Boost Your Productivity with the Pomodoro Technique
The Pomodoro technique is similar to the time blocking method that tells you to divide your whole workday into smaller blocks separated by small breaks.
Manage Your To-Do using TimeCaptis
Oct 14, 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.
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.
| 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.
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.
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.
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.
8. To edit a To-Do List, click on the 'Edit' button appearing below the respective To-Do List as shown in 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.
10. To delete a To-Do List, click on the 'Delete' button appearing below the respective To-Do List as shown in 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.
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.
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.
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.
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.
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.
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.
| 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.
19. Upon doing so, the ‘Add To-Do Item’ page will appear. Each step shown in Figure 18 is explained in the below table.
| 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.
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.
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.
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.
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.
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.
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.
27. To view a To-Do Item, click on the said To-Do Item as shown in 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.
| 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.
| 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.
| 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.
| 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.
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.
| 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.
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.
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.
| 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.
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.
39. To Filter To-Do(s), click on the 'Filter ' Text box as shown in 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.
| 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.
