To-dos

A to-do is a requirement you put on someone’s account, such as “Complete Laser Cutter Training for ENGR 320 by Nov 14”. It shows on their dashboard and in their app until it is done: at the top of the dashboard, or in the My To-dos widget when their layout has it. Training and credential items tick themselves off when the person earns them, so nobody has to chase a spreadsheet.

To-dos are not the staff task list. A task is work for the space. A to-do is something a person has to get done.

Who can create them

Creating and assigning to-dos needs the Assign to-dos to members permission. Each role starts with the same setting it has for Issue credentials in person, so admins have it and staff don’t. Change it on the roles screen (see People, roles & permissions).

To-dos are part of every space. You don’t turn on a module for them. Training and credential items need the Training & Credentials module. Without it, a to-do can still hold steps, files and links.

Create a to-do

1. Open People › To-dos and click New to-do.
2. Fill in the top of the form:
   • Title: what you are asking for, such as “Complete Laser Cutter Training for ENGR 320”.
   • Due date (optional): the to-do is due at the end of that day in your space’s timezone.
   • Details (optional): why it is needed, where to go, what to bring.
3. Under What they need to do, add the items. Use the arrows to put them in order.
   • Add a training: ticks itself when the person finishes the training.
   • Add a credential: ticks itself when the person holds the credential, however they got it.
   • Add a step they tick: a line the person ticks themselves, such as “Read the syllabus”.
4. Under Links (optional), click Add a link for each web page they need. Give each one a label.
5. Under Files (optional), attach PDFs, Office documents or pictures, up to 20 MB each. Members open them from the web or the app.
6. Under Who it is for, add the people (see the next section).
7. Click Create and assign.

The to-do completes itself for each person once every item is done.

Choose who gets it

You can do either or both:

• Paste email addresses: paste a class list in any format. Commas, spaces, one per line, or Name <email> all work. Under the box, MakerOps shows how many are members who will get it now, how many are not members yet, and any lines that aren’t email addresses (these are skipped).
• Or pick members: search by name, email or badge, and click each person.

People who aren’t members yet are invited when you are allowed to send invitations. The to-do waits on their account and appears when they join. If you can invite people in more than one role, choose one under Invite new people as. If you can’t send invitations, the to-do still reaches them if they join later.

Track progress

People › To-dos lists every to-do with its due date, how many people are complete, how many are overdue, and how many have Not joined yet. Click one to open it.

The to-do’s page shows a grid: one row per person, one column per item, and a status for each person. From there you can:

• Add people: click Add people, choose recipients the same way as above, and click Assign.
• Remind someone: click the bell on their row, or Remind everyone not done at the top. A person can be reminded this way at most once an hour.
• Remove someone: click the remove icon on their row. They stop seeing the to-do and get no more reminders. Their credentials are not affected.
• Edit: change the title, due date, details, items, links or files. Moving the due date restarts the reminders.
• Archive: members no longer see it in their open list and get no reminders. Restore brings it back. Show archived on the list page shows archived to-dos.
• Delete: removes it from every recipient’s list, finished or not. Archive it instead to keep the record.

In the app: More › Manage to-dos shows the same list, with Open and Archived. Tap a to-do to see its checklist and each person’s status and ticks. Not done narrows the list to the people still working on it. The app is for checking progress; creating, editing, adding people and reminders stay on the web.

How items tick themselves off

• A training item ticks when the person finishes the training. Being signed off at an in-person session counts.
• A credential item ticks when the person holds the credential. That includes a credential honored from a partner workspace.
• If an item’s training or credential is deleted, the line shows as no longer required and stops counting.
• While the to-do is open, a credential item un-ticks if the credential is revoked.
• Once a person’s to-do is complete, it stays complete. Adding items later does not reopen it for people who already finished.

Reminders

Everyone not done gets a reminder 7, 3 and 1 days before the due date, and one notice once it is overdue. The 7-day and 3-day reminders are skipped for someone who has made progress in the last 3 days. Reminders go out each morning.

People also get a notification when a to-do is added for them. Each person chooses push, email or in-app for these under To-dos in their notification settings.

What members see

• On the web: the dashboard shows Your to-dos at the top, with a progress bar for each. All to-dos opens the full list, which is also under My Stuff › My To-dos. Finished ones are under Completed.
• In the app: Home shows a To-do section near the top. It lists up to three, with See all when there are more.

Opening a to-do shows its details, the What to do list, and any Links and Files. Training lines have a link to open the training. Steps they tick themselves are ticked by tapping the line. A step can be unticked until the whole to-do is done.