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To-dos

Not everything is a recurring Standard. A to-do is a one-off piece of work, such as "Order replacement chair upholstery this week" or "Set up the new hire's logins by Wednesday," with an owner, a due date and a way to see when it's done. In the app you create one as a Task, and it shows on the owner's list with a To-do chip.

To-dos land in two places for the people they're assigned to: under Action items on My Day, and under the Tasks tab of the Inbox.

Create a to-do​

  1. Click CREATE at the top of any page and choose Task ("A one-off action to assign"), or press ⌘T (Ctrl+T on Windows).
  2. In Create a task, fill in:
    • Task (required): start with a verb and say what done looks like. At least 3 characters.
    • Description: the context the assignee needs, such as the why, edge cases and links.
    • Priority (required): Critical, High, Medium (the default) or Low.
    • Due: Today, Tomorrow, This week, Next week, or Pick a date…
    • Owner (required): click one or more people. Each owner gets their own copy to complete.
    • Space or Spaces (required): which location(s) the task belongs to. It starts on your current space.
    • Link SOPs: search for and tick any Standards this task relates to.
  3. Click Add task.

If something required is missing, a note under the form says what, for example "Pick at least one owner."

Let SOPHIE draft it​

At the top of the sheet, switch from Structured to Ask SOPHIE. Describe the work in a sentence or two under What needs doing?, attach a screenshot or file if it helps, and click Draft with SOPHIE. You can also start from one of the Examples. SOPHIE fills in the title, description, priority, due date and owners, and you review every field before saving. As the sheet says: "SOPHIE only suggests — you confirm every field before the task is saved."

Other ways to create one​

  • From a comment. While writing a comment on a Standard, type /task and choose Create Task, or use the Create Task button by the comment box. The comment's text and mentions seed a New To-Do with the Standard already linked.
  • From a Fix List item. Tasks added while working a Fix List item stay connected to it and show under the item's tasks. See FIX List.

Work on a to-do​

Click a to-do's title on My Day, or open it from the Inbox, to get its page. It shows:

  • Who assigned it ("Name assigned this task to you"), with an Overdue or Due soon flag when it applies (due soon means within 24 hours).
  • Status: switch between Todo, In progress and Done.
  • Details: Due, Priority, when it was Completed, and what it's Related to.
  • Assignee, or Assignees with a done count, listing each person and where they stand: Pending, In progress, Overdue or Completed.
  • Brief: the description.
  • Linked SOPs and Linked Fix List, when there are any.
  • Attachments, if any were added.
  • Comments in a panel on the right (on wider screens). Comments work just like they do on a Standard, including @mentions.

To finish it, click Mark complete (or tick its circle on My Day). Click Reopen task if it isn't done after all. When several people share a to-do, each person completes their own copy, and the Assignees list shows who's finished.

Reassign a to-do​

Click Reassign, choose the people it should go to, and save. "Each person gets their own To-Do." You can add people, remove people, or swap one person for another. If you remove yourself, it drops off your list.

Edit or delete a to-do​

At the top of the to-do page, click Edit to open Edit To-Do. You can change the title, description, due date, time of day (Anytime today, Beginning, During or End), priority, spaces and linked Standards. Changes apply to everyone's copy. To change who it's assigned to, use Reassign on the to-do page instead. Click Save changes when you're done.

To remove it, click Delete and confirm. The to-do moves to Trash for everyone, and you can restore it from Trash for 30 days.

Good to know​

  • Who can edit and delete: the person who created the to-do, the workspace owner, and anyone holding the Practice Owner or Office Manager role. Everyone else sees no Edit or Delete buttons.
  • Who can open it: the creator and the people it's assigned to.
  • Open to-dos stay on today's My Day until they're done, however long ago they were due. On a past or future day, a to-do shows only on its due date.
  • A to-do you assign to yourself still appears in your Inbox under Tasks. It's yours to do.
  • When someone goes on time off, their open to-dos can move to their fill-in if the time off is set to hand over everything. See Time Off.