To-dos

Group To-dos into Lists, share a List with people outside the team, and assign each To-do to the person who will do it.

Every To-do belongs to Personal or to a team. The To-dos page shows yours from all of them in one list, and Team To-dos shows everything in one team. A List groups the To-dos for one project, and can be shared with someone who is not on the team without showing them anything else.

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Your To-dos from Personal and every team

The To-dos page is the same list whichever team you are in. Each To-do names its team and its List, and opens in its team. A To-do assigned to a teammate is not on your list.

Personal
Your Personal To-dos, which only you can see unless you share their List.
Assigned to you
To-dos assigned to you in any team.
Not assigned yet
To-dos nobody is assigned to, in the teams where you can use To-dos.
Shared with you
To-dos in Lists shared with you directly, including Lists of teams you are not a member of.

Team To-dos

Inside a team, Team To-dos lists every To-do in the team, whoever it is assigned to, with the assignee's name on each. It has the same views as the To-dos page (Today, Upcoming, Anytime, Someday and Completed), and Anytime groups the To-dos with no date by List.

Today is in your own order on both pages; each teammate keeps their own.

Assigning a To-do

In a team, a To-do can be assigned to one person who already has access to it, through the team or through a List shared with them. They will get an email saying who assigned it, with a link to the To-do, and its reminders will go to them.

Members with edit access add and change any To-do in the team. A member with View only access can open Team To-dos and, on a To-do assigned to them, tick it off, tick its checklist, and set or snooze its reminder. Team admins choose each member's access.

Lists

A List groups the To-dos for one project or place, such as Home or Tournament preparation. A List's To-dos still appear in Today, Upcoming and Anytime by their dates.

Lists
The Lists page shows each List with its number of open To-dos and who it is shared with.
A List's page
Add To-dos straight into the List, put them in order, and see its completed To-dos. The line under its name says who can see it, such as “Members of Acme and Pat Smith can see this List.”
Archive List
Archiving a List keeps its To-dos, with no List.
Work in stages
A List has no stages or statuses. Work that moves through stages goes on a Kanban board, whose cards can hold To-dos of their own.

Sharing a List

Members with edit access share a List from Share beside its name, by the person's handle. A Personal List is shared the same way.

  1. Can edit or Can view

    With Can view, the person sees the List's To-dos; with Can edit, they also add and change them. They see nothing else that belongs to the team, and they cannot share the List on.

  2. Someone outside the team

    They will be invited, and can open the List once they accept, as a guest of the team. Until then the Share drawer lists them as Invited, waiting, with Cancel.

  3. Members and guests

    Members of the team already have access. A guest of the team is added at once.

  4. Remove

    Remove takes a person off the List. A guest with nothing else in the team is also removed from the team, and the confirmation says so.

Guests and plans

To-dos and Lists are on every plan. People a List is shared with from outside the team count as the team's guests: 10 on the free plan and 100 on Pro and the Team plan. A team admin can also give a guest To-dos as Everything in the area, or Only what is shared with them.

Building a List from JSON

Import a List from JSON creates a List and every To-do in it from one JSON document, with their When dates and times, Deadlines, priority, notes, tags and checklists. Import To-dos… in a List's More menu adds a document's To-dos to that List without changing anything already in it. Copy the prompt copies the format with the instructions for writing one.

The whole document is checked before anything is saved: if any part does not fit the format, nothing is created and the message names the field. Imported To-dos start unassigned.

Share your first List.

Create a Magpie account, open To-dos, make a List under Lists and choose Share beside its name.

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