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Overview

The To-Do module helps you capture, organize, and complete personal tasks and quick action items. Manage your individual workload separately from team projects while maintaining visibility across all your responsibilities. To-dos live in a simple Kanban pipeline where you move tasks through custom stages as work progresses. Convert to-dos into full project tasks when personal items grow into larger initiatives requiring team collaboration. 💡 Pro Tip: Ask Your Knowlix to manage your to-dos: “Add a to-do to call John tomorrow” or “Show me all my incomplete to-dos”

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Creating To-Dos

Capture tasks quickly with minimal friction to ensure nothing slips through the cracks.

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Basic To-Do Creation

From the To-Do module:
  1. Open the To-Do application
  2. Click New at the top, or click the + button next to any stage name
  3. Enter a title for your to-do
  4. Click Add to save immediately
OR
  1. Click Edit to access additional options before saving

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Detailed To-Do Configuration

When you click Edit instead of Add, the full form opens with additional fields: Tags: Categorize to-dos for filtering (e.g., “Phone Calls,” “Urgent,” “Research”). Assignees: Share the to-do with other users. When you add assignees, they can view and edit the to-do. Description: Add detailed notes, checklists, or context using the rich text editor. Rich text editor features:
  • Type / to access formatting commands
  • Add bullet lists, numbered lists, or checklists
  • Insert media (images, videos)
  • Add links to related resources
  • Include widgets and structured content
💡 Your Knowlix: “Create a to-do to review quarterly reports with high priority tag”

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Quick Capture from Anywhere

Create to-dos without leaving your current work. Method 1: Command Palette
  1. Press Ctrl+K (or Cmd+K on Mac) from anywhere in Knowlix
  2. Select Add a To-Do
  3. Enter the to-do details
  4. Save
Method 2: Activity Menu
  1. Click the clock icon in the top right of any page
  2. Select Add a To-Do
  3. Complete the form
  4. Save
Use case: You’re reviewing a customer record and realize you need to follow up. Use quick capture to create a to-do without navigating away from the customer page.

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Converting To-Dos to Project Tasks

Promote personal to-dos into formal project tasks when they require team collaboration or project tracking.
Requirement: Projects module must be installed
To convert a to-do:
  1. Open the to-do
  2. Click the gear icon (⚙)
  3. Select Convert to Task
  4. Configure the task:
    • Project: Select which project should receive the task
    • Assignees: Choose team members responsible
    • Tags: Add project-relevant tags
  5. Click Convert to Task
What happens after conversion:
  • The to-do disappears from your To-Do list
  • A new task appears in the selected project
  • The task includes all content from the original to-do (title, description, attachments)
  • You’re automatically added as a follower on the new task
When to convert:
  • Personal task grows beyond individual scope
  • Multiple people need to collaborate
  • Task requires time tracking or project budgeting
  • Work needs formal project visibility or reporting
💡 Workflow Example: You create a to-do: “Research new CRM integrations.” During research, you realize this needs team input and budget approval. Convert it to a project task in your “IT Initiatives” project and assign relevant stakeholders.

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Managing Your To-Do Pipeline

Organize to-dos visually using a Kanban board with customizable stages.

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Default View

Your assigned to-dos appear on the To-Do app dashboard in a Kanban layout. Each column represents a stage of work. Moving to-dos between stages: Drag and drop any to-do card from one stage to another as work progresses.

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Creating Custom Stages

Tailor stages to match your personal workflow. To add a stage:
  1. Click + Personal Stage on the left side of the pipeline
  2. Enter a stage name
  3. Press Enter or click to save
Common stage examples: Simple workflow:
  • To Do → In Progress → Done
GTD-inspired workflow:
  • Inbox → Next Actions → Waiting For → Someday/Maybe → Done
Priority-based workflow:
  • Urgent → This Week → Next Week → Backlog → Completed
Time-based workflow:
  • Today → This Week → This Month → Later → Done

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Managing Stages

To modify a stage:
  1. Click the gear icon (⚙) next to the stage name
  2. Select an action:
Fold: Hide the stage from view temporarily (to-dos remain, just the column is hidden). Edit: Rename the stage or modify settings. Delete: Remove the stage. To-dos in the deleted stage move to the first remaining stage. 💡 Workflow Tip: Create a “Done This Week” stage separate from “Done.” At the end of each week, review completed items before archiving them permanently.

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Scheduling Activities on To-Dos

Plan follow-up actions or reminders related to specific to-dos.

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Creating Activities

To schedule an activity:
  1. From the To-Do dashboard, click the clock icon on a to-do card
  2. Click + Schedule an Activity
  3. Complete the activity form:
    • Activity Type: Call, Meeting, Email, To-Do, etc.
    • Due Date: When the activity should occur
    • Assigned To: Who is responsible (defaults to you)
    • Summary: Brief description
    • Log a Note: Detailed notes or context
  4. Click Schedule
Activity vs. To-Do: Activities are time-based actions (calls, meetings, deadlines) attached to a to-do. The to-do is the work item; activities are reminders or scheduled actions related to that work.
Important: The “To-Do” activity type does NOT create a to-do task. It’s just a reminder activity with that name.
Activity notifications: You receive notifications when activities are due, helping you stay on top of time-sensitive follow-ups. 💡 Use Case: To-do: “Prepare presentation for board meeting.” Activity scheduled: “Email draft to CEO for review” (due 2 days before meeting).

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Viewing To-Dos in Projects

To-dos automatically appear as private tasks in the Projects module for unified task visibility.
Requirement: Projects module must be installed
To view all your tasks (to-dos + project tasks):
  1. Open the Projects module
  2. Navigate to My Tasks
  3. Your to-dos appear alongside project tasks
Identifying to-dos: To-dos display a padlock icon to distinguish them from shared project tasks. Why this integration matters: You can manage ALL your work (personal and project-related) from one view. Filter, search, or plan your day without switching between To-Do and Projects modules. Synchronized updates: Changes made to to-dos in the Projects view reflect in the To-Do module and vice versa. They’re the same items accessed from different interfaces. 💡 Planning Workflow: Each morning, open My Tasks in Projects to see all work across personal to-dos and team projects. Plan your day holistically.

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Best Practices

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Capture Everything

Add to-dos immediately when thoughts occur. Don’t trust memory. The quick capture shortcuts exist for this reason.

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Process Regularly

Review your to-do list daily. Move items between stages, complete done items, and archive finished work.

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Use Meaningful Stages

Create stages that match your workflow. Generic stages (To Do, Doing, Done) work for simple needs, but tailored stages improve clarity.

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Tag Strategically

Create a consistent tagging system. Examples: context tags (@office, @home, @phone), priority tags (urgent, high, low), project tags (Q1 goals, research).

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Convert When Appropriate

Don’t let to-dos grow too large. If a to-do requires multiple steps or people, convert it to a project task.

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Schedule Activities for Time-Sensitive Work

If a to-do has a deadline or requires a specific action on a specific date, schedule an activity rather than relying on remembering.

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Clean Up Completed Items

Archive or delete old to-dos regularly. A cluttered Done stage reduces visibility into recent accomplishments.

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Share Collaboratively

Use the Assignees field to share to-dos with colleagues for lightweight collaboration that doesn’t warrant a full project task.

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Review Weekly

Set aside time each week to review your to-do pipeline. Ensure items are in appropriate stages and nothing has stalled.

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Integrate with Calendar

Check your calendar when adding to-dos. Schedule activities for to-dos that align with calendar events or deadlines.
  • Projects - Manage formal project tasks
  • Calendar - Schedule activities and events
  • Discuss - Collaborate on to-dos with team members
  • Activities - Understanding activity types and scheduling

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Need Help?

Ask Your Knowlix:
  • “Add a to-do to prepare monthly report”
  • “Show me all my to-dos tagged as urgent”
  • “Create a to-do to follow up with Sarah next week”
  • “Convert my research to-do into a project task”
  • “Schedule a call activity for tomorrow on the client proposal to-do”
Contact Support: For questions about to-do management, integration with projects, or activity scheduling, contact Knowlix support through the Help menu.