There are never enough hours in the day to get everything done, especially when you are running a growing business.
There are just so many things to do and remember. You have so many deadlines to meet, tasks to complete, priorities to attend to, fires to extinguish, deliveries to make, schedules to keep and so on. The “doing” never ends.
Now … 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 out of control.
Whether you are running a business, website, blog, or managing a project, it’s important to be able to organize and manage your daily tasks.
A ”tried and true” tool 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.
- How To Create A To Do List In WordPress
- Installing The Cleverness To-Do List Plugin
- Cleverness To-Do List Plugin Setup
- To-Do List Settings
- Advanced Settings
- To-Do List Advanced Settings > Assign To-Do Items Settings
- Assign To-Do Items to Users
- Show a User Only the To-Do Items Assigned to Them
- User Roles to Show
- Email Assigned To-Do Items to User
- Add Category to Subject
- Show Who Assigned the To-Do Item in Email
- From Field for Emails Sent to User
- From Email
- Subject Field for Emails Sent to User
- Text in Emails Sent to User
- To-Do List Advanced Settings > Database Cleanup
- User Permissions
- How To Use The Plugin
To-Do Lists – Benefits
A “to do” list helps you monitor your progress as you to get projects completed. Your to do list can be minutely detailed or specific, or serve as a reminder of tasks that need to be done today, tomorrow, next week, next month, etc..
Here are just a few of the many benefits of using to-do lists:
To Do Lists Help You Keep Things Organized
To-do lists help you create order, stay organized and achieve goals sooner.
Better Manage Your Time
Prioritizing tasks on your list helps you save time and manage your workload more effectively. You can develop a clearer perspective on what is truly important vs what is not, and what tasks need to be done first.
Keep Work Logs
To-do lists allow you to retain documented logs of what has been done. This can be used to provide evidence of work done to employers or clients, or just as a method of helping you monitor your own productivity and efficiency.
Without accountability there’s no commitment to completion, and no motivation to take meaningful action. Lack of accountability can also allow excuses to creep in and impact your productivity.
Sense Of Accomplishment
Crossing items off your to do list not only helps you feel more productive, motivated and in-control, it also lets you 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 a to-do list, then prioritizing tasks and working in a systematic way increases your business productivity and efficiency.
Let’s turn now to using to do lists on your website. More specifically, adding to-do lists to WordPress.
How To Create A To Do List In WordPress
In this tutorial we are going to show you how to easily create a to-do list in WordPress to improve business efficiency and productivity using a customizable, multi-featured to do list plugin for WordPress called Cleverness To-Do List.
Download The Plugin
This plugin provides users with a to do list feature.
Note: the plugin features described below will be discussed in more detail in the tutorial section.
You can set up Cleverness To-Do List with 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 completion of items.
The shared to do list option has a variety of settings available. You can delegate to do items to specific users (this includes a setting to email new to-do items to the assigned user) and optionally to have those items only viewable 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 as front-end administration.
A new menu item is added to the admin backend to manage your lists and the to-do lists can also appear on a dashboard widget.
A sidebar widget is available as well as shortcode to display the to do list items on your blog. There are two short codes for front-end list administration. Management of categories is accessible 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 planners if you also download a copy of the Post Planner plugin for WordPress.
Installing The Cleverness To-Do List Plugin
Inside your WordPress admin section, scroll down the main menu and select Plugins > Add New …
In the Install Plugins screen, type in “cleverness” into the search field and click Enter on your keyboard …
Locate the Cleverness To-Do List item in the Search Results section and click Install Now …
Click Activate Plugin …
Note: You can also activate this plugin in the Plugins area …
After you have activated the plugin, click on Settings …
Note: The plugin’s settings section can also be accessed by selecting To-Do List > Settings from your dashboard menu …
This brings you to the ‘Settings’ area …
Let’s go through the plugin configuration process …
Cleverness To-Do List Plugin Setup
The Settings screen is divided into 4 sections:
- To-Do List Settings – In this area you can specify the main plugin settings.
- Advanced Settings – This tab is where you customize To Do lists, assign to-do items to other users and perform plugin database maintenance tasks.
- User Permissions – This area is where you can configure user permissions and capabilities for Master and Group List types.
- Import/Export – Here you can export and import to-do list data and plugin settings.
Let’s now go through each of these tabs.
To-Do List Settings
Select ‘Enabled’ to organize your list into categories, otherwise leave this option set to ‘Disabled’.
Note: If you enable this option, a ‘Categories’ item will be added to the To-Do List menu …
This lets you add categories that can help 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 marked ‘private’ are not visible when using sidebar widgets or short codes (only when ‘Sort Order’ is set to ‘Category’)
List View allows you to choose how to-do lists are viewed. You can choose from three kinds of list views:
- Individual – Choose this option if you want each user to create and manage their own private to-do list.
- Group – Choosing this option allows users to share the same to-do list.
- Master – This option allows you to have one master list for all users, where users have their own individual items to complete. If using the ‘Master’ list view, make sure to adjust the User Permissions appropriately in the ‘User Permissions’ tab (see further below).
‘Sort Order’ lets you specify how your to-do list items will be sorted.
If you select ID, Alphabetical, or Category options, items will be sorted first by priority.
Show Added By
If enabled, you can display which of your members has added an item to your 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 to-do items.
Enabling this option lets you specify deadlines for to-do tasks …
If enabled (‘Yes’), you will be able to specify task progress indicators for your to-do items …
Show Admin Bar Menu
If enabled (‘Yes’), the ‘To-Do List’ menu will display in your WordPress Dashboard 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 to-do list items.
Integrate with Post Planner
If you plan to run a multi-author site 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 managing a multi-author WordPress site easier …
To learn more this plugin, go here: WordPress Post Planner – WordPress Plugin
After configuring your plugin options in this section, remember to click the ‘Save Changes’ button …
After configuring the general settings, click on the ‘Advanced Settings’ tab to continue …
This brings up the ‘Advanced Settings’ screen …
In this screen you can customize your To Do lists, assign to-do tasks to users and carry out plugin database maintenance tasks.
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:
This section lets you specify how to display dates on your todo 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:
In this area you can customize labels for highest (important), middle and low priority items …
Items prioritized as “important” are shown in red and lowest priority items display in a lighter shade of grey …
Show To-Do Item ID
If enabled (‘Yes’), item IDs will show on the to-do list …
Show Date To-Do Was Added
If enabled (‘Yes’), the date the to-do list was added will display on the table of items …
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 items to other users …
The following options can be configured in this section:
Assign To-Do Items to Users
Enabling this option lets you assign tasks 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
Enabling this option (‘Yes’) lets you display to-do items 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 items. If you do not want to assign to-do items to a particular role, then don’t tick its check box.
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 …
If you don’t want emails sent out to users, then leave this option disabled.
Note: If this option is disabled, skip the 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 categories to appear the email subject.
If you don’t want to display categories in the email subject, then leave this option disabled.
Show Who Assigned the To-Do Item in Email
If enabled, you can display the user who assigned the to-do item in the email. This option is useful if, for example, your site has multiple 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 …
Enter the email address that you would like to display as the “sent from” address …
Subject Field for Emails Sent to User
Add into this field a subject field for the email that will be automatically sent to users when new items have been added 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
In this section of the ‘Advanced Settings’ tab you can perform database maintenance operations related to plugin data directly from the plugin settings area without the need to log into your server …
This is useful if, for example, you notice that old items are still displaying on your site.
You can perform the tasks below:
- Delete Tables – Remove custom database tables that you no longer use.
- Delete All To-Do Items – Delete all to-do items.
Any actions that you perform on your database from this screen cannot be reversed. If you are sure that you want to proceed with any of the database operations available in this section, then make sure to backup your database first.
If you don’t want to do your own site backups, then consider using professional assistance services, or use a WordPress backup plugin. You can learn more about a great WordPress backup plugin that can fully automate your site backups here:
In this section you can configure user permissions and capabilities for Group or Master List types …
If you choose the Individual List type, the only setting that applies in this section is the View To-Do List permission …
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 have access to 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 working with the Master list type non-administrators should only be allowed to view and complete items, otherwise they will have the ability to edit the Master list itself.
Let’s now review the settings for this section:
View To-Do List
Here you can permit 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 option enables the selected capability to mark to-do items as completed or uncompleted.
Add To-Do Item Capability
Here you can permit the selected capability to add new to-do items.
Edit To-Do Item Capability
This option permits the selected capability to modify existing to-do items.
Assign To-Do Item Capability
This setting enables the chosen capability to delegate items to individual users.
View All Assigned Tasks Capability
This setting 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 to-do items.
Delete All To-Do Items Capability
Here you can permit the selected capability to purge all the completed items.
Add Categories Capability
This enables the selected capability to add new categories.
The ability to import and export to-do list data can be very useful. For example, you may want to transfer data from an existing list to another website, or store the list data for backup or archiving purposes.
To access this function, click on the ‘Import/Export’ tab in your plugin settings section …
Now you can easily export and import your list data and plugin settings …
Exporting To-Do List Data
To export and download your list data settings click on the ‘Download Export File’ …
This will open up a new window allowing you to download and save your data in a plain text file (e.g. Notepad) to a storage medium …
As well as exporting list data from the ‘Import/Export’ section, you can also export data by going to your WordPress dashboard menu and selecting 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
Importing a list data file is easy. Just click on the ‘Browse’ button next to the ‘Choose File to Import’ field …
Select the previously saved to-do list data file and click ‘Open’ …
After the data file has been uploaded in your settings area, click the ‘Import Settings’ button …
Your file will be imported.
Now that you have configured all plugin settings, you can start creating and editing to do lists.
How To Use The Plugin
To create a new to do list, go to your WordPress admin menu and select To-Do List > To-Do List …
This brings up the ‘To-Do List’ screen …
Adding New To-Do Items
There are several ways to add a new item to your to-do list.
For example, you can add new to-do items from your WP admin toolbar …
You can also add new to-do items from 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, as the link will simply send you to the “Add New To-Do Item” section at the bottom of the screen) …
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 when you add new to-do items.
Configure 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 item to your list …
Note: If you have selected a list type that allows you to assign responsibilities over items to users, select a user from the drop-down list and assign them the item …
You can also assign multiple users to the same item (click on ‘x’ to remove users) …
After a new item has been added, it will display as an entry in the ‘To-Do Items’ table …
Repeat the above process to keep adding items to your to-do list …
Editing And Deleting 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 your plugin configuration settings (discussed in the previous section), users assigned to tasks may also receive an email notification in their inboxes …
After creating your to do list, users can view the list from their own WP dashboard …
When a user assigned with the item completes the task and clicks on the item checkbox …
… the item disappears from the “To-Do” list …
And gets added to the ‘Completed Items’ table located in the ’To-Do List’ plugin screen …
The Cleverness plugin provides added functionality that lets you display to-do lists on your WordPress site using widgets, and display a list on any post or page using shortcodes.
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 want the list to show …
Configure the settings on the widget and click ’Save’ …
The list will now display wherever you have inserted the widget (i.e. the sidebar menu, footer, etc.)
To learn more about using widgets in WordPress, see the tutorial below:
Using The Cleverness Plugin Shortcodes
You can also display lists and checklists on your site by inserting short codes into your content.
To access the documentation on using short codes, click on To-Do List > To-Do List from your WP admin menu …
Click on the ‘Help’ tab on the top right hand corner of your screen …
Click on the ‘Shortcodes’ menu to access the Shortcode Documentation …
This documentation section explains various ways to configure and use shortcodes for displaying lists on your content.
Once you know what information you would like to add to your site, create a new post or page and either type or paste the short code inside the content area …
Publish your page or post and you should see the list showing in the location where you have inserted the short code …
To download this plugin, visit the plugin website here:
Congratulations! Now you can add a to-do list to your WordPress site.
"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
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