đ Staff members can see their own to-dos. The View all staffâs to-dos permission lets you see and assign to-dos across the whole team, and Manage all staffâs to-dos lets you edit, complete, delete and reassign other staff membersâ to-dos
Staff to-dos lets you create tasks for yourself or a colleague, with an optional due date and a link to a child. You can work with your to-dos in two places: the Needs your attention widget on your Home overview, which is quick and only shows your own to-dos, and the to-dos overview, which has a few extra options and, for managers, shows the whole team.
Where to Find Staff To-dos
Youâll find your to-dos in two places: the widget on your Home overview, and the to-dos overview.
The Needs your attention widget
Go to Home â Overview and find the Needs your attention widget. Click See all, then look for the My to-dos section. It only shows to-dos assigned to you, and if a to-do is shared with other staff, it shows in everyoneâs list. Click View all to open the to-dos overview.
The to-dos overview
Click Home in your sidebar, go to Staff and click the To-dos tab at the top. The overview has a few extra options, such as repeating to-dos, and managers can use it to see the whole teamâs to-dos.
Adding a Staff To-do
You can add a to-do from either place. The to-dos overview has one extra option: itâs the only place you can set a to-do to repeat.
From the widget
In the My to-dos section, type the task in Add a to-do
Add a due date, an assignee or a child if you need to
From the to-dos overview
Go to Home â Staff â To-dos and click New to-do
Fill in the task and add a due date, an assignee or a child if you need to
To make it repeat, see Repeating a To-do below
đĄ To assign a to-do to a colleague, youâll need the right permissions. See Assigning a To-do to Another Staff Member below
Assigning a To-do to Other Staff Members
You can assign a to-do to one or more colleagues by clicking Assignee under the task. What happens next depends on where you add it:
From the widget: a pop-up asks if youâre sure you want to assign the to-do to another staff member. Click Reassign to confirm. The widget only shows your own to-dos, so the to-do then leaves your list and moves to theirs. If you add several assignees, the to-do is created as one shared to-do
From the to-dos overview: the to-do stays in the list. Open it to see who itâs assigned to, or use the filter at the top of the page to filter by assignee
If you add more than one assignee from the to-dos overview, you can also choose how the to-do works:
One shared to-do: everyone gets the same to-do, and the first person to complete it marks it as done for everyone. This is handy for tasks like âsomeone needs to clean the arts roomâ, where it doesnât matter who does it, just that it gets done
One to-do each: every assignee gets their own to-do, so each person ticks it off themselves. This works well for checks that every practitioner needs to sign off, such as a daily room check
Anyone added as an assignee receives an in-app notification letting them know theyâve been assigned the task.
âšď¸ Youâll need the View all staffâs to-dos permission to see the Assignee option on the to-dos overview, and the Manage all staffâs to-dos permission to reassign an existing to-do to someone else
Repeating a To-do
For checks that happen regularly, such as a daily room check or a weekly fire door test, you can set a to-do to repeat instead of creating it again each time. The right staff find it waiting on their list every time itâs due.
Setting up a repeating to-do
Repeating to-dos can only be created from the to-dos overview. They arenât available from the widget, the side panel or the quick actions button. To set one up:
Go to Home â Staff â To-dos and click New to-do
Fill in the to-do as usual and assign it to yourself or to colleagues
Under Repeats, choose how often it should come round: every day, week, month, quarter or year
Choose a start date and, if youâd like it to stop at some point, an Ends on date
Click Save
When repeating to-dos appear
Each repeat is created as its own to-do on the day itâs due, rather than in advance. New to-dos are created from 5:00 in the morning on days your site is open, and if the due date falls on a day youâre closed, it appears on the next day youâre open.
A few things are useful to know:
If a repeating to-do starts today, todayâs to-do is created straight away
A new to-do isnât created while the previous one is still open, so tasks donât pile up if one is missed
Days that were missed arenât added afterwards
đĄ Because to-dos are created on the day theyâre due, you wonât see future ones in your list or calendar ahead of time. A weekly to-do that starts tomorrow will appear tomorrow morning
Repeating to-dos for several people
When you assign a repeating to-do to more than one person, you can choose how it works each time it comes round:
One shared to-do: the group gets a single to-do, and the first person to complete it marks it as done for everyone
One to-do each: every person gets their own to-do and signs it off themselves
Colleagues who are assigned a repeating to-do receive a notification each time a new one is created.
Editing or deleting a repeating to-do
Repeating to-dos show a repeat icon in your list, so theyâre easy to spot. When you edit or delete one, you can choose how far the change goes:
This to-do only: changes or removes just that one
The whole series: changes or stops all the ones still to come
Changing or stopping a series doesnât affect to-dos that have already been created. Those can be completed or deleted like any other to-do.
Who can set up repeating to-dos
You can set up a repeating to-do for yourself without any extra permissions. To assign a repeating to-do to other staff, youâll need the Manage all staffâs to-dos permission. Without it, the Assignee option doesnât appear for repeating to-dos, and the to-do is assigned to you. If a repeating to-do is assigned only to you, only the person who set it up can change or stop it.
đĄ If none of the people assigned to a repeating to-do work at the site any more, it pauses and no new to-dos are created
Staff To-dos in the Calendar
If you add a to-do with a due date, it appears in your calendar on that date. If you assign a to-do with a due date to another staff member, it shows in their calendar on that date too. You can click on the to-do to expand it and check it off once itâs done.
Completing a To-do
To complete a to-do, hover over the circle next to the task and click to mark it complete. What you see afterwards depends on where you are:
In the widget: the to-do is crossed out and stays there for the rest of the day, so you can keep track of outstanding tasks while keeping a short record of finished ones
In the to-dos overview: it depends on your filters. If youâve filtered for both open and completed to-dos, everything shows, with completed ones crossed out. If youâve only filtered for open to-dos, completed ones disappear from the list
As a manager, you can also complete other staff membersâ to-dos from the to-dos overview by clicking the checkmark button at the end of the row. Youâll need the Manage all staffâs to-dos permission to do this.