

Note: If you have chosen a list type that allows you to assign responsibilities over items to specific 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 the new item has been added, the item will display as an entry in the ‘To-Do List’ table …

Repeat this process to add new items to your list …

Editing And Removing Items From Your List

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

Depending on how you have configured the plugin (discussed earlier), users assigned to completing tasks may also receive email notifications …

After creating your to-do list, users can view it inside their WordPress dashboard …

When users responsible for an item complete the task and tick the item check box …

… the item is deleted from the “To-Do” list …

And displays in the ‘Completed Items’ table located in the ’To-Do List’ screen …

Additional Plugin Information

The Cleverness To-Do List plugin offers additional functions that let you display a to-do list on your website using widgets, and display lists on content inside a post or page using short codes.

Plugin Widget

To add a to-do list to your site using widgets, go to the ‘Widgets’ page (Appearance > Widgets) and drag the ‘To-Do List’ widget to the location in your sidebar (or footer) menu where you want the list to display …

Configure the widget settings and click ’Save’ …

Your list will display on your site where you have inserted the widget (e.g. the sidebar menu, footer, etc.)

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

• How To Use Widgets In WordPress

Using Plugin Shortcodes

The Cleverness plugin also lets you display lists and checklists on your site with shortcodes.

To access the plugin’s shortcode documentation, click on To-Do List > To-Do List from the WordPress admin menu …

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

Click on the ‘Shortcodes’ tab to access the Shortcode Documentation section …

This section explains various ways to configure and use shortcodes to display lists on your posts and pages.

Once you know what information you want to add to your site, create a new post or page and either type or paste the shortcode into the content editor …

After publishing your post or page, you should see the list displayed exactly where you have inserted the shortcode …

For more details about this plugin, visit this site:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you can create and add a to-do list in WordPress.

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