Create and assign to-dos

To-Dos are lightweight action items for you and your team — a quick title, an optional due date, one or more assignees, and a status column. They live alongside the Schedule but stay separate from it: a to-do is not a dated work Task, though you can optionally link one to a Task later.

Open your to-dos

From the sidebar, click To-Dos.
This is your org-wide board, showing all accessible to-dos. To see only your own assignments, open Filters and select your name under Assignee.

Orange badges beside a to-do's title identify unread changes to that item in both Board and List views. Discussion messages appear under Messages instead; opening the to-do leaves its conversation unread. Open that to-do to mark its displayed updates as read; opening the list or checking its completion box does not clear them. The sidebar count updates when the read is confirmed. Updates that arrive afterward remain unread.

Don’t see this?

If you don't see To-Dos in the sidebar, your role may not include to-dos. Ask your organization owner to grant access. To-Dos are internal-only — clients and vendors never see them.

Switch between board and list

Use the toggle in the toolbar to change how to-dos are shown:

Board view — Kanban columns you can drag cards between.
List view — a flat checklist with a checkbox on each row.

Your choice is remembered for next time. On phones, to-dos use List view and the view toggle is hidden.

Filter by due date

Open Filters and use Due date to choose Today, Next 7 days, or This month. Use From and To for a custom range; either date can be left blank. The final day is included. Choose All dates to include undated to-dos again, or Clear all filters to reset every filter. This works in both Board and List views, including a project's To-Dos tab.

Create a to-do

Click Add to-do in the toolbar.
Enter a To-Do name.
Add a Description for any extra detail.
Set the Status and an optional Due date.
Choose a Project if the to-do belongs to one. Leave it on No project (personal) and the to-do stays yours — visible to you, anyone you assign it to, and administrators with team-management access.
Optionally pick a Task underneath it to tie the to-do to a piece of scheduled work. The list only offers Tasks from the project you picked above, so choose the project first.
Assignees starts with you for a personal to-do, or when you have been added to the chosen project. Otherwise it starts empty. Choose the teammates responsible.
Click Create To-Do.

Note

For a quick capture, hover a board column and click Create at the bottom of it — type a title and press Enter to drop a to-do straight into that column. It is assigned to you when you are eligible; a project to-do stays unassigned if you have not been added to that project.

Add photos

In a new or existing to-do, use the paperclip tile under Photos to choose images, or drag photos into that area. You can add several photos, open a preview, and use the red remove button to remove one from the draft. Photos work on personal and project to-dos.

Click Create To-Do or Save to save the photo changes. Closing before saving discards them. If an upload fails, the to-do and any successful photos stay saved; use Save photos to retry the remaining changes.

Don’t see this?

Adding photos requires upload permission as well as permission to edit to-dos. Personal photos follow the to-do's visibility. Photos added here do not appear automatically in Files.

Rename a card in place

Hover the card you want to rename — its pencil appears next to the title.
Click the pencil, edit the title, then click ✓ (or press Enter) to save.
Click ✕, press Escape, or click anywhere outside the card to discard the edit — clicking away does not save it.

Assign a to-do

Open the to-do, or hover a card and click the assignee circle.
In Assignees, add the teammates responsible and remove anyone who should no longer be assigned, then click Save (or Create To-Do for a new one). On a card, selecting a teammate toggles just that person immediately.
The card shows an assignee’s initials and a count when additional teammates are assigned.

Note

The bottom row of every card carries its project on the left and the assignee on the right, so you can scan the board by job without opening anything.

Note

For a project to-do, the assignee picker lists internal teammates added in Project Access. All-project browsing access alone does not make someone available. Personal to-dos can be assigned to internal members of your organization. To-dos can't be assigned to clients or vendors.

If you change a to-do's project, review Assignees before saving. People who have not been added to the destination project are removed from the draft selection, and the project and new assignees save together.

Move a to-do along

On the board: drag a card into another column to change its status. Drop it in your Complete column to mark it done.
In the list: tick the checkbox on a row to complete it; untick to reopen.

Customize your columns

Your board starts with Incomplete, In Progress, and Complete.

Click Add status at the right end of the board to add a column.
Drag a column header to reorder it — any column, including Incomplete and Complete.
Hover a column and click the actions menu at the right of its header to open Edit status, where you can change its Name and Color, then click Save — or Delete the column. (The header itself is the drag handle, so it reorders rather than opens the editor.)

Note

Complete is the only column you can't delete — the list view marks a to-do done by moving it there, so it has to stay. You can still rename it, recolor it, and drag it to a different position. Incomplete has no restrictions at all — new to-dos land there by default, but you're free to rename, recolor, reorder, or delete it too.

Delete a to-do

Hover a card and click the actions menu, then choose Delete to-do. You can also open the to-do and click Delete at the bottom of the window. Deleting can't be undone.