The to-do list is for tasks that aren't jobs, such as ringing a client back, ordering parts or chasing a quote. It's personal: everyone sees the to-dos they added and the ones shared with them, and nothing else. That includes owners.
What a to-do holds
A to-do is a line of text with an optional Due date, a Tag and staff it's shared with. Open the list from To-do list at the top of the menu. The + beside it adds a to-do from any page.
Due dates show as Today, Tomorrow or the date, and late ones say Overdue.
Tags
There are six coloured tags. Out of the box they're General, High priority, This week, Site follow-up, Waiting on reply and Admin. Owners and admins can rename them under Tags, so everyone tags the same way.
Select a tag above the list to show only those to-dos, and All tags to see everything again.
Sharing with staff
Choosing people under Assign to staff shares the to-do. Everyone on it sees the same to-do, can edit it and can tick it off for everyone. Whoever adds a to-do always sees it, so they aren't offered in the list.
Staff see their to-dos in the phone app too.
Ticking off
Select the circle beside a to-do to tick it off. It moves to the Done tab. If you ticked it by mistake, tick it again on Done to reopen it.
Drag a to-do by its handle to change the order. Reordering works when All tags is chosen.
To-dos from service reminders
When a service reminder has staff tagged on it, each of them gets a to-do a week before it's due, such as Service reminder: hedge cut · Mrs Patel. It has the reminder's due date and the amber tag.
Who sees and changes what
The role's To-do list permission decides how far someone can go.
- All to-dos: they see their own and shared to-dos, and can share with anyone.
- Assigned or created: they see their own and shared to-dos, but can't share with others. This is the default for staff.
- Created by them: they see only the to-dos they added.
- The person who added a to-do, owners and admins can delete it. Anyone else on it can only Remove from my list.
Key workflows
Add a to-do
To-do list › New to-do
- Select New to-do, or the + beside To-do list in the menu.
- Type the To-do.
- Add a Due date, a Tag and anyone under Assign to staff.
- Select Add to-do.
Change or remove a to-do
To-do list › to-do
- Select the to-do.
- Change what you need and select Save changes.
- Or use Delete to-do or Remove from my list.
Name your tags
To-do list › Tags
- Select Tags.
- Type a name for each colour.
- Select Save tags.
Questions
Can I see my staff's to-dos?
Only the ones shared with you. To keep an eye on a task, add it yourself and assign it, or ask to be added.
If I tick off a shared to-do, does it go for everyone?
Yes. A shared to-do is one to-do, so ticking it moves it to Done for everyone on it.
Why can't staff assign to-dos to other people?
Their role's To-do list permission needs to be All to-dos. You can change it in role permissions.
Do to-dos send emails?
No. To-dos show on the list on the web and in the phone app.