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Manage Your To-Do using TimeCaptis

Jul 29, 2021    

Create, manage and keep track of tasks that you need to do daily in one place with TimeCaptis To-Do. Access and manage your to-do lists (groups of to-dos) too. Refer to the detailed instructions in the step by step guide below.


1. Sign in to your TimeCaptis Account
2. Click on the ‘To-Do’ link from the selected team from the list of teams appearing on the left sidebar menu. The 'My Personal' team will display only your personal data you have entered in that team, which can not be shared.

Figure 1
Figure 1

3. Upon doing so, the ‘To-Do List’ page will appear. The To-Do Lists can be sorted according to the priority by drag and drop. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
    For a specific Team, the 'To-Do Lists' and 'To-Do Items' will not appear if 'None' permission is given to the user for To-Do.
Sl. No. Name Description
1 Add To-Do List Click to add a to-do list
2 Project View Click to view the To-Dos in a Project or Kanban view
3 To-Do Items Click to go to the to-do item page
4 Progression line Displays the completion percentage of the to-do items added for a to-do list
5 Added To-Do List The name of the added to-do list
6 Team Name The name of the team under which the to-do list is added
7 View To-Do Items Click to view all the to-do items added under a to-do list
8 Edit To-Do List Click to edit a to-do list
9 Delete To-Do List Click to delete a to-do list

4. To add a To-Do List, click on the ‘Add To-Do List’ button present in the To-Do List page as shown in Figure 3.

Figure 3
Figure 3

5. Upon doing so, the ‘Add To-Do List’ page will open as shown in Figure 4. Enter the To-Do List name for the selected Team.

Figure 4
Figure 4

Once you are done with, click on the ‘Save’ button as shown in Figure 4. Upon doing so you can see your recently added To-Do List appearing in the To-Do List page.

6. To view the To-Do Items which are added under a particular To-Do List, click on the 'View' button appearing below the respective To-Do List as shown in Figure 5.

Figure 5
Figure 5

7. Upon doing so, all the To-Do Items that have been added under that To-Do List will appear as shown in Figure 6.

Figure 6
Figure 6

8. To edit a To-Do List, click on the 'Edit' button appearing below the respective To-Do List as shown in Figure 7.

Figure 7
Figure 7
    For all the shared To-Do Lists, the 'Edit' button will only be available if the 'View/Edit' permission is given to the user for To-Do.

9. Upon doing so, the Edit To-Do List page will appear as shown in Figure 8. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 8
Figure 8

10. To delete a To-Do List, click on the 'Delete' button appearing below the respective To-Do List as shown in Figure 9.

Figure 9
Figure 9
    For all the shared To-Do Lists, the 'Delete' button will not be available to any of the Team users except the Admin of that Team.

11. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 10 and the said To-Do List will be deleted with all the To-Do Items added for that particular To-Do List.

Figure 10
Figure 10

12. To view the To-Do Lists and To-Do Items in a Project or in a Kanban view, click on the 'Project View' button as shown in Figure 11.

Figure 11
Figure 11

13. Upon doing so, you will be redirected to the 'Project View' page with listing all the To-Do Items under the respective To-Do Lists as shown in Figure 12.

Figure 12
Figure 12

14. The To-Do Items can be sorted according to the priority within the To-Do List or you can also move the To-Do Items from one To-Do List to another by using the drag and drop. You can also use the Left and Right arrow to scroll as shown in Figure 13.

Figure 13
Figure 13

15. For the other functionalities, click on the '3 dots vertical' menu as shown in Figure 14. You can view the associated To-Do Items linked with the To-Do List, can edit and delete the To-Do List.

Figure 14
Figure 14

16. To view all the To-Do Items added for different To-Do Lists for the selected Team, click on the 'To-Do Items' button present in the To-Do List page as shown in Figure 15.

Figure 15
Figure 15

17. Upon doing so, the ‘To-Do Item’ page will appear as shown in Figure 16 which are added under different To-Do Lists. Each step shown in Figure 16 is explained in the below table.

Figure 16
Figure 16
Sl. No. Name Description
1 To-Do Lists Click to go to the to-do list page
2 Project View Click to view all the To-Dos in a project or in a kanban view
3 Import Records Click to import the to-do items
4 Export to Excel Click to export the to-do items to excel
5 Add To-Do Click to add to-do item for different to-do lists
6 Checkbox Check this, if the respective to-do item is completed
7 To-Do Item Title Title of the added to-do item
8 Timeline The timeline added for the to-do item
9 Contact Name The name of the contact for which the to-do item is added
10 To-Do List Name The name of the to-do list under which the respective to-do item is added
11 Delete To-Do Click to delete to-do item, which will only appear to the admin

18. To add a To-Do Item, click on the ‘Add To-Do’ button present in the To-Do Item page as shown in Figure 17.

Figure 17
Figure 17

19. Upon doing so, the ‘Add To-Do Item’ page will appear. Each step shown in Figure 18 is explained in the below table.

Figure 18
Figure 18
Sl. No. Name Type Description
1 Title Required Enter a title for the to-do item
2 Description Optional Enter a description
3 Timeline Optional Enter a timeline for the to-do item
4 To-Do List Required Choose a to-do list under which the to-do item will be added
5 Contact Optional Choose a contact for which the to-do item will be added
6 Notify By Email Optional Check this, if you want to notify subscribers or users through Email regarding this to-do
7 Contacts Optional Choose contact(s) from the drop menu, appearing according to the Team, to whom you want to send notification
8 Users Optional Choose user(s) from the drop menu, appearing according to the Team, to whom you want to send notification
9 Email Addresses Optional Add more email addresses whose name are not there in contacts or users drop menu to notify them
10 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 18. Upon doing so you can see your recently added To-Do Item appearing in the To-Do Items page.

20. To import To-Do Items, click on the 'Import Records' button as shown in Figure 19.

Figure 19
Figure 19

21. Upon doing so, the 'Import To-Do' page will appear as shown in Figure 20. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 20.

Figure 20
Figure 20

22. In the sample template as shown in Figure 21, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 21
Figure 21

23. Once you have the necessary data in the Spreadsheet, you can choose the file by clicking the 'Choose File' button and import the file by clicking on the 'Import' button as shown in Figure 22.

Figure 22
Figure 22

24. After importing the file, the 'Import To-Do' page will appear as shown in Figure 23. Enter the other details and then click on the 'Save' button.

Figure 23
Figure 23

The import will be complete, and your data will be saved. You will also be able to see all the To-Dos you imported in the To-Do Item page.

25. To export the To-Do Items to excel, click on the 'Export to Excel' button as shown in Figure 24.

Figure 24
Figure 24

26. To view the To-Do Lists and To-Items in a Project or in a Kanban view, click on the 'Project View' button as shown in Figure 25.

Figure 25
Figure 25

27. To view a To-Do Item, click on the said To-Do Item as shown in Figure 26.

Figure 26
Figure 26

28. Upon doing so, the details page for the To-Do Item will appear as shown in Figure 27. Each step shown in Figure 27 is explained in the below table.

Figure 27
Figure 27
Sl. No. Name Description
1 Contact Name The name of the contact for which the to-do item is added. click to go to the view contact page
2 Timeline The timeline of the to-do item
3 To-Do List The name of the to-do list under which the to-do item is added. click to go to the view to-do list page
4 Add Time Click to add time for the to-do item
5 Edit To-Do Click to edit the to-do item
6 Delete To-Do Click to delete the to-do item
7 Go Back Click to return to the to-do item list page
8 Title The title of the added to-do item
9 Description The description of the added to-do item
10 Files Attached The file attached while adding the to-do item
11 Time Report All the time added for this to-do item will appear under time report
12 Number of Time Report(s)/Total Hour(s) The total number of time reports added for the to-do item and total hours for all the added time
13 Name The name of the subscriber who added time for this to-do item
14 Date The date on which the time was added
15 Total Time The total time entered while adding the time
16 Comment The comment added while adding the time
17 Files Attached The file attached while adding the time
18 View Time Report Click on the button to view the individual time report
19 Delete Time Report Click to delete the individual time report

29. To add time for the To-Do Item, click on the 'Add Time' button present in the details page of the To-Do Item as shown in Figure 28.

Figure 28
Figure 28
    For Team specific To-Dos, the 'Add Time' button in the view To-Do Item page will only appear if the 'View/Edit' permission is given to the subscriber for Time Report.

30. Upon doing so, the Add Time page for the respective To-Do Item will appear as shown in Figure 29. Each step shown in Figure 29 is explained in the below table.

Figure 29
Figure 29
Sl. No. Name Type Description
1 Date Required The current date will auto-populate. However, you can still edit the date
2 Total Time Required Enter the total time taken for the to-do item
3 Category Required Enter the category for the time report
4 Is Billable? Required Choose whether the adding time is billable or not
5 Add Comment Optional Enter comment for the time report
6 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 29. Upon doing so you can see your recently added Time appearing in the view To-Do Item page and in the Time Report page.

31. To edit the To-Do Item, click on the 'Edit' button present in the details page of the To-Do Item as shown in Figure 30.

Figure 30
Figure 30
    For a specific Team, the 'Edit To-Do' button in the view To-Do page will only appear if 'View/Edit' permission is given to the user for To-Do.

32. Upon doing so, the Edit To-Do Item page will appear as shown in Figure 31. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 31
Figure 31

33. To delete the To-Do Item, click on the 'Delete' button present in the details page of the To-Do Item as shown in Figure 32.

Figure 32
Figure 32
    For a specific Team, the 'Delete To-Do' button in the view To-Do page will not be available to any of the Team users except the Admin of that Team.

34. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 33 and the said To-Do Item will be deleted.

Figure 33
Figure 33

35. To view an individual time report added for a To-Do Item, click on the 'View' button appearing against each individual time report in the view To-Do Item page as shown in Figure 34.

Figure 34
Figure 34

36. Upon doing so, the Time Report added for the said To-Do Item will appear as shown in Figure 35. Each step shown in Figure 35 is explained in the below table.

Figure 35
Figure 35
Sl. No. Name Description
1 Date The date on which the time report was added
2 Total Time The total time added for the to-do item
3 Is Billable? Whether the added time is billable or not
4 Category The category chosen for the time report
5 Comment The comment added while adding the time
6 Files Attached The file attached in the to-do item for which the time was added
7 Edit Time Click to edit the time report
8 Delete Time Click to delete the time report
9 Go Back Click to go back to the time report page

37. To delete an individual time report added for a To-Do Item, click on the 'Delete' button appearing against each individual time report in the view To-Do Item page as shown in Figure 36.

Figure 36
Figure 36

38. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 37 and the said time will be deleted.

Figure 37
Figure 37

39. To Filter To-Do(s), click on the 'Filter ' Text box as shown in Figure 38.

Figure 38
Figure 38

40. Upon doing so, the To-Do Item page will display the fields for filtering as shown in Figure 39. Each step shown in Figure 39 is explained in the below table.

Figure 39
Figure 39
Sl. No. Name Description
1 Title Enter any to-do item name to be filtered
2 Toggle Up Click to hide all the filter fields
3 Select List Filter to-do items by choosing a to-do list from the drop-down menu
4 From Filter to-do items by entering a start date
5 To Filter to-do items by entering a target date
6 Search Click to see the filtered result
7 Reset Click to clear all the search parameters

41. To return to the To-Do List page, click on the ‘To-Do Lists’ button present in the To-Do Item page as shown in Figure 40.

Figure 40
Figure 40

 

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