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Using the To-dos tab

Using the To-dos tab

The To-dos tab helps teams manage short-term action items and day-to-day work. Use it to track assignments, deadlines, and ongoing team activity in one place.

How it works

To-dos are organized into two sections:

  • Active — current work, including To-dos that haven't been started and ones that have been ticked off as done but haven't been archived yet
  • Archived — To-dos that have been moved out of the Active view

Ticking a To-do off as done on the left side of the item marks it complete. Before that, the Archive option in the Additional settings dropdown (⁝) is grayed out and unavailable — ticking the To-do off is what enables it. Archiving itself is then a separate manual step done through that menu. Archiving is reversible — you can move a To-do back to Active if it needs to be re-opened. Active To-dos also appear on the Team Dashboard, where they can be ticked off directly without opening the To-dos tab.

What's included in a To-do

Each To-do includes required information and optional details for organization and tracking.

Required fields

Every To-do must include:

  • Icon
  • Title
  • Team
  • Owner

The Owner is responsible for completing and maintaining the To-do.

Optional fields

You can also add:

  • Description
  • Due date
  • Tags
  • Links to related items

These fields help provide context, organization, and visibility into connected work.

How a To-do appears in the list

Each To-do row follows a consistent layout. Reading left to right, you'll see:

  1. "Done" checkmark — clicking this marks the To-do as done. It doesn't archive the item; that's a separate step.
  2. To-do title — the name of the action item.
  3. Owner — the user accountable for completing the To-do. Internally this field is called "Assignee," but it appears as "Owner" in the list view.
  4. Due date — the To-do's target completion date. If the date is past due, it's displayed in red.
  5. Notes — the Notes icon, with a number badge if Notes exist.
  6. Additional settings dropdown (⁝) — on the far right, opens the Edit / History / Archive / Delete menu.

If an element isn't set on a given To-do (for example, no due date), it simply doesn't appear in that part of the row.

Using tags and linked items

Tags help organize related To-dos together for easier filtering and review.

Linked items allow To-dos to connect with related work such as:

  • Rocks
  • Meetings
  • KPIs
  • Other To-dos

This helps teams understand how short-term work supports larger priorities.

Creating and managing To-dos

  1. Open a team.
  2. Select the To-dos tab.
  3. Create or open a To-do.
  4. Add the required fields.
  5. Optionally add due dates, tags, descriptions, or linked items.
  6. Save the To-do.
  7. Tick the To-do off as done on its left side when the work is complete.
  8. Archive the To-do from the Additional settings dropdown (⁝) once you're ready to move it out of the Active list.

Adding Notes to a To-do

Notes let you attach additional context, follow-ups, or ongoing updates directly to a To-do without changing its description or fields. Use them to capture progress, blockers, or quick comments as the work is being completed.

A Note lives on the To-do it's added to, so anyone opening the To-do sees its details along with any Notes that have been added to it.

When to use a Note

  • To share a quick progress update or status on the To-do
  • To add context that didn't fit in the original description
  • To capture blockers, questions, or follow-ups while the work is in progress
  • To preserve a running history of how the To-do was handled

Add a Note to a To-do

  1. Locate the To-do you want to add a Note to.
  2. Click the note icon to the far right of the To-do, just to the left of the three-button menu (Edit, History, Archive, Delete). When Notes already exist on the To-do, a number appears above the icon showing how many. Clicking it opens a compact view of the To-do, a thread of any existing Notes, and a text box for adding a new Note.
  3. Type your Note in the text box.
  4. Click Add note to post it.

Your Note appears in the thread alongside any earlier Notes, so the full history of context and updates stays with the To-do. Notes are preserved when a To-do is archived, but they're deleted along with the To-do if the To-do itself is deleted.

Best practices

  • Assign every To-do to a clear owner.
  • Add due dates to time-sensitive work.
  • Use tags to organize related To-dos.
  • Keep the Active list focused by archiving completed To-dos from the Additional settings dropdown (⁝) — ticking one off doesn't archive it on its own.
  • Review Active To-dos regularly to prevent overdue items.
  • Use Notes to capture quick updates and blockers as work progresses, so context stays with the To-do instead of living in chat.

Things to keep in mind

  • The Archive option is grayed out until a To-do is ticked off as done. Archiving itself is a separate manual step from the Additional settings dropdown (⁝), and is reversible.
  • Deleting a To-do is permanent, and any Notes on it are deleted with it.
  • A To-do belongs to one team. It can be moved to another team or owner, but it can't be co-owned.
  • Active To-dos appear on the Team Dashboard automatically.
  • To-dos are designed for short-term operational work and follow-up items.
  • Linked items help connect To-dos to larger team priorities.

Related articles

  • Using Notes
  • Linking items together
  • Icons, Tags, and shared item elements
  • Keyboard shortcuts
  • Use the Team Dashboard
  • Create and manage Rocks
  • Track team KPIs
  • Running meetings