How To Add To-Do Lists In WordPress

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

Creating A To-Do List In WordPress

WP Plugin Tutorials - How To Create A To Do List In WordPressAs a busy person trying to run a business or manage a team, there never seems to be enough hours in the day to get everything done.

There is just too much to do and remember. You have deadlines to meet, tasks to complete, priorities to attend to, fires to put out, appointments to make, commitments to keep and so on. The “doing” never seems to stop.

Now … on top of all this, add the extra dimension of trying to promote and grow your business online and maintaining your website updated with regular content and things can start feeling unmanageable and overwhelming.

Whether you are running a business, website, blog, or managing a team, you need to be able to organize and prioritize your daily activities, track your progress, and, if necessary, assign tasks and responsibilities to other people efficiently.

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

To Do Lists – Benefits

A “to do” list helps you track your progress as you work towards completing projects. Your to-do list can be detailed or specific, or act as a concise reminder of what needs to be done today, tomorrow, next week, next month, etc.

Here are just a few of the benefits of using to do lists:

A To-Do List Helps Keep Things Organized

Having a to do list helps you create order, stay organized and reach your goals faster.

Better Strategic Planning

By creating and organizing your to-do list, you can break down larger projects into doable tasks and come up with a strategy to get everything completed efficiently.

Keep Work Logs

A to-do list allows you to maintain documented logs of what has been done. You can use this to provide evidence of work done to clients or employers, or simply as a way of helping you monitor your own productivity and efficiency.

Stress Less

Stress can come from feeling overwhelmed by the thought that there is so much to do and very little time to do it in. Creating a to-do list lets you work on important items that have to be completed within the time you have available, and reschedule non-urgent items that can be worked on at a later time. This can help you stress less.

Collaborating With Others

Creating 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. Create a list, prioritize your list items and work things systematically and your business productivity and efficiency is sure to improve.

Let’s turn now to using a to do list on your website. More specifically, how to add a to do list to WordPress.

In this tutorial you are going to learn how to easily add to do lists to your WP website or blog to improve business efficiency and productivity using a great little plugin for WordPress called Cleverness To-Do List.

Cleverness To Do List

to do list Cleverness

Download The Plugin

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

Plugin Description

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

Features

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

You can configure Cleverness To-Do List to have private to-do lists for each user, 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 provides different settings. You can assign to-do items to a specific user (this includes a setting to email a new to-do item to the user) and optionally to have those items only viewable by that user. You can also assign different permission levels to different users based on user roles. There are also settings to display deadline and progress fields. Category support is also included in the front-end administration.

A new menu item is added to the admin backend to help you manage your lists and the to-do lists can also display 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. Category management is accessed through 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 editors if you also install the Post Planner plugin.

Installing The Plugin

Log into your WP admin scroll down the main menu select Plugins > Add New …

WP Plugins

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

Cleverness - WP to-do list plugin - Install Cleverness To-Do List Plugin

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

to-do list plugin - Cleverness plugin - Install To-Do List Plugin

Activate the plugin after installing it …

WordPress to-do list plugin - WP to-do list plugin - Activate To Do List Plugin

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

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

After you have activated the plugin, click on Settings

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

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

to-do list plugin - To-Do List > Settings

This brings you to the plugin ‘Settings’ section …

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

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

Setting Up The Plugin

The Settings area is divided into four tabs:

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

Let’s now go through each of these sections.

To-Do List Settings

WordPress plugin to do list - To Do List Settings Tab

Categories

Select ‘Enabled’ to organize your to-do 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 …

Cleverness - To-Do List Menu

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

Cleverness to do list plugin - To-Do List Categories Section

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

Categories set to ‘private’ are not visible when using 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 list views available:

  • Individual – Choose this option if you want each user to be able 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 – Choose this option 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 to set the User Permissions appropriately in the ‘User Permissions’ tab (see further below).
Sort Order

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

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

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

Show Added By

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

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

Show Date Completed

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

Show Deadline

If enabled, you will be able to specify deadlines for your to-do tasks …

Cleverness to do list plugin - To-Do List Deadline

Show Progress

If this option is enabled, you will be able to specify task progress indicators for your to-do items …

to do list plugin Cleverness - To Do List Progress

Show Admin Bar Menu

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

Cleverness plugin - 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

WP plugin to-do list - WYSIWYG editor

Use Auto Paragraphs

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

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 author that provides you with a complete WordPress editorial solution …

WordPress Post Planner

Visit this site to learn more about this handy plugin: WordPress Post Planner

After configuring your plugin options, click the ‘Save Changes’ button …

WP button - save changes

Advanced Settings

After configuring the general settings, click on the ‘Advanced Settings’ tab to proceed …

to do list plugin Cleverness - Advanced Settings

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

Cleverness plugin - To-Do List Advanced Settings

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

Let’s take you 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 allows you to customize your To-Do List …

WordPress plugin to do lists - Advanced Settings Tab - Customize To Do List Settings

The following options can be configured in this section:

Date Format

Here you can specify how to display dates in your todo list (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

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

Cleverness plugin to do list - Priority section

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

to do list plugin - color-coding priorities

Show To-Do Item ID

Enabling this option displays the items’ IDs on your to-do list …

Cleverness to do list - Show To Do Item ID

Show Date To-Do Was Added

If enabled (‘Yes’), the date the to-do list was added shows up on your table of items …

Cleverness plugin - sort by date added

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 options in this section and assign items to other users …

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

The following options can be configured in this area:

Assign To-Do Items to Users

Enable this option (‘Yes’) to assign to-do items to other users …

Cleverness plugin WordPress 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 items only to users who have been assigned those items. Leave this option disabled to display items to all users.

User Roles to Show

Checking the boxes in this section Editor displays the type of users that can be assigned todo 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 this option is enabled, WordPress will automatically send users an email with their assigned to-do items …

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

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

Note: If this option is disabled, 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 in the subject of emails sent to users …

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

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

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

Show Who Assigned the To-Do Item in Email

Enabling this option (‘Yes’) displays the user who assigned the to-do item in the email. This option is useful if, for example, your website has a number of project managers assigning to-do items to users …

Cleverness plugin WordPress to do lists - Show Who Assigned the To-Do Item in Email

From Field for Emails Sent to User

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

Cleverness - Show Who Assigned the To-Do Item in Email

From Email

Type into this field the email address that you would like showing as the “sent from” email address …

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

Subject Field for Emails Sent to User

Enter 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 to do lists plugin - Subject Field for Emails Sent to User

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.

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

To-Do List Advanced Settings > Database Cleanup

In this area you can carry out database maintenance tasks associated with plugin data directly from your plugin settings area itself …

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

This function is useful if, for example, you see that previously deleted to-do items are still showing up on your site.

The following tasks can be performed:

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

Disclaimer

Any actions that you perform on the database from this screen cannot be undone. If you are comfortable to perform database maintenance in this section, then we recommend backing up your database first.

If you don’t want to back up your files yourself, then get professional WordPress help, or use WordPress backup plugins. You can read about a WordPress backup plugin that can fully automate your backup process here:

User Permissions

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

Cleverness to do lists plugin - User Permissions Settings Tab

Important Info

If you are using Individual List, the only setting applicable in this section is the View To-Do List permission …

to do list Cleverness - User Permissions Tab - View To-Do-List dropdown menu

If you plan to configure user permissions and capabilities for Group or Master List types, select the highest level capabilities that you want users to have access to for each option …

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

By 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-administrator users should only be allowed to view and complete items, otherwise they will have the ability to edit the Master list itself.

Cleverness plugin WP - User Permissions Settings

Let’s go through the settings for this tab:

View To-Do List

Here you can allow 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

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

Add To-Do Item Capability

This setting enables the selected capability to add new to-do items.

Edit To-Do Item Capability

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

Assign To-Do Item Capability

Here you can permit the selected capability to assign items to individual users.

View All Assigned Tasks Capability

This enables the chosen capability to view all tasks even if “Show Each User Only Their Assigned Tasks” is set to ‘Yes’.

Delete To-Do Item Capability

This option permits the chosen capability to delete individual items.

Delete All To-Do Items Capability

Here you can permit the selected capability to purge all the completed to-do items.

Add Categories Capability

This option enables 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 decide to copy over data from one website to another, or store the data for backup or reporting purposes.

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

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

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

Cleverness plugin - Import/Export Settings Tab

Exporting To-Do List Data

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

to-do list Cleverness - Import/Export Settings - Import/Export Settings - Download Export File

This opens up a new window allowing you to view or download your data in a plain text file (e.g. Notepad) to a storage medium …

to-do list plugin - Import/Export Tab - Export Settings

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

Export WordPress

You can include to-do list data in a WordPress export file (in XML format), either by selecting ‘All content’ (includes everything – posts, pages, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click the ‘Download Export File’ button to download your file to an internal or external hard drive…

WP Tools > Export Menu - Export To Do Data File

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 …

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

Select the previously saved to-do list data file in your hard drive or external drive and click ‘Open’ …

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

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

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

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

Once you have configured all plugin settings, you are ready to begin create and edit your to-do lists.

Plugin Usage

To create a new to do list, log into your WordPress dashboard, then go to the menu and click on To-Do List > To-Do List

Cleverness to do list - To-Do List > To-Do List

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

WordPress to do list plugin - To-Do List page

How To Add New To-Do Items To Your List

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

For example, you can add new to-do items from your admin toolbar …

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

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

WP plugin to do lists - Adding New Items 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 already contains many items, since the link is only going to take you to the “Add New To-Do Item” section down the page) …

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

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

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

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

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

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

Cleverness plugin WordPress to-do lists - Assign To-Do Items to Users

You can also assign multiple users to the same item (click on ‘x’ to remove a user) …

WordPress plugin to-do lists - Assign To-Do Items to Users

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

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

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

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

Edit And Remove 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 …

Editing And Deleting Items From Your List

Depending on how you have configured the plugin (discussed earlier), users assigned to completing tasks may also receive an email notification in their inboxes …

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

Once you have created your to do list, users can view it from their own user dashboard …

to-do lists Cleverness - View To Do List

When a user assigned with an item completes the task and ticks the item check box …

Cleverness plugin to-do list - Complete To-Do Item User Dashboard

… the item no longer appears in the “To-Do” list …

to do list plugin - Complete To-Do Item

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

Cleverness to do lists plugin - Completed To Do List Item User Dashboard

Additional Plugin Information

The Cleverness To-Do List plugin offers added functionality that lets you display to-do lists on your WordPress site using widgets, and add lists to any post or page using short codes.

Using The Cleverness To-Do List 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 menu location where you would like your to-do list to show …

Cleverness to do lists - Using The Cleverness Plugin Widget

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

to do list plugin - Using The Plugin Widget

Your to-do list will appear wherever the ‘to-do-list’ widget has been added (e.g. the sidebar menu, footer, etc.)

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

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

Shortcodes

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

To access the plugin’s shortcode documentation, click on To-Do List > To-Do List from your dashboard menu …

Cleverness plugin WordPress - To-Do List Menu

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

WP plugin to do lists - Short Codes

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

Shortcodes

This section explains various ways to configure and use short codes for displaying lists on your posts and pages.

Once you know what information you want to add to your site, create or edit a new or existing post or page and either type or paste the shortcode into the content section …

Using Plugin Shortcodes

After publishing your post or page, you should see the list showing in the location where you entered the short code …

Using The Cleverness Plugin Shortcodes

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

Congratulations! Now you know how to add to-do lists to your WordPress site or blog.

***

"I was absolutely amazed at the scope and breadth of these tutorials! The most in-depth training I have ever received on any subject!" - Myke O'Neill, DailyGreenPost.com

***

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Author: Martin Aranovitch

Martin Aranovitch is the founder of WPCompendium.org and the author of The Small Business Digital Manager. WPCompendium.org provides hundreds of FREE tutorials that show you how to use WordPress to grow your business online with no coding skills required! Get our FREE "101+ WordPress Tips, Tricks & Hacks For Non-Techies" e-course with loads of useful WordPress tips!

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