How To Add To-Do Lists In WordPress

Learn how to easily create a to-do list in WordPress.

Creating To-Do Lists In WordPress

WordPress Tutorials - How To Create To-Do Lists In WordPressIf you are running a fast-paced business, there is never enough time to get everything done.

There is just so much work to do and things to remember. You have clients to meet, urgent tasks to complete, priorities to attend to, fires to extinguish, deliveries 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 dimension of trying to promote and grow your business online and maintaining your website updated with fresh content and everything can quickly start becoming unmanageable and out of control.

Whether you are running a business, website, blog, or managing a project, it’s important to be able to organize and manage your daily tasks.

One ”tried and true” tool that can help you save time, reduce stress, and allow you to gain some control is to use a “to-do” list.

To-Do Lists – Benefits

A “to do” list helps you measure your progress as you complete tasks. Your to do list can be detailed and very specific, or serve as a concise reminder of the things that need to be done today, tomorrow, this week, this month, etc.

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

Think Clearly

Creating to do lists means you don’t have to keep remembering things or store information inside your mind. Once things are jotted down on a to-do list, your mind is free to process other information and you can focus on other things that are important.

Better Strategic Planning

By creating and organizing a to do list, you can see the larger picture and formulate a strategic plan to get tasks completed on time and on budget.

Keep Work Logs

To-do lists allow you to maintain documented logs of what has been done. This can be used to provide evidence of work done to employers or clients, or simply as a method of helping you track your own productivity and efficiency.

Accountability

Without accountability there is no commitment to getting things completed, and no motivation to take meaningful action. Lack of accountability can also let excuses creep in and take over your work day.

Collaboration

Using to-do lists and other project management tools is essential for getting other people involved on some of your larger or more complex projects.

As you can see, there are many benefits to using a to-do list, both in business and in your personal life. Creating a to do list, prioritizing tasks and working systematically improves your business productivity and efficiency.

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

In this step-by-step tutorial we are going to show you how to add a to-do list to your WP website or blog to help your team get things done  faster and more efficiently using a customizable, multi-featured to-do list plugin called Cleverness To-Do List.

Cleverness To-Do List

to do list Cleverness

Cleverness To-Do List Plugin Download URL

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

Plugin Description

This WordPress plugin provides users with a to do list feature.

Cleverness To-Do List Plugin Features

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

You can configure the plugin with private to do lists for each user, 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 has a variety of settings available. You can assign to do items to a specific user (this includes a setting to email new to do items to assigned users) and optionally to have those items be viewable by that user. You can also assign different permission levels to different users based on user roles. There are also settings available to enable the display of deadline and progress fields. Category support is included as well in the front-end administration.

A new menu item is added to the admin backend to help you manage your list and the to-do lists are also displayed 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 two short codes for front-end administration of your list. Management of categories is accessible through the back-end.

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

How To Install The Plugin

Inside your WordPress dashboard, scroll down the main menu and select Plugins > Add New

WordPress Plugin

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

plugin to-do lists - Cleverness plugin WordPress - Install Cleverness To Do List Plugin

Locate the plugin in the Search Results section and click Install Now

Cleverness to do lists plugin - Cleverness plugin WP to-do lists - Install To Do List

Click “Activate Plugin” …

plugin to do lists Cleverness - plugin to-do list Cleverness - Activate Cleverness To Do List Plugin

Note: You can also activate the plugin from the Plugins section …

Cleverness plugin WordPress to do lists - Cleverness plugin WordPress - Activate Cleverness To-Do List Plugin

After the plugin has been activated, click on Settings

WP plugin to do lists - to-do list Cleverness - Cleverness To-Do List Plugin Settings

Note: You can also get to the ‘Settings’ screen by choosing To-Do List > Settings from the admin menu …

WordPress plugin to-do lists - To Do List > Settings

This brings you to the ‘Settings’ page …

plugin to-do list - To Do List Settings Tab

Let’s go through the plugin configuration process …

Setting Up The Cleverness To-Do List Plugin

The Settings screen is divided into four tabs:

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

Let’s now review each of these sections.

To-Do List Settings

WP plugin to do lists - To-Do List Settings

Categories

Select ‘Enabled’ to organize lists 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 …

Cleverness to-do list - To-Do List Menu Categories

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

Cleverness to do list - To-Do List Add Category

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

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

List View

List View allows you to choose how your lists will be viewed. You can choose from three kinds of list views:

  • Individual – Choosing this option lets users create and manage their own private to-do list.
  • Group – Select this option if you want all users to share the same to-do list.
  • Master – Select this option to have a 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 adjust the User Permissions appropriately in the ‘User Permissions’ tab (see further below).
Sort Order

Cleverness to-do lists plugin - To Do List Settings Sort Order

‘Sort Order’ lets you specify how to order your to-do list items.

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

Show Added By

If enabled, you can display which members on your site have added an item to the to-do list.

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

Show Date Completed

Enabling this option (‘Yes’) displays completion dates for to-do tasks.

Show Deadline

Enabling this option lets you specify deadlines for to-do tasks …

to-do list Cleverness - To Do List Settings Deadline

Show Progress

Enabling this option (‘Yes’) lets you specify task progress indicators for your to-do items …

WordPress plugin to-do lists - To Do List Progress

Show Admin Bar Menu

If this option is enabled (‘Yes’), the ‘To-Do List’ menu displays in your WP Admin bar

Cleverness to-do list - Show Admin Bar Menu

Use WYSIWYG Editor

If this option is enabled, you can add and edit items on your to-do list using the WordPress WYSIWYG Editor

WordPress plugin to do lists - WYSIWYG editor

Use Auto Paragraphs

If enabled, automatic paragraphs are used to display content in to-do lists.

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, from the same developer that provides you with a complete WordPress editorial solution …

WordPress Post Planner - WordPress Plugin

To learn more this WordPress plugin, visit this site: WordPress Post Planner – WordPress Editorial Solution Plugin

Once you have finished configuring your plugin options in this section, click the ‘Save Changes’ button …

WP button - save changes

Advanced Settings

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

Cleverness to-do lists plugin - To Do List Advanced Settings Tab

This brings you to the ‘Advanced Settings’ screen …

Cleverness to do lists - To-Do List Advanced Settings Tab

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

Let’s step 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 lets you customize your To Do List …

plugin to-do list - To-Do List Advanced Settings - Customize To-Do List Settings

The following settings can be configured in this section:

Date Format

Here you can specify how to display dates in your to-do lists (e.g. month/day/year, day/month/year, etc.)

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

WordPress Codex – Formatting Date And Time

Priority Labels

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

Cleverness plugin to do list WordPress - Priority drop-down menu

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

Cleverness plugin to-do lists - sort by priority

Show To-Do Item ID

If enabled, the item’s ID will display on your list …

Cleverness plugin WordPress - Show To Do Item ID

Show Date To-Do Was Added

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

Cleverness plugin to-do list WordPress - Date Added column

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

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

Cleverness plugin WordPress - To Do List Advanced Settings > Assign To-Do Items Settings

You can configure the following options in this section:

Assign To-Do Items to Users

If enabled (‘Yes’), you can assign to-do items to other users …

Cleverness to do lists plugin WP - Assign To Do Items to 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 (‘Yes’), you can display to-do items only to users who have been specifically assigned those items. Leave this option disabled to display to-do items to all users.

User Roles to Show

Checking the boxes in this area Contributor displays the type of users that can be assigned todo items. If you don’t want to assign to-do items to a role, then don’t tick its checkbox.

Email Assigned To-Do Items to User

If you enable this option, WordPress will automatically send an email to users with their assigned to-do items …

WP plugin to do lists - Assigned To Do Items Email

If you don’t want emails sent out to users, then leave this option disabled (‘No’).

Note: If you disable this option, skip the 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 on the subject of your emails …

plugin to-do list Cleverness - Add Category to Email Subject

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

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

Show Who Assigned the To-Do Item in Email

If this option is enabled (‘Yes’), you can display the user who assigned the to-do item in the email. This option is useful if, for example, you have various project managers assigning to-do items to users …

Cleverness to do list plugin - To-Do Item Email From Field

From Field for Emails Sent to User

This field lets you customize the “From” field when sending out emails. Type the name of your company, your domain, your name, or anything you like in this field …

WordPress to do lists plugin - To-Do Item Email From Field

From Email

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

to-do lists plugin Cleverness - From Email

Subject Field for Emails Sent to User

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

Cleverness plugin WP - Subject Field for Emails Sent to User

Text in Emails Sent to User

Type 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 lists Cleverness - To Do Item Email Text Field

To-Do List Advanced Settings > Database Cleanup

In this section of the ‘Advanced Settings’ tab you can perform database maintenance tasks related to plugin data directly from your plugin settings area …

Cleverness plugin WordPress to do list - To-Do List Advanced Settings > Clean up Database

This function is useful if, for example, you see that items you have already deleted are still showing up on your site.

The following tasks can be performed in this section:

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

Note

Actions that you perform on your database from this screen cannot be undone. If you are comfortable to perform database operations in this section, then make sure to backup your database first.

If you don’t want to perform site backups, then get professional help services, or use a WordPress backup plugin. You can read about a great WordPress backup plugin that we recommend using to automate backups here:

User Permissions

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

Cleverness plugin to do list WP - User Permissions Settings

Useful Info

If you select Individual List, the only item that applies in this section is the View To-Do List permission …

Cleverness to do list - User Permissions Settings Tab - View To-Do-List drop-down menu

If you plan to set 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 …

Cleverness plugin - User Permissions Settings - View To-Do-List

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 non-admin users should only be permitted to view and complete items, otherwise they will have the ability to edit the Master list itself.

Cleverness plugin WP to do lists - User Permissions

Here is a description of the settings for the User Permissions section:

View To-Do List

This permits 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 permits the selected capability to mark to-do items as completed or uncompleted.

Add To-Do Item Capability

This option allows the chosen capability to add new items.

Edit To-Do Item Capability

This allows the selected capability to modify existing to-do items.

Assign To-Do Item Capability

This setting enables the chosen capability to delegate to-do items to individual users.

View All Assigned Tasks Capability

Here you can enable 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 to-do items.

Delete All To-Do Items Capability

Here you can enable the chosen capability to purge all the completed to-do items.

Add Categories Capability

This setting enables the selected capability to add new categories.

Import/Export

The ability to import and export to-do list data can be useful. For example, you may need to transfer data from one website to another, or export your data for backup or archiving purposes.

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

Cleverness plugin WordPress - Import/Export Settings

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

Cleverness - Import/Export Settings Tab

Exporting To-Do List Data

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

Cleverness plugin WP - Import/Export Settings - Import/Export Settings Section - Download Export File

This will open up a new window allowing you to view or save the data in a plain text file (e.g. Notepad) to a storage medium …

Cleverness to do lists plugin WP - Import/Export - Export Settings

As well as exporting list data from the ‘Import/Export’ section, you can also export data by going to your admin menu and choosing Tools > Export

Tools > Export WordPress Menu

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 selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking the ‘Download Export File’ button to save your file to a storage device…

WP Export Menu - Export To Do

Importing To-Do List Data

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

Cleverness to-do list - Import/Export Settings - Import/Export Settings - Import To-Do Data File

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

WP to-do list plugin - Import/Export Settings - Import/Export Settings - Import To-Do File

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

WP plugin to do list - Import/Export Tab - Import/Export Settings Section - Import To Do File

The data from the existing to-do file will be imported.

Now that you have configured all of the 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 admin, then scroll down the menu and select To-Do List > To-Do List

Cleverness to-do lists plugin WordPress - To-Do List Menu

This brings up the ‘To-Do List’ screen …

Cleverness plugin to do lists - To-Do List page

Add New To-Do Items To Your List

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

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

to-do lists plugin Cleverness - How To Add New To Do Items

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

to-do lists Cleverness - How To Add A New Item To Your List

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, as the link is only going to take you to the “Add New To-Do Item” section down the screen) …

plugin to do list Cleverness - Adding New To Do Items To Your List

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

Depending on the way you have configured the plugin settings, some options may not display when new items to your to-do list.

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 to-do item …

Cleverness plugin to-do list - Adding New To-Do Items

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

plugin to do list - Assign To-Do Items to Users

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

Cleverness - Assign To-Do Items to Users

Once the new item has been added, it will display as an entry in the ‘To-Do List’ table …

Cleverness WP to-do list plugin - Add New To-Do Items To Your List

Repeat this process to keep adding new items to your list …

Cleverness to do lists - How To Add New To-Do Items To Your List

Editing And Deleting To Do Items

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

Editing And Deleting To Do Items

Depending on your plugin configuration settings (see previous section), users assigned to completing tasks may also receive an email notification in their inboxes …

Cleverness plugin - Email Assigned To Do Items to User

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

Cleverness plugin WP to do lists - View To-Do List

When users assigned with the item complete the task and click on the item checkbox …

Cleverness - Completed To Do Items User Dashboard

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

Cleverness plugin - Complete To-Do List Items User Dashboard

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

Cleverness plugin to-do list - Completed To-Do Item

Additional Information

The Cleverness plugin offers additional functions that let you display to-do lists on your site using widgets, and display lists on any page or post using shortcodes.

Using The Cleverness 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 display …

Cleverness to-do lists plugin - Using The Cleverness To Do List Plugin Widget

Configure the widget settings and click ’Save’ …

to-do lists Cleverness - Using The Cleverness Plugin Widget

Your list will display wherever you have added the ‘to-do-list’ widget (i.e. the sidebar menu, footer, etc.)

plugin to do list - Using The Plugin Widget

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

Using The Cleverness To-Do List Plugin Short Codes

You can also create lists to your site with shortcodes.

To access the plugin’s short code documentation, select To-Do List > To-Do List from the dashboard menu …

to-do lists Cleverness - To-Do List Menu

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

to do lists Cleverness - Plugin Shortcodes

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

Using Plugin Short Codes

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

Once you know what information you want to add to your site, create or edit a new or existing page or post and either type or paste the short code inside the content editor …

Plugin Shortcodes

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

Short Codes

Visit this site for more details about this plugin:

Congratulations! Now you know how to create and add a to-do list to your WordPress site.

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