How To Create To-Do Lists In WordPress

As a business owner or busy manager, time always seems to be in short supply.

There is just so much to do and remember. You have deadlines to meet, urgent tasks to complete, priorities to attend to, fires to extinguish, appointments to make, commitments to keep and so on. The “doing” never ends.

Now … add the extra dimension of trying to promote and grow your business online and keeping your website updated with new content and things can quickly start to become unmanageable and out of control.

Whether you run a business, website, blog, or manage a team, you need to be able to organize and manage your daily activities.

A simple proven method that can help you save time, reduce stressful workloads, and allow you to take control is to use “to-do” lists.

To-Do Lists – Benefits

A “to do” list helps you measure your progress when trying to achieve your goals. Your to do list can be minutely detailed and specific, or just serve as a reminder of tasks that need to be done over a given period of time.

Here are just a few of the many benefits of using to-do lists:

Free The Brain

Creating to-do lists means you don’t have to try to memorize stuff or clutter your mind with details. Once tasks are recorded on a to do list, your brain is free to process other information and you can focus on other important things.

Strategize

Creating and organizing to do lists helps you break down larger projects into more doable tasks and formulate a strategic plan for getting tasks done on time and on budget.

Quickly Reschedule

Using to-do lists let you better handle situations. If you find that a meeting gets cancelled or extra time has been made available because some task was completed sooner than expected, you can quickly reorganize or reschedule and keep moving forward with no disruption.

Ensures Accountability

Without accountability there’s no commitment to completion, and no motivation to act with a sense of purpose. Lack of accountability lets excuses creep in and take over your productivity.

Feeling Of Accomplishment

Crossing items off your to-do list not only makes you feel more productive, motivated and in-control, it also allows you to stress less, as you can objectively see (or show) that work is indeed being completed and that progress is being made.

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, prioritizing tasks and working in a focused way increases productivity and efficiency in your business.

What about using a to-do list on your WordPress website?

In this step-by-step tutorial we are going to show you how to create to-do lists in WordPress to improve business efficiency and productivity using a customizable, multi-featured to do list plugin called 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.

Cleverness To-Do List Plugin Features

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

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

The shared to-do list option provides a number of different settings. You can assign to-do items to specific users (this includes emailing new to-do items to the user) and optionally to have assigned items be 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 also included in the front-end administration.

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

A sidebar widget is also available as shortcode to display the to-do list items on your site. There are 2 short codes for front-end list administration. Category management is accessed via the back-end admin section.

If you plan to set up a multi-author blog you can use the to-do lists plugin to create custom to-do lists for your post planners if you also install the Post Planner plugin for WordPress.

Installing The Cleverness To-Do List Plugin

From your site’s admin, click on Plugins > Add New …

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

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

Activate the plugin …

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

When the plugin has been activated, click on Settings …

Note: The plugin’s ‘Settings’ screen can also be accessed by selecting To-Do List > Settings from the dashboard menu …

This takes you to the ‘Settings’ section …

Let’s go through the plugin setup process …

Cleverness To-Do List Plugin Configuration

The Settings screen is divided into 4 tabs:

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

This lets you add categories that you can then 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.

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

List View

List View lets you choose how lists are viewed. You can choose three kinds of list views:

• Individual – Choosing this option lets users create and manage their own private to-do list.
• Group – Use this option if you want all users to share one to-do list.
• Master – Choose this option to create one master list for all users, where users have their own individual completion of items. If you select 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 choose Alphabetical, ID or Category, ID, Category or Alphabetical options, items will be first sorted by priority.

Show Added By

If this option is enabled (‘Yes’), you can display which members on your site have added an item to your to-do list.

Note: This setting only applies when ‘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 your to-do tasks …

Show Progress

Enabling this option (‘Yes’) 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 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

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

Integrate with Post Planner

If you are running a collaborative website or blog, you can integrate the Cleverness To-Do List plugin with a plugin called WordPress Post Planner, from the same plugin developer that helps to make managing a multi-author WordPress site easier …

Go here for more information about using this handy plugin: WordPress Post Planner – Plugin For WordPress

When you have configured your plugin options in this section, click the ‘Save Changes’ button to update your settings …

Advanced Settings

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

This brings up the ‘Advanced Settings’ section …

In this tab you can customize your To Do lists, assign to-do items to other users and carry out plugin 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

This section of the ‘Advanced Settings’ tab allows you to customize your To-Do List …

You can configure the following options in this section:

Date Format

Here you can 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, see the relevant section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

In this area you can customize the labels for highest, normal and lowest (low) priority items …

Items prioritized as “important” are shown in red in your lists and lowest priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled, the items’ IDs show up on the list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) will display the date your 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 options in this section and assign to-do items to other users …

You can configure the following options in this area:

Assign To-Do Items to Users

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

User Roles to Show

Checking the boxes in this section Contributor displays the type of users that can be assigned to-do items. Leave the check box unticked for any roles that you do not want to assign to-do items.

Email Assigned To-Do Items to User

If you enable this option, WordPress will automatically send users an email 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, skip other items 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 in the subject of emails sent to users …

Leave this option disabled (‘No’) if you don’t want categories to show the subject of your emails.

If you don’t want to display categories in the subject of your emails, then leave this option disabled (‘No’).

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 various 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 email notifications. Add your company name, your domain, your name, or anything you like in this field …

From Email

In this field, type the email address that you would like displayed as the “sent from” address …

Subject Field for Emails Sent to User

Enter a subject field for the email that will be sent out automatically to users when a new item has been added in 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 area of the ‘Advanced Settings’ tab lets you carry out database maintenance operations associated with plugin data inside your plugin settings area itself without having to log into your server …

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

The following tasks can be performed in this section:

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

Any actions that you perform on the database from this screen cannot be reversed. If you are sure that you want 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 do your own site backups, then consider hiring a professional, or use backup plugins. You can learn more about a WordPress backup plugin that can automate your site backups here:

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

User Permissions

This section lets you configure user permissions and capabilities for Group or Master List types …

If you are using Individual List, the only permission that is applicable in this section is the View To-Do List option …

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 be able to perform for each option …

By default, general capabilities for each user role are configured as follows:

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

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

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

View To-Do List

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

Complete To-Do Item Capability

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

Add To-Do Item Capability

This enables the chosen capability to add new items.

Edit To-Do Item Capability

This allows the chosen capability to edit existing items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

This option permits 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

This setting enables the chosen capability to delete individual items.

Delete All To-Do Items Capability

This allows 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 transfer data from an existing to-do list to another website, or store your list data for backup or reporting purposes.

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

Use this section to easily import or 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 the data as plain text to a storage device (e.g. your hard drive) …

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 an 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 the ‘Download Export File’ button to download your file to your hard drive…

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 uploading your data file, click on ‘Import Settings’ …

Your file will be imported.

Now that you have configured all plugin settings, you are ready to begin creating and editing 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 go to the menu and select To-Do List > To-Do List …

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

How To Add A New Item To Your To-Do List

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

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

You can also add a new item to your to-do list from the ‘To-Do List’ dashboard section 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 already contains many items, since the link will simply take you to the “Add New To-Do Item” section further down the screen) …

The above methods will bring 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 new items to your to-do list.

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

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

You can also assign multiple users to the same item (click on ‘x’ to remove users) …

Once After adding a new item, the item will be listed as an entry in the ‘To-Do Items’ table …

Repeat the above process to continue adding 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 items under the ‘Action’ column …

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

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

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

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

And gets listed the ‘Completed Items’ table located in the ’To-Do List’ page …

Additional Information

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

Plugin Widget

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

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

The to-do list will appear where you have added the widget (i.e. the sidebar menu, footer, etc.)

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

• Using WordPress Widget

Using The Cleverness To-Do List Plugin Shortcodes

You can also display lists on your site with shortcodes.

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

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

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

This section explains different ways to configure and use short codes for displaying lists on your posts and pages.

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

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

Go here for more details about this plugin:

• Cleverness To-Do List WordPress Plugin

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

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