How To Add To-Do Lists In WordPress

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

Get Thrive Leads for WordPress

How To Create To-Do Lists In WordPress

WordPress Tutorials - Creating A To Do List In WordPressIf you are a business owner or busy manager, time always seems to be in short supply.

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 put out, deliveries to make, commitments to keep and so on. The amount of things that need ”doing” never ends.

Now … add the extra dimension of promoting and growing your business online and keeping your website updated with fresh content and everything can quickly start feeling unmanageable and overwhelming.

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

A simple proven method that can help you save time, create a sense of order and manageability, and allow you to take control is to use a “to do” list.

To Do Lists – Benefits

A “to do” list helps you monitor your progress when trying to achieve a certain goal. Your to-do list can be minutely detailed or specific, or just serve as a reminder of what needs to be done today, tomorrow, next week, next month, etc.

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

See Things More Clearly

Creating a to do list means that you won’t have to try to memorize things or clutter your brain with details. Once things are written down on a to-do list, your head is free to process information and you can focus on other areas that could be more important.

Be More Strategic

Creating and organizing to do lists helps you see the larger picture and come up with a strategy for getting everything done on budget and on time.

Keep Work Logs

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

Accountability

Without accountability there is no commitment to getting things completed, and no motivation to act with a sense of purpose. Lack of accountability can also allow excuses to creep in and impact your productivity.

Working With Others

Using to-do lists and other project management tools is essential for collaborating with other people 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. Create a list, prioritize your list items and work in a systematic way and your business efficiency and productivity is sure to increase.

What about adding a to-do list to your WordPress website or blog?

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

Cleverness To-Do List

Cleverness

Download The Plugin

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

Plugin Description

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

Features

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

You can set up the plugin with private to do lists for individual users, to have all users share your to-do list, or to have a master list with individual completion of items.

The shared to do list option has a variety of settings available. You can assign to do items to specific users (this includes a setting to email new to-do items to users) and optionally to have assigned items be seen by that user. You can also assign different permission levels using capabilities. There are also settings 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 manage your list and your to do lists can also display on a 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 the list. Category management is restricted to the back-end.

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

Installing The Cleverness To-Do List Plugin

From your WordPress administration area, scroll down the main menu and choose Plugins > Add New

WordPress Plugin Install

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

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

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

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

Activate the plugin after installing it …

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

Note: You can also activate this plugin from the Plugins area …

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

Once the plugin has been activated, click on Settings

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

Note: The settings section can also be accessed by selecting To-Do List > Settings from your admin menu …

Cleverness plugin WordPress - To Do List > Settings Menu

This brings you to the ‘Settings’ section …

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

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

Plugin Configuration

The Settings screen is divided into four tabs:

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

Let’s take you through each of these sections.

To-Do List Settings

Cleverness - To-Do List Settings

Categories

Choose ‘Enabled’ to organize your to-do list 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 plugin menu …

WP to do list plugin - To-Do List Menu

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

to do lists plugin Cleverness - To Do List Categories > Add New Category

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

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

List View

List View lets you choose how to-do lists will be viewed. There are 3 to do list views:

  • Individual – Choosing this option lets each user 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 – 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

Cleverness - To Do List Sort Order

‘Sort Order’ lets you specify how your 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

Enabling this option (‘Yes’) lets you display which of your users has added an item to your to-do list.

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

Show Date Completed

If this option is enabled, completion dates will display for your to-do items.

Show Deadline

Enabling this option (‘Yes’) lets you specify deadlines for to-do items …

WP plugin to-do lists - To Do List Deadline

Show Progress

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

Cleverness - To-Do List Progress Bar

Show Admin Bar Menu

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

WordPress plugin to do lists - To-Do List Show Admin Bar Menu

Use WYSIWYG Editor

This option lets you add and edit items on your to-do list using the WordPress WYSIWYG Editor

Cleverness to-do list - To Do List WYSIYG 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 are running a multi-author website or blog, you can integrate the Cleverness To-Do List plugin with a plugin called WordPress Post Planner, developed by the same plugin author to help make the process of managing a multi-author WordPress site easier …

WordPress Post Planner - WordPress Editorial Solution Plugin

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

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

WP save changes button

Advanced Settings

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

WordPress to-do list plugin - Advanced Settings Tab

This brings up the plugin’s ‘Advanced Settings’ section …

Cleverness to-do list plugin WP - Advanced Settings Tab

In this screen you can customize your To Do lists, assign to-do tasks to users and perform 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 …

Cleverness plugin - Advanced Settings Tab - To Do List Customization Settings

You can configure the following settings in this section:

Date Format

This section lets you specify how to display dates on your todo 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 labels for highest (important), normal and lowest priority items …

Cleverness plugin to do list - Priority Labeling

Highest (important) priority items are colour-coded in red in the lists and lowest (low) priority items display in a lighter shade of grey …

WordPress to do list plugin - colour-coding priorities

Show To-Do Item ID

If enabled, the item’s ID will show on your to-do list …

to-do lists Cleverness - Item ID

Show Date To-Do Was Added

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

plugin to-do lists Cleverness - Date Added

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

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

Cleverness to-do lists - To-Do List Advanced Settings > Assign To Do Items Settings

The following settings can be configured in this section:

Assign To-Do Items to Users

Enabling this option (‘Yes’) lets you assign to-do items to other users …

Cleverness to-do list - 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

Enable this option to display to-do items only to users who have been specifically assigned those items. Leave this option disabled (‘No’) to display to-do items to all users.

User Roles to Show

Check the boxes in this area Editor to display the type of users that can be assigned to-do 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

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

WP plugin to-do lists - Assigned To-Do Items Email

Leave this option disabled (‘No’) if you don’t want to send out emails to users.

Note: If you disable this option, you can 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 in the subject of emails sent to users …

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

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

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

Show Who Assigned the To-Do Item in Email

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

Cleverness plugin WP - To Do Item Email From Field

From Field for Emails Sent to User

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

Cleverness plugin to do list WP - Show Who Assigned the To Do Item in Email

From Email

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

Cleverness to-do list plugin - From Email

Subject Field for Emails Sent to User

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

Cleverness plugin WordPress to-do lists - 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 list plugin Cleverness - To Do Item Email Text Field

To-Do List Advanced Settings > Database Cleanup

In this area of the ‘Advanced Settings’ tab you can carry out database maintenance operations related to plugin data inside your plugin settings area itself without the need to log into your server …

Cleverness plugin WordPress - To Do List Advanced Settings > Database Cleanup

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

You can perform the following tasks in this section:

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

Important

Actions that you perform on the database from this screen cannot be reversed. If you are comfortable to carry out database maintenance in this section, then we recommend backing up your database first.

If you don’t want to back up your files manually, then consider getting support from a WordPress professional, or use a backup plugin. You can learn more about a WordPress backup plugin that can automate your site backups here:

User Permissions

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

to-do list Cleverness - User Permissions Tab

Useful Info

If you select Individual List, the only setting applicable in this section is the View To-Do List option …

Cleverness plugin to do lists WP - User Permissions Tab - View To-Do-List

If you are setting up user permissions and capabilities for Group and Master List types, select the highest level capabilities that you would like users to perform for each option …

WP to do lists plugin - User Permissions - View To Do-List dropdown menu

By 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 authorized to view and complete items, otherwise they will have the ability to edit the Master list itself.

Cleverness - User Permissions Settings Tab

Let’s now review the settings in the User Permissions tab:

View To-Do List

Here you can enable the selected 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 chosen capability to mark items as completed or not completed.

Add To-Do Item Capability

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

Edit To-Do Item Capability

Here you can allow the chosen capability to modify existing items.

Assign To-Do Item Capability

Here you can allow the selected capability to delegate items to individual users.

View All Assigned Tasks Capability

This setting 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 permits the chosen capability to delete individual items.

Delete All To-Do Items Capability

Here you can enable the selected 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

The ability to import and export to-do list data can be very useful. For example, you may need to copy over data from one website to another, or export the data for backup or reporting purposes.

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

Cleverness plugin - Import/Export Tab

Use this section to easily import or export your list and plugin settings …

Cleverness to do list plugin - Import/Export Tab

Exporting To-Do List Data

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

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

This will open up a window allowing you to download and save the data as plain text to a storage device (e.g. your hard drive) …

plugin to do lists Cleverness - Import/Export Settings Tab - Export Settings File

In addition to exporting to-do list data from the ‘Import/Export’ tab, you can also export data by going to your dashboard menu and selecting Tools > Export

WP Tools > Export Menu

You can include to-do list data in a WordPress export file (in XML format), either by selecting ‘All content’ (includes everything – pages, posts, 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 a storage medium…

WP Menu Tools > Export - To Do Data File

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 …

to-do lists plugin - Import/Export Settings - Import/Export Settings - Import To-Do Data File

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

WordPress plugin to-do list - Import/Export Settings Tab - Import/Export Settings - Import To Do Data File

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

WordPress plugin to do lists - Import/Export Settings - Import/Export Settings - Import To-Do File

Your file data will be imported.

Once you have configured all plugin settings, you can start create and edit to-do lists.

Plugin Usage

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

to-do lists Cleverness - To-Do List Menu

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

Cleverness to do list plugin WordPress - To-Do List screen

How To Add New To Do Items To Your List

There are a number of ways to add a new item to your to-do list.

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

plugin to do lists - Adding New To Do Items

You can also add new to-do items from the ‘To-Do List’ dashboard section by clicking on the ‘Add To-Do item’ link …

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

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) …

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

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

Depending on the way you have configured the plugin settings, 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 new item to your list …

Cleverness plugin WP - Adding New To-Do Items

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 …

Cleverness - Assign To Do Items to Users

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

Cleverness plugin - Assign To-Do Items to Users

After After adding a new item, the item will display as an entry in the ‘To-Do List’ table …

to-do lists plugin - Adding New Items To Your To Do List

Repeat the above process to continue adding items to your to-do list …

WP plugin to-do list - Add A New Item To Your List

Edit And Delete Items

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

Edit And Delete Items From Your List

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

plugin to do list - Email Assigned To-Do Items to User

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

WordPress to do list plugin - View To-Do List

When users assigned with completing an item click on the item check box …

to-do list Cleverness - Complete To Do List Items User Dashboard

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

Cleverness - Complete To Do List Items User Dashboard

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

Cleverness - Complete To Do List Item

Additional Information

The Cleverness plugin offers additional functions that let you display a to-do list on your site using widgets, and insert a list into content inside a post or page using short codes.

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 menu location where you want the to-do list to display …

Cleverness plugin WP - Using The Cleverness Plugin Widget

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

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

The list will appear on your site where the ‘to-do-list’ widget was inserted (e.g. the sidebar menu, footer, etc.)

to do list Cleverness - Widgets

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

Using The Cleverness To-Do List Plugin Short Codes

You can also add to-do lists and checklists on your site with short codes.

To access the documentation on using short codes, click on To-Do List > To-Do List from the WP admin menu …

WP plugin to-do lists - To-Do List > To-Do List

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

Cleverness plugin WordPress to do lists - Using The Cleverness To-Do List Plugin Short Codes

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

Using The Cleverness To Do List Plugin Short Codes

The documentation 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 or edit a new or existing page or post and either type or paste the short code into the content editor …

Using The Cleverness Plugin Shortcodes

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

Using Plugin Short Codes

For more information about this plugin, visit this site:

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

***

"This is AMAZING! I had learnt about how to use WordPress previously, but this covers absolutely everything and more!! Incredible value! Thank you!" - Monique, Warrior Forum

***

Originally published as How To Add To-Do Lists In WordPress.