How To Create A To Do List In WordPress

If you are running a hectic business, time is always in short supply.

There are just so many things to do and remember. You have so many deadlines to meet, urgent tasks to complete, meetings to attend, fires to put out, appointments to make, schedules to keep and so on. The amount of things that need ”doing” never seems to stop.

Now … on top of all this, add the extra workload of promoting and growing your business online and maintaining your website updated with regular content and everything can start to become unmanageable and overwhelming.

Whether you run a business, website, blog, or manage a team, it’s important to be able to organize and prioritize your daily tasks, monitor your progress, and, if necessary, assign tasks and responsibilities to members of your team efficiently.

One simple “tried and true” tool that can help you save time, alleviate stress, and allow you to regain control is to use “to do” lists.

To-Do Lists – Benefits

A “to-do” list helps you monitor your progress as you complete tasks. Your to do list can be very detailed and very specific, or serve as a reminder of what needs to be done today, tomorrow, next week, next month, etc.

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

A To-Do List Helps You Stay Organized

To-do lists help you create order, keep things organized and achieve your goals faster.

Time Prioritization

Prioritizing tasks on your list helps you save time and better manage your workload. You can gain a better perspective on what is more important vs what is not, and what steps have to be done first.

Document Your Work

A to do list allows you to keep documented logs of what has been done. This can be used as evidence of work done to clients or employers, or simply as a way of helping you measure your own productivity and efficiency.

Stress Relief

Stress can result from feeling overwhelmed by the fact that there is so much to do and so little time to do it all in. Using a to-do list lets you prioritize urgent things that need to be completed immediately, and push out non-urgent items that can be addressed later. This can help reduce the feeling of being overwhelmed and take away some of the stress you (and your team) may be feeling.

Sense Of Accomplishment

Ticking items off to do lists gives you a sense of accomplishment and allows you to relax more, as you can objectively see (or show) that the work is 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, then prioritizing tasks and working to complete the items on your list improves productivity and efficiency in your business.

What about adding to-do lists to your website?

In this step-by-step tutorial we are going to show you how to easily create to do lists in WordPress to help your team get things done  faster and more efficiently using a great little WordPress plugin called Cleverness To-Do List.

Cleverness To Do List

Cleverness To-Do List Plugin URL

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

Plugin Description

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

Plugin Features

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

You can set up the plugin to have 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 includes different settings. You can delegate to do items to specific users (this includes a setting to email a new to-do item to users) 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 available to show 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 list is 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 list administration. Management of categories is accessed via the back-end admin section.

If you plan to set up a multi-author blog 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.

Installing The Cleverness To-Do List Plugin

Log into your WordPress admin section and click on Plugins > Add New …

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

Once the plugin has been activated, click on Settings …

Note: The plugin’s ‘Settings’ area can also be accessed by selecting To-Do List > Settings from your admin menu …

This brings you to the plugin ‘Settings’ area …

Let’s go through the plugin setup process …

Setting Up The Plugin

The Settings area is divided into 4 sections:

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

Let’s review each of these sections.

To-Do List Settings

To-Do List Categories

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

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

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

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

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

List View

List View lets you choose how to-do lists are viewed. There are 3 kinds of 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 – Selecting this option lets all users share one to-do list.
• Master – This option allows you 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 to set the User Permissions appropriately in the ‘User Permissions’ tab (this is covered further below).

Sort Order

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

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

Show Added By

If enabled, you can display which of your members has added an item to the to-do list.

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

Show Date Completed

If this option is enabled (‘Yes’), completion dates will display for your to-do tasks.

Show Deadline

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

Show Progress

Enabling this option (‘Yes’) lets you 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 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

If this option is enabled, automatic paragraphs are used to display content in your to-do lists.

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 provides you with a complete WordPress editorial solution …

To learn more this WordPress plugin, go here: WordPress Post Planner

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

Advanced Settings

After configuring the settings in the To-Do List Settings tab, click on the ‘Advanced Settings’ tab to proceed …

This brings you to the plugin’s ‘Advanced Settings’ section …

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

Here you can customize your To Do List …

The following options can be configured in this section:

Date Format

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

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

WordPress Codex – Formatting Date And Time

Priority Labels

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

high priority items are shown in red in your lists 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 will show on your list …

Show Date To-Do Was Added

If this option is enabled, the date your to-do list was added shows on your To-Do Items table …

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 area and assign items to other users …

The following options can be configured in this area:

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

Enable this option (‘Yes’) to display tasks 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

Check the boxes in this section Editor to display the type of users that can be assigned to-do items. If you don’t want to assign to-do items to a particular role, then leave its checkbox unticked.

Email Assigned To-Do Items to User

If you enable this option, WordPress automatically sends 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 you disable this option, skip other settings 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-do categories displayed in the subject of your emails.

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

Show Who Assigned the To-Do Item in Email

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

From Field for Emails Sent to User

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

From Email

Add the email address that you want displayed as the “sent from” email address …

Subject Field for Emails Sent to User

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

Text in Emails Sent to User

Enter 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 allows you to perform database maintenance operations associated with plugin data inside the plugin settings area itself without the need to log into your web server …

This function is useful if, for example, you see that old to-do items are still listed on your site.

The tasks below can be performed:

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

Actions that you perform on your database from this screen cannot be undone. 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 site backups, then get assistance from a WordPress professional, or use WordPress backup plugins. You can learn more about a WordPress backup plugin that we recommend using to perform automated WordPress backups here:

• Back Up, Copy And Keep Your WP Website Protected With Backup Creator Plugin For WordPress

User Permissions

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

If you have chosen Individual List, the only permission applicable 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 want users to perform for each option …

The default general capabilities for each user role are set 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.

Let’s now review the settings for this tab:

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

This setting permits the chosen capability to mark items as completed or uncompleted.

Add To-Do Item Capability

This allows the chosen capability to add new items.

Edit To-Do Item Capability

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

Assign To-Do Item Capability

This option allows the selected capability to assign items to individual users.

View All Assigned Tasks Capability

This option enables 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 option allows the chosen capability to purge all the completed items.

Add Categories Capability

Here you can allow 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 copy over data from an existing 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 and export your list data and plugin settings …

Exporting To-Do List Data

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

This opens up a window allowing you to download and save the data in plain text format to a storage device …

In addition to exporting to-do list data from the ‘Import/Export’ section, you can also export data by going to your admin 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 – 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 an internal or external 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 …

Locate the file in your hard drive or external drive and click ‘Open’ …

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

Your file data will be imported.

Now that you have configured all of the plugin settings, you are ready to begin creating and editing to-do lists.

Plugin Usage

To create a new to do list, go to your WordPress admin menu and select To-Do List > To-Do List …

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

Add New 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 dashboard toolbar …

You can also add new to-do items inside 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 send you to the “Add New To-Do Item” section down the page) …

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

Depending on the way you have configured the plugin’s settings, you may or may not see certain options displayed when adding new items to your to-do list.

Set up 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 item to your list …

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

You can also assign items to multiple users (click on ‘x’ to delete a user) …

After a new item has been added, the item will be listed as an entry in the ‘To-Do List’ table …

Repeat this process to continue adding items to your to-do list …

Editing And Removing To Do Items From Your List

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 set up the plugin (discussed earlier), users assigned to tasks may also receive email notifications …

After creating your to-do list, users can view the list inside their own user dashboard …

When users responsible for an item complete the task and click on the item checkbox …

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

And gets added to the ‘Completed Items’ section located in the ’To-Do List’ page …

Additional Plugin Information

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

Using The 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 menu where you would like your to-do list to show …

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

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

To learn more about how to use WordPress widgets, see the tutorial below:

• Using s

Using The Cleverness Plugin Shortcodes

The Cleverness To-Do List plugin also lets you display lists to your site by placing short codes into your content.

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

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

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

This documentation section explains various ways to configure and use shortcodes 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 inside the content editor …

After publishing your page or post, you will see the list showing in the location where you have inserted the shortcode …

Visit this site for more information about this plugin:

• Cleverness To-Do List WordPress Plugin

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

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