How To Create To Do Lists In WordPress
If you are running a fast-paced business or managing other people, time always seems to be in short supply.
There is just too much to do and remember. You have clients to meet, project tasks to complete, priorities to attend to, fires to extinguish, calls and appointments to make, commitments to keep and so on. The stress of trying to get things done on time never seems to stop.
Now … on top of all this, add the extra dimension of promoting and growing your business online and maintaining your website updated with new content and things can start to feel unmanageable and chaotic.
Whether you run a business, website, blog, or manage a team, you need to be able to organize and manage your daily tasks.
One proven tool that can help you save time, reduce stress, and allow you to take control is to use “to do” lists.
The Benefits Of Using A To Do List
A “to-do” list can help you measure your progress as you work towards completing projects. Your to do list can be quite detailed or specific, or act as a reminder of tasks that need doing today, tomorrow, this week, this month, etc.
Here are just a few of the many benefits of using to-do lists:
A To Do List Helps To Stay Organized
A to do list helps you create order, stay organized and achieve your goals faster.
Time Prioritization
Prioritizing tasks on your list helps you manage your time more effectively. You can gain a better perspective on what’s more urgent vs what’s not, and what steps have to be done first.
Reschedule Quickly
Using to do lists let you better deal with new situations. If you suddenly find that an appointment has been cancelled at short notice or extra time becomes available when something gets completed sooner than expected, you can keep moving forward with minimal disruption.
Stress Less
Stress can come from feeling overwhelmed by the fact that there is so much that needs doing and so little time to do it all in. Using a to-do list lets you prioritize urgent things that have to be completed immediately, and reschedule tasks that can be addressed later. This can help reduce stress.
Delegate Better
To-do lists help you delegate tasks to others better. This is also important if you plan to collaborate 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. Create a list, prioritize your list items and work in a focused manner and your business productivity and efficiency is sure to increase.
What about adding to-do lists to your WordPress website?
In this detailed step-by-step tutorial we are going to show you how to easily add to do lists to a WordPress site to improve business efficiency and productivity using a customizable, multi-featured to-do list WordPress plugin called 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 to-do lists to your WordPress website or blog.
Plugin Features
Note: the plugin features described below will be discussed in more detail in the tutorial section.
You can set up Cleverness To-Do List to assign private to do lists for individual users, to have all users share a to-do list, or to have a master list with individual completion of items.
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 the assigned user) and optionally to have those items be seen by that user. You can also assign different permission levels using capabilities. There are also settings available to enable the display of 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 appear on a dashboard widget.
A sidebar widget is also available as shortcode to display the to-do list items on your blog. There are 2 short codes for front-end administration of your list. Category management is accessed via the back-end admin section.
If you plan to set up a multi-author blog you can use this plugin to create custom to do lists for your post editors if you also install the Post Planner plugin.
How To Install The Cleverness To-Do List Plugin
Log into your site’s admin and 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 area and click Install Now …
Click “Activate Plugin” …
Note: You can also activate this plugin from the Plugins section …
When the plugin has been activated, click on Settings …
Note: The plugin’s settings section can also be accessed by choosing To-Do List > Settings from the dashboard menu …
This takes you to the plugin ‘Settings’ area …
Let’s set up the plugin …
Setting Up The Cleverness To-Do List Plugin
The Settings screen is divided into 4 tabs:
- To-Do List Settings – This section is where you specify the plugin’s main settings.
- Advanced Settings – This section is where you can customize To Do lists, assign tasks to other users and perform plugin 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 – The options in this tab let you export and import your to-do list data and plugin settings.
Let’s now configure each of these tabs.
To-Do List Settings
To-Do List 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 gets added to the To-Do List menu …
This allows you to add categories that you can 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 lists.
Categories set to ‘private’ are not visible using sidebar widgets or short codes (only when ‘Sort Order’ is set to ‘Category’)
List View
List View allows you to choose how to-do lists will be viewed. You can choose from 3 kinds of to do list views:
- Individual – Selecting this option allows users to create and manage their own private to-do list.
- Group – Choose this option if you want all users to be able to share one to-do list.
- Master – This option allows you to create a master list for all users, where users have their own individual items to complete. If using 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 choose Category, Alphabetical or ID, Category, ID or Alphabetical options, items will be sorted first by priority.
Show Added By
If this option is enabled (‘Yes’), you can display which of your members has added an item to your to-do list.
Note: This setting only applies when ‘List View’ is set to ‘Group’.
Show Date Completed
If this option is enabled (‘Yes’), completion dates will display for your to-do items.
Show Deadline
Enabling this option (‘Yes’) lets you specify deadlines for 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 (‘Yes’) lets you display the ‘To-Do List’ menu in your WP Admin bar …
Use WYSIWYG Editor
If enabled, you will be able to 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 to-do list items.
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 …
Go here to learn more this handy plugin: WordPress Post Planner – Editorial Solution Plugin For WordPress
After configuring your plugin options, click the ‘Save Changes’ button …
Advanced Settings
Once you have configured the general settings, click on the ‘Advanced Settings’ tab …
This brings up the ‘Advanced Settings’ screen …
This section lets you customize your To-Do lists, assign to-do tasks to users and perform 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
Here 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 lists (e.g. month/day/year, day/month/year, etc.)
Note: To learn more about how to format dates in WordPress, see the relevant section of the WordPress Codex below:
WordPress Codex – Formatting Date And Time
Priority Labels
Here you can customize the labels for important, normal and lowest (low) priority items …
Highest priority items display in red in the lists and lowest (low) priority items display in a lighter shade of grey …
Show To-Do Item ID
If enabled, the item’s ID will display on your list …
Show Date To-Do Was Added
Enabling this option (‘Yes’) displays the date the To-Do 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 area and assign items to other users …
You can configure the following options in this section:
Assign To-Do Items to Users
If this option is enabled (‘Yes’), you can 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
If enabled, you can 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
Checking the boxes in this area (Administrator displays the type of users that can be assigned items. Leave the checkbox 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 automatically sends users an email with their assigned to-do items …
If you don’t want emails sent out to users, then leave this option disabled.
Note: If this option is disabled, 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 …
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-do categories added to the email subject.
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 option is useful if, for example, 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 notifications to users. Enter the name of your company, your domain, your name, or anything you like in this field …
From Email
Type into this field the email address that you would like showing as the “sent from” email address …
Subject Field for Emails Sent to User
Type in a subject field for the email that will be sent automatically to users when new items have been assigned in 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
In this area you can perform database maintenance tasks associated with plugin data directly from your plugin settings area without the need to log into your web server …
This is useful if, for example, you notice that previously deleted todo 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 of your 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 WP database first.
If you don’t want to perform manual backups, then hire a professional service, or use a backup plugin. You can read about a great WordPress backup plugin that can automate your backup process here:
User Permissions
In this section you can configure user permissions and capabilities for Group or Master List types …
If you select the Individual List type, the only item that is applicable for this section is the View To-Do List permission …
If you are configuring 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 …
The default general capabilities of 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-administrators should only be authorized to view and complete items, otherwise they will be able to edit the Master list itself.
Let’s go through the settings in this tab:
View To-Do List
Here you can permit 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 option allows the selected capability to mark to-do items as completed or not completed.
Add To-Do Item Capability
Here you can permit the chosen capability to add new to-do items.
Edit To-Do Item Capability
Here you can permit the chosen capability to modify existing to-do items.
Assign To-Do Item Capability
Here you can enable 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
Here you can enable the selected 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 enable the chosen 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 an existing list to another website, or export 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 export or import your list data and plugin settings …
Exporting To-Do List Data
You can export and download your data settings by clicking on the ‘Download Export File’ …
This will open up a window allowing you to download and save your data in plain text format to a storage device (e.g. your hard drive) …
As well as exporting data from the ‘Import/Export’ section, you can also export data by going to your WordPress main 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 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 previously saved to-do list data file, click on the ‘Browse’ button next to the ‘Choose File to Import’ field …
Locate the previously saved to-do list data file and click ‘Open’ …
Once the data file has been uploaded to your settings area, click the ‘Import Settings’ button …
Your file data will be imported.
After configuring all of the plugin settings, you are ready to begin create and edit your lists.
How To Use Cleverness To-Do List
To create a new to do list, log into your WordPress admin, then go to the menu and click on To-Do List > To-Do List …
This brings you to the ‘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 a new item to your to-do list from your admin bar …
You can also add new items to your to-do list in your Dashboard 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 contains many items, as the link will simply take you to the “Add New To-Do Item” section down the screen) …
The methods shown above will take you to the ‘Add New To-Do Item’ area.
Depending on how you have configured your plugin’s settings, you may or may not see certain options displayed when when you add new to-do items.
Select 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 new to-do item …
Note: If you have chosen a list type that lets you assign responsibilities over 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 After adding a new item, it will display as an entry in the ‘To-Do List’ table …
Repeat this process to add new items to your to-do list …
Edit And Remove To-Do Items From Your List
To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons associated with items under the ‘Action’ column …
Depending on how you have configured your settings (discussed earlier), users assigned to completing tasks may also receive an email notification in their inboxes …
Once you have created your to do list, users can view it from their 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 added to the ‘Completed Items’ section located in the ’To-Do List’ page …
Additional Information
The Cleverness plugin provides additional functions that let you display a to-do list on your WordPress site using widgets, and insert a list into content inside a page or post using shortcodes.
Plugin Widget
To add to-do lists 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 the list to display …
Configure the widget settings and click ’Save’ to update your settings …
Your list will appear on your site where you have inserted the widget (e.g. the sidebar menu, footer, etc.)
To learn more about how to use WordPress widgets, see the tutorial below:
Shortcodes
You can also display to-do lists and checklists to your site with shortcodes.
To access the plugin’s short code documentation, click on To-Do List > To-Do List from your admin menu …
Click on the ‘Help’ tab on the corner of your screen …
Click on the ‘Shortcodes’ menu to access the Shortcode Documentation screen …
The documentation section explains various ways to configure and use short codes for displaying lists and checklists on your posts and pages.
Once you know what type of information you would like to display on your site, create a new post or page and either type or paste the shortcode inside the content editor …
Publish your post or page and you should see the list displayed in the location where you entered the shortcode …
To download this plugin, visit this site:
Congratulations! Now you know how to add to-do lists to your WordPress site.
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"These tutorials have so much information and are easy to understand. If you use WordPress or plan to in the future these will help you with everything you need to know." - Valisa (Mesa, Arizona)
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