As a business owner, time always seems to be in short supply.
There is just so much work to do and things to remember. You have so many deadlines to meet, project tasks to complete, priorities to attend to, fires to extinguish, deliveries to make, commitments to keep and so on. The amount of things that need to get done never seems to end.
Now … on top of all this, add the extra workload of trying to promote and grow your business online and keeping your website updated with regular content and everything can quickly start becoming unmanageable and overwhelming.
Whether you run a business, website, blog, or manage a project, you need to be able to organize and manage your daily activities.
One ”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.
- 1 Creating A To-Do List In WordPress
- 1.1 Cleverness To-Do List Plugin Installation
- 1.2 Setting Up The Cleverness To-Do List Plugin
- 1.2.1 To-Do List Settings
- 1.2.2 Advanced Settings
- 1.2.3 To-Do List Advanced Settings > Assign To-Do Items Settings
- 220.127.116.11.1 Assign To-Do Items to Users
- 18.104.22.168.2 Show a User Only the To-Do Items Assigned to Them
- 22.214.171.124.3 User Roles to Show
- 126.96.36.199.4 Email Assigned To-Do Items to User
- 188.8.131.52.5 Add Category to Subject
- 184.108.40.206.6 Show Who Assigned the To-Do Item in Email
- 220.127.116.11.7 From Field for Emails Sent to User
- 18.104.22.168.8 From Email
- 22.214.171.124.9 Subject Field for Emails Sent to User
- 126.96.36.199.10 Text in Emails Sent to User
- 1.2.4 To-Do List Advanced Settings > Database Cleanup
- 1.2.5 User Permissions
- 188.8.131.52.1 View To-Do List
- 184.108.40.206.2 Complete To-Do Item Capability
- 220.127.116.11.3 Add To-Do Item Capability
- 18.104.22.168.4 Edit To-Do Item Capability
- 22.214.171.124.5 Assign To-Do Item Capability
- 126.96.36.199.6 View All Assigned Tasks Capability
- 188.8.131.52.7 Delete To-Do Item Capability
- 184.108.40.206.8 Delete All To-Do Items Capability
- 220.127.116.11.9 Add Categories Capability
- 1.2.6 Import/Export
- 1.3 Plugin Usage
The Benefits Of Using To-Do Lists
A “to-do” list can help you track your progress when trying to complete projects. Your to do list can be very detailed and very specific, or just serve as a concise reminder of what needs to be done today, tomorrow, this week, this month, etc..
Here are some of the benefits of using to do lists:
Free Up Resources
Writing a to-do list means you don’t have to try and remember things or clutter your brain with details. Once things are written down on a to-do list, your mind is free to process information and you can focus on other important areas.
Be More Strategic
Creating and organizing to-do lists helps you see the bigger picture and come up with a strategic plan to get tasks done efficiently.
Document Your Work
A to do list allows you to retain documented logs of the work you have done. This can be used as evidence of work done to employers or clients, or simply as a means of helping you monitor your own productivity and efficiency.
Stress can result from feeling overwhelmed by the fact that there are so many things to do and very little time to do it all in. Using a to-do list lets you prioritize urgent tasks that need to get done immediately, and push out non-urgent items that can be worked on later. This can help reduce stress.
Having to do lists help you better delegate work to others. This is also important if you plan to work within a team (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 systematic way and your business efficiency and productivity will improve.
What about using to do lists on your WordPress website?
Creating A To-Do List In WordPress
In this step-by-step tutorial we are going to show you how to add to do lists to a WordPress site to improve business efficiency and productivity using a great little plugin called Cleverness To-Do List.
This WordPress plugin lets you easily add to-do lists to WordPress.
Cleverness To-Do List Plugin Features
Note: the plugin features listed below are discussed in more detail in the tutorial section.
You can configure the plugin to have 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 offers different settings. You can delegate to do items to specific users (this includes a setting to email new to-do items to the user) and optionally to have assigned items only seen 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 backend to help you manage your list and your to-do lists are also displayed on the 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 list administration. Management of categories is accessible via the back-end.
If you plan to set up a multi-author site you can use this to do lists plugin to create custom to do lists for your post editors if you also install the developer’s premium plugin, Post Planner.
Cleverness To-Do List Plugin Installation
In your WordPress admin, scroll down the menu and select Plugins > Add New …
In the Install Plugins section, type in “cleverness” into the search field and hit Enter on your keyboard …
Locate the item in the Search Results tab and click Install Now …
Activate the plugin after installing it …
Note: You can also activate this plugin from the Plugins screen …
Once you have activated the plugin, click on Settings …
Note: You can also get to the plugin’s settings screen by choosing To-Do List > Settings from your dashboard menu …
This brings you to the ‘Settings’ area …
The section below shows you how to set up the plugin …
Setting Up The Cleverness To-Do List Plugin
The plugin’s ‘Settings’ area is divided into 4 sections:
- To-Do List Settings – This tab is where you specify the main plugin settings.
- Advanced Settings – In this tab you can customize your to-do lists, assign tasks to other users and perform database maintenance tasks.
- User Permissions – This section is where you set up user permissions and capabilities for Group and Master List types.
- Import/Export – This section lets you export and import your to-do list data and plugin settings.
Let’s take you through each of these tabs.
To-Do List Settings
Select ‘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 menu …
This allows you to 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 lets you specify how your lists will be viewed. You can choose three to-do list views:
- Individual – Selecting this option lets each user create and manage their own private to-do list.
- Group – Choosing this option lets all users share the same to-do list.
- Master – Choose this option to have a master list for all users, where users have their own individual items to complete. If you select the ‘Master’ list view, make sure to configure 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 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 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
If this option is enabled, completion dates will display for to-do items.
Enabling this option lets you specify deadlines for your to-do items …
Enabling this option 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 WordPress Admin bar …
Use WYSIWYG Editor
This 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 (‘Yes’), automatic paragraphs are used to display content in to-do list items.
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 provides you with a complete WordPress editorial solution …
Visit this site to learn more about using this plugin: WordPress Post Planner – WordPress Editorial Solution Plugin
When you have finished configuring your plugin options in this section, click the ‘Save Changes’ button to update your settings …
After you have configured the general settings, click on the ‘Advanced Settings’ tab …
This brings you to the ‘Advanced Settings’ section …
This section lets you customize your To Do lists, assign to-do tasks to other users and carry out plugin 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
This section of the ‘Advanced Settings’ screen allows you to customize your To Do List …
The following options can be configured in this section:
Here you can 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 date section of the WordPress Codex below:
This section lets you customize your labels for highest (important), normal and lowest priority items …
Items given the highest priority are colour-coded in red and lowest priority items display in a lighter shade of grey …
Show To-Do Item ID
If this option is enabled, the items’ IDs show up on your list …
Show Date To-Do Was Added
If enabled (‘Yes’), the date the to-do list was added will display on your 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 items to other users …
The following options can be configured in this area:
Assign To-Do Items to Users
Enable this option to 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 displays to-do items to all users.
User Roles to Show
Checking the boxes in this area Subscriber) displays the type of users that can be assigned items. If you do not want to assign to-do items to a role, then leave its check box unticked.
Email Assigned To-Do Items to User
When you enable this option, WordPress automatically sends an email to users with their assigned to-do items …
If you don’t want emails sent out to users, then leave this option disabled (‘No’).
Note: If you disable this option, you can skip the remaining items 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 to show to-do categories in the subject of your emails.
Leave this option disabled if you don’t want to show to-do categories in the subject of your emails.
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 several project managers assigning to-do items to users …
From Field for Emails Sent to User
This field allows you to customize the “From” field when sending out email notices. Add the name of your company, your domain, your name, or anything you like in this field …
Type in 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 to users whenever new items have been added to your to-do list …
Text in Emails Sent to User
Add 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 Advanced Settings > Database Cleanup
This section of the ‘Advanced Settings’ tab lets you perform database maintenance tasks related to plugin data inside your plugin settings area …
This is useful if, for example, you see that previously deleted items are still listed on your site.
You can perform the tasks below in this section:
- Delete Tables – Remove custom database tables that you no longer use.
- Delete All To-Do Items – Erase all of your to-do items.
Any database operations carried out from this screen cannot be reversed. If you are comfortable to proceed with any of the database operations available in this section, then remember to backup your WordPress database first.
If you don’t want to back up your site yourself, then get professional WordPress support, or use backup plugins. Learn about a WordPress backup plugin that we recommend using to automate file and data backups here: Backup, Clone And Protect Your WP Sites With Backup Creator Plugin For WordPress
This section lets you configure user permissions and capabilities for Group or Master List types …
If you have chosen Individual List, the only configurable option applicable in this section is the View To-Do List option …
If you are setting up user permissions and capabilities for Group or Master List types, select the highest level capabilities that you would like users to perform for each option …
By default, general capabilities for 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 make sure that you only permit non-admin users to view and complete items, otherwise they will have the ability to edit the Master list.
Below is a description of the settings in this tab:
View To-Do List
This enables 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 allows the chosen capability to mark to-do items as completed or uncompleted.
Add To-Do Item Capability
Here you can allow the selected capability to add new to-do items.
Edit To-Do Item Capability
This enables the chosen capability to edit existing to-do items.
Assign To-Do Item Capability
This allows the chosen capability to delegate items to individual users.
View All Assigned Tasks Capability
This setting permits 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 allows the selected capability to delete individual items.
Delete All To-Do Items Capability
Here you can allow the chosen capability to purge all the completed items.
Add Categories Capability
Here you can permit the chosen capability to add new categories.
Being able to import and export to-do list data can be very useful. For example, you may decide to copy over data from an existing to-do list to another website, or export your list data for backup or archiving purposes.
To access this function, click on the ‘Import/Export’ tab in your plugin settings area …
Now you can import and export your data and plugin settings …
Exporting To-Do List Data
To export and download your to-do list data settings click on the ‘Download Export File’ …
This opens up a window allowing you to view or save your data in plain text format 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 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 the ‘Download Export File’ button to download your file to an internal or external 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 …
Locate the previously saved to-do list data file and click ‘Open’ …
Once your data file has been uploaded to your settings area, click on the ‘Import Settings’ button …
Your file will be imported.
Now that you have configured all plugin settings, you can begin create and edit your to-do lists.
To create a new to-do list, log into your WordPress admin, then go to the menu and select To-Do List > To-Do List …
This brings you to the ‘To-Do List’ screen …
How To Add New To-Do Items To Your List
There are a number of ways to add new items to your to-do list.
For example, you can add new to-do items to your list from your WP dashboard bar …
You can also add a new item to your to-do list inside your Dashboard 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 further down the page) …
All the methods shown above will bring you to the ‘Add New To-Do Item’ area.
Depending on the way you have configured your plugin settings, you may or may not see certain options displayed when when you add new to-do items.
Configure 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 new to-do item …
Note: If you are using a list type that lets you assign tasks to specific 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) …
Once an item has been added, the item will be listed as an entry in the ‘To-Do Items’ table …
Repeat this process to keep adding items to your to-do list …
Editing And Deleting To-Do Items From Your List
To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons next to each item under the ‘Action’ column …
Depending on how you have configured the plugin (discussed earlier), users assigned to tasks may also receive an email notification in their inboxes …
Once you have created your to-do list, users can view the list when logged into their WP user dashboard …
When the user assigned with completing an item ticks the item check box …
… the item disappears from the “To-Do” list …
And appears in the ‘Completed Items’ table located in the ’To-Do List’ plugin screen …
The Cleverness plugin offers added functionality that lets you display to-do lists on your WordPress site using widgets, and add lists to content inside a page or post using shortcodes.
Using The Cleverness 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 to-do list to display …
Configure the settings on the widget and click ’Save’ to update your settings …
The to-do list will display where you have inserted the ‘to-do-list’ widget (i.e. the sidebar menu, footer, etc.)
To learn more about using widgets in WordPress, see the tutorial below: How To Use WordPress Widget
Using The Cleverness To-Do List Plugin Shortcodes
Cleverness To-Do List also lets you add lists and checklists to your site by placing shortcodes into your content.
To access the documentation on using short codes, select To-Do List > To-Do List from the WP admin menu …
Click the ‘Help’ tab on the top right hand corner of your screen …
Click on the ‘Shortcodes’ tab to access the Shortcode Documentation …
This documentation section explains different ways to configure and use short codes to display lists and checklists on your pages and posts.
Once you know what type of information you want to add to your site, open up a new post or page and either type or paste the short code inside the content editor …
Publish your page or post and you should see the list displayed in the location where you have added the shortcode …
For more information about this plugin, visit this site: Cleverness To-Do List WordPress Plugin
Congratulations! Now you know how to create and add a to-do list to your WordPress site or blog.
"Wow! I never knew there's so much to learn about WordPress! I bought one of the WordPress for Dummies three years ago, such authors need to be on this course!" - Rich Law, Create A Blog Now
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