How To Create A To Do List In WordPress

If you plan to run a hectic business or manage other people, time is always in short supply.

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

Now … on top of all this, add the extra workload of promoting and growing your business online and maintaining your website or blog updated with new content and everything can start to feel unmanageable and chaotic.

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

A simple proven tool that can help you save time, reduce stress, and allow you to gain some control is to use “to do” lists.

The Benefits Of Using A To-Do List

A “to do” list can help to keep you on track and monitor your progress as you work towards your goals. Your to-do list can be detailed and specific, or just serve as a concise reminder of what needs to be done over a given period of time.

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

Free Your Brain

Writing to do lists means you don’t have to try and remember stuff or clutter your head with details. 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 more important.

Better Strategic Planning

Creating and organizing to do lists helps you break down larger projects into doable tasks and create a strategy to get things completed on budget and on time.

Reschedule Quickly

A to do list helps you better handle situations. If you find that an appointment gets cancelled or extra time becomes available when some part of the project gets completed sooner than expected, you can continue moving forward with no disruption.

Eliminate Stress

Stress can result from feeling overwhelmed by so much to do and very little time to do it in. Using a to-do list allows you to prioritize urgent things that have to get done within a reasonable timeframe, and push out items that can be worked on later. This can help you stress less.

Better Delegation Of Work

Having to do lists help you better assign tasks to other people. This is also important when collaborating with others (see further below).

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 in a systematic way improves your business productivity and efficiency.

What about using to do lists on your WordPress website or blog?

In this tutorial you are going to learn how to create to do lists in WordPress to help your business grow  faster and more efficiently using a customizable, multi-featured to do list plugin called Cleverness To-Do List.

Cleverness To Do List

Cleverness To-Do List Plugin Download URL

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

Plugin Description

This WordPress plugin lets you easily add a customizable to do list to a WordPress site.

Features

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

You can set up the plugin 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 offers different settings. You can assign to-do items to a specific user (this includes a setting to email new to-do items to users) and optionally to have those items only seen by that user. You can also assign different permission levels using capabilities. There are also settings available to display deadline and progress fields. Category support is included as well as front-end administration.

A new menu item is added to the admin backend to help you manage your lists and your to-do list can also be displayed on a dashboard widget.

A sidebar widget is also available as short code to display the to-do list items on your blog. There are two shortcodes for front-end administration of your list. Category management is restricted to the back-end.

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

Plugin Installation

Inside your WP administration 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 Enter on your keyboard …

Locate the Cleverness To-Do List entry 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 …

After the plugin has been activated, click on Settings …

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

This brings you to the ‘Settings’ screen …

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

Plugin Configuration

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

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

Let’s now configure each of these sections.

To-Do List Settings

Categories

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

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

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

List View

List View lets you choose how lists will be viewed. There are three list views:

• Individual – Select this option if you want each user 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 – Select this option to create 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 set the User Permissions appropriately in the ‘User Permissions’ tab (see further below).

Sort Order

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

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

Show Added By

Enabling this option lets you display which of your members has added an item to the to-do list.

Note: This setting only applies when ‘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 (‘Yes’) lets you 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 (‘Yes’) displays the ‘To-Do List’ menu in your WP 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 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 site 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 the process of managing a multi-author WordPress site easier …

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

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

Advanced Settings

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

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

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

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

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

In this area you can customize your To-Do List …

You can configure the following options in this section:

Date Format

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

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

WordPress Codex – Formatting Date And Time

Priority Labels

This section lets you customize your labels for prioritizing important, middle and lowest items …

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

Show To-Do Item ID

If this option is enabled (‘Yes’), the items’ IDs appear on your list …

Show Date To-Do Was Added

If this option is enabled, the date your to-do list was added will display on the To-Do 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 settings in this section and assign to-do items to other users …

The following settings can be configured in this section:

Assign To-Do Items to Users

Enabling this option lets you assign to-do items 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 (‘Yes’) to display items only to users who have been specifically assigned those items. Leaving this option disabled will display items to all users.

User Roles to Show

Check the boxes in this area (Administrator, Editor, Author, Contributor, Subscriber) to display the type of users that can be assigned todo 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

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

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

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

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

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

Show Who Assigned the To-Do Item in Email

Enabling this option displays the user who assigned the to-do item in the email. This is a useful option if you have a number of project managers assigning to-do items to users …

From Field for Emails Sent to User

Use this field to customize the “From” field when sending out email notices. Add your company name, your domain, your name, or anything you like into this field …

From Email

Add the email address that you would like to display as the “sent from” email address …

Subject Field for Emails Sent to User

In this field, add a subject field for the email that will be automatically sent out to users when new items have 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 perform database maintenance tasks associated with plugin data inside the plugin settings area without having to log into your server …

This is useful if, for example, you see that previously deleted todo items are still displaying on your site.

The tasks below can be performed in this section:

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

Any database operations performed from this screen cannot be undone. If you are comfortable to carry out database operations in this section, then remember to backup your WordPress database first.

If you don’t want to do your own site backups, then get professional assistance, or use a backup plugin. Learn about a great WordPress backup plugin that can automate your site backups here:

• Back Up, Duplicate & Protect Your WordPress Website With Backup Creator WP Plugin

User Permissions

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

If you choose Individual List, the only setting that is applicable for this section is the View To-Do List option …

If you plan to configure 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 …

By default, general capabilities of each user role are set up as follows:

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

Note: When using the Master list type non-administrators should only be authorized to view and complete items, otherwise they will be able to edit the Master list.

Let’s review the settings for this section:

View To-Do List

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

Add To-Do Item Capability

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

Edit To-Do Item Capability

Here you can permit the selected capability to edit existing items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

Here you can allow 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 items.

Delete All To-Do Items Capability

This setting permits the chosen capability to purge all the completed to-do items.

Add Categories Capability

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

Import/Export

Being able 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 export the list data for backup or reporting purposes.

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

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

Exporting To-Do List Data

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

This opens up a window allowing you to view or download the data as plain text to a storage device (e.g. your hard drive) …

As well as exporting 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 – pages, posts, etc…), or selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking on the ‘Download Export File’ button to save your file to your hard drive…

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

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

Your file data will be imported.

Now that you have configured all plugin settings, you are ready to start creating and editing your to-do lists.

How To Use Cleverness To-Do List

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

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

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 to-do items to your list from your WP admin 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 also 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 at the bottom of the page) …

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

Depending on how you have set up your plugin, some options may not display when adding new to-do items.

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

Note: If you have chosen a list type that allows you to assign 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 a new item item, it will display as an entry in the ‘To-Do List’ table …

Repeat this process to keep adding items to your list …

Edit And Delete 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 earlier), users assigned to completing tasks may also receive an email notification in their inboxes …

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

When the user assigned with an item completes the task and clicks on the item check box …

… the item disappears from the “To-Do” list …

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

Additional Plugin Information

The Cleverness To-Do List plugin provides added functionality that lets you display to-do lists on your site using widgets, and display lists on content inside a 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 (or footer) menu where you would like your list to appear …

Configure the settings in the widget and click ’Save’ …

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

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

• Using Widgets In WordPress

Using Plugin Short Codes

You can also display to-do lists and checklists to your site by inserting shortcodes into your content.

To access the plugin’s short code documentation, select To-Do List > To-Do List from the 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 short codes for displaying lists on your posts and pages.

Once you know what information you would like to display on your site, create or edit a new or existing 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 where you added the short code …

Visit the plugin website here for more information about this plugin:

• Cleverness To-Do List WordPress Plugin

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

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