🕰️ Est. Time: 10 minutes
🎯 Goal: Understand how the To Do page is laid out, and how to plan, track and log your time on it
🔑 Requirements: None to use your own To Do page. Viewing or editing a team member's To Do page needs extra permissions.
✨ Your To Do page has had a refresh
Ten years since it's release, we've given the To Do page its biggest refresh yet. The drag-and-drop you rely on hasn't moved an inch. Everything just feels a little calmer, and planning your week takes fewer clicks.
Want the guided tour? Watch Poli and Julia walk through it in our webinar recording.
🗺️ Finding your way around the To Do page
The board
The board shows one column per day for the week. Each column is split in two:
To Do (top): work planned for that day that isn't done yet
Done (bottom): work you've logged for that day
The days of the week sit along the day bar, between the two zones. Each day shows its total hours, and today is labelled Today. Drag the day bar up or down to see more of your To Dos or more of what you've finished.
The board shows your working days, today, and any other day that has To Dos on it. The height of each To Do matches its duration, so you can spot busy days at a glance. To Dos are shaded on a soft yellow colour ramp that deepens through the day, so you can see where you're at with a quick look.
Capacity line: A dashed line in each zone marks your maximum contracted daily hours. A day that reaches the line is full, and a day that goes past it is over capacity.
Grouped To Dos: When three or more To Dos of 15 minutes or less sit together, they're grouped into one tidy block. It shows how many To Dos there are and their total time, so quick tasks stay readable instead of shrinking to slivers. Hover over the block to pull them out, then open, drag or edit each one as normal.
➕ Adding To Dos
There are several ways to put a To Do on your board:
Add New: Click Add New at the top of any day. On past days, it reads Log To Do.
Drag from the sidebar: Drag an item card onto a day to create a 1-hour To Do. Drop it in Done to create it already logged.
From a sidebar card: Click Add a To Do on a card to create a To Do for today with that item already selected.
Keyboard: Press N to add a To Do for today, or T to open the To Do window from anywhere in Streamtime.
Plan for Me: Let Streamtime plan your week for you (see below).
From the Schedule: To Dos added for you on the Schedule appear on your board too. Learn more about the Schedule.
Creating a new To Do
Field | What it's for |
Date | The day the To Do is on. Click Today beneath the date picker to jump back to today |
Team member | Who the To Do is for. You can only change this if you can edit your team's time |
What are you working on? | Search for a job or item by name, job number or client. Jobs are listed by client, and recently logged items appear first. You can collapse this section if don't suit your workflow. |
Duration | Type a time (e.g. 1h) or choose 15m, 30m, 1h, 2h or 4h. Rest of Day appears when you have time left that day. The default block is one hour. |
Notes | What you're working on |
Once you pick an item, the window shows its progress, including Planned time, time Left to Spend, the deadline and any checklist. That way, you can see how the To Do affects the item before you save it. If you add a To Do for an item you're not assigned to, Streamtime lets you know that creating it will assign you to the item.
Log to the job only: If the work doesn't belong to a specific item, choose Log to the Job Only. You can also choose Create a New Item or Create a New Job from the same list if you have the permissions to do so.
When you're ready, choose one of:
Create: Adds the To Do to your board.
Create & Log: Adds the To Do already logged in Done. Handy for work you've already finished.
Stopwatch: Creates the To Do and starts the timer straight away.
Planned the maximum for the day? You can plan up to 20 To Dos per day, but there’s no cap on how many you log. Once a day hits 20, use Create & Log instead. It logs the time straight away and drops the To Do into Done, so it never needs to be planned first.
Pro Tip: Keyboard shortcuts are your friend! Press Cmd/Ctrl + Enter to Create, or Cmd/Ctrl + Shift + Enter to Create & Log.
For every field and option in the To Do window, see Creating and editing a To Do.
✅ Logging time
Logging a To Do marks the work as done and records the time against the item. Drag your To Do from above the line to below it, and the time's logged.
Other ways to log:
Right-click a To Do (or a selection) and choose Log.
Complete a whole day: When a day still has open To Dos, click the arrow button in its Done zone to log them all at once.
Create & Log a new To Do in the To Do window.
Stop the timer and log the time (see below).
Logged a To Do by mistake? Drag it back up into To Do, or right-click it and choose Unlog.
📋 The My Items sidebar
The My Items sidebar lists the items you're assigned to, so you can see everything on your plate and drag it onto your week. Show or hide it with the sidebar toggle in the header, or with the [ and ] keys.
Sections
Section | What's in it |
Paused Timers | Items with a paused timer |
Pinned | Items you've pinned to the top |
My Items | Everything else you're assigned to |
Other Items | Items you're not assigned to, grouped by job. Hidden by default |
What a card shows
Each card shows the item and job, any details you've chosen under 👁, and the job lead and item team. Along the bottom:
Your status on the item (In Play, Paused or Completed). Click it to change it.
Dates: when the item starts or is due. Overdue dates are red.
Time left on the item, or how far over it is. This only appears when the item has planned time. If the time is shared with other team members, hover over it to see how many.
From a card, you can Add a To Do, Pin Item, Start Timer, or drag it onto a day.
Search, filters and sorting
Search: Type in Search Items, or press / to jump straight to it.
Filters: By default, the sidebar shows My Active Items (items where your status is In Play). Click the filter to add filters for My Status, Job Name, Due Date, Company, job number, Billable and start date. Click Reset to go back to the default, or press X then F to clear filters.
Sort: Choose how cards are ordered:
Sort | Order |
Priority (default) | Overdue items first, then items you've worked on recently, items in progress, items with no due date, and items not started yet. |
Least Time Left / Most Time Left | By time remaining on the item |
Nearest Deadline / Latest Deadline | By due date |
Job Name / Job Number / Company | Alphabetical or numerical |
Pinned items always stay at the top, whatever the sort. Your filters, sort and pinned items are saved for your own To Do page. Learn more about how the sidebar is ordered.
Picking up other items
To take on an item you're not assigned to yet, open the filter and turn off Hide Other Items. The Other Items section appears at the bottom of the sidebar. Expand a job in Other Items and drag an item onto a day. That creates the To Do and assigns you to the item.
Completed items and items on archived jobs don't appear here, because there's no work left to pick up.
Completing an item
When you're finished with an item, change your status on its card to Completed. If you still have To Dos on it that aren't logged, the card asks what to do with them: Delete them, Log them, or Move to another item.
Changing an item back from Completed asks you to confirm, since it can change your reports.
✏️ Editing, moving and selecting To Dos
Editing a To Do
Click a To Do to open the Edit To Do window. From there, you can change any detail, Log or Unlog it, Delete it, or click Go To Job. To change a To Do's duration without opening it, drag its bottom edge. It snaps to 15-minute steps.
Moving and copying To Dos
Drag a To Do to another day, or up and down to change its order.
Hold Alt while dragging to copy it instead.
Right-click and choose Move to send it forward:
Next Working Day
Move by Amount... to move it forward a number of weeks
Pick a Date... to choose a specific day
Move only goes forward, and only works on To Dos that aren't logged. Logged work stays on the day it was done. To move something earlier, drag it.
Changing an item's dates on the job, Timeline or Schedule doesn't move the To Dos already planned for it. That's on purpose, so your plan never changes without you knowing. Move the To Dos yourself on the To Do page or the Schedule.
Selecting several To Dos at once
Cmd/Ctrl-click to add To Dos to your selection.
Shift-click to select a run of To Dos on the same day.
Press Esc or click an empty part of the board to clear your selection.
Drag, right-click, or press Delete to act on everything you've selected.
The right-click menu
Right-click a To Do to see everything you can do with it.
Option | What it does |
Duplicate | Adds a copy to the top of the same day |
Reassign | Gives the To Do to another team member |
Move | Moves it forward (see above) |
Log / Unlog | Marks it as done, or back to to do |
Start Working / Continue Working | Starts the timer |
Keep Working | Resumes a paused timer |
Stop | Stops a running timer |
Go To Job | Opens the job |
Delete | Deletes the To Do, after you click Confirm |
Reassigning a private To Do to someone else makes it visible to them, because they need to see what they're working on.
Repeating To Dos on the board
Moving a Repeating To Do to another day, or deleting it, shows a Hold up! message. Changes like these only apply to that one To Do, and it's taken out of the repeating set, so future changes to the series won't update it. Click Continue to go ahead, or Edit to change the whole series instead.
To Dos you can't change
Some To Dos open as View To Do, read only:
Time that's already been billed
To Dos on archived jobs
To Dos you don't have permission to edit, such as someone else's private To Do
⏱️ Using the timer
The timer records how long you actually spend on a To Do, so you can log real time rather than guessing.
Starting the timer
Right-click a To Do and choose Start Working.
Click the stopwatch in the To Do window.
Click Start Timer on a sidebar card. This uses today's To Do for that item, or creates a 1-hour one.
Starting the timer moves the To Do to today. If you start it on a logged To Do (Continue Working), Streamtime creates a new 1-hour To Do for today and times that instead.
A To Do with a running timer shows a clock icon and the time so far. It turns red once you've gone over the planned time. You can only time your own To Dos.
One running timer, any number paused
You can have one timer running at a time. If you start a new one while another is running, Streamtime asks whether to Log Time on the first one or Pause Timer so you can come back to it.
Paused timers appear at the top of the sidebar under Paused Timers. To pick one up again, click Keep Working on the card, or right-click the To Do and choose Keep Working. If the To Do is on an earlier day, choose Log and Restart to log its time on that day and start a new To Do today, or Move to Today to bring it to today and carry on.
When you hit your planned time
When the timer reaches the To Do's duration, a Ding! message appears. Choose:
I Need More Time to increase the duration
Stop and Log to log the time
Clear Timer and Log Nothing to stop without logging
Stopping the timer
Right-click the To Do and choose Stop, or click Stop Timer on the sidebar card. In the Stop Timer window, either:
Log the time you've spent (you can adjust it), and choose whether to Leave in To Do any planned time that's left, or
Clear Time and Log Nothing
If the timer ran for less than a minute, it's cleared without asking. If a timer runs for more than 12 hours, or a paused timer is left over from before yesterday, Streamtime stops it and emails you so you can check the time.
✨ Plan for Me
Plan for Me turns the items assigned to you into To Dos across the rest of your week. It looks at what's due soonest and gives that work more of your time. Instead of scattering lots of small blocks, it plans fewer, longer stretches so you get proper time to focus.
Go to the current week on your own To Do page.
Click Plan for Me in the header.
Check the To Dos it adds. If you don't like the plan, click Undo within 30 seconds to remove them.
Plan for Me only plans from today onward, and it's not available on the last day of the week. If none of your items are due soon, or you've already used your assigned time on them, it lets you know there's Nothing to Plan. You can still add To Dos for those items yourself.
👁 Choosing what you see
Click the 👁 icon in the header to choose which details appear on each To Do and in each sidebar card. All your visibility and card options live here:
Notes
Repeating To Do Name
Item Name
Job Name
Phase Name
Drag the options into the order you want them to appear. At least one has to stay ticked.
Milestones: Turn on Milestones to see a flag on the day bar for any day with a milestone due on a job you're assigned to. Hover over it and click View Milestones to see which jobs they're for.
Each To Do shows the details you've chosen under 👁, with its duration in the corner. Small icons mark To Dos that came from Google Calendar and To Dos that are part of a Repeating To Do. Click the job name to open the job.
Hover over a To Do to see how the item is tracking:
Row | What it means |
To Do / Used | The time on this To Do |
Timed | Time recorded by the timer |
Done | Time already logged on the item |
All Tasks | Total time on the item, across all To Dos |
Remaining / Over | Time left on the item, or how far over it is |
Due Date | The item's deadline. Red when it's overdue |
Special To Dos
❤️ Personal To Dos
Personal To Dos are for time that isn't job work, like stand-ups, training, admin or appointments. They still count towards your availability, so your Schedule stays accurate.
In the To Do window, tick Personal in the top left.
Describe it in What's the To Do?
Tick Hide Description from Others if you'd rather keep the details private. Team members will see Personal To Do instead.
Switching to Personal clears any job or item you've already chosen, so tick it first.
🔁 Repeating To Dos
Repeating To Dos are for regular work, like weekly client catch-ups or monthly reporting.
In the To Do window, turn on Repeat.
Give it a Title (e.g. Weekly Meeting).
Set how often it Repeats, and when it ends.
Add the team members it's for with Add team member.
Repeating To Dos can't be created as logged, because they're set up ahead of time. They're also created a batch at a time rather than all at once, which is worth knowing if you set one up with no end date.
👀 Viewing a team member's To Do page
If you have permission, you can view a team member's To Do page to see what they're working on, or plan work for them.
Click your name in the header of the To Do page.
Choose a team member from Select User, or type their name.
The header changes to Viewing {name}'s To Do.
To go back to your own page, click Switch Back to Your To Do next to their name.
You can view a team member's page with one permission, but you'll need permission to edit your team's time to change it.
Some things only appear on your own page: Plan for Me, the Google Calendar inbox, the weekly check-in and timers. On a team member's page, the sidebar starts with the default filters and sorting, and any changes you make there aren't saved.
💬 The weekly check-in
On the last day of your working week, a check-in To Do appears on your board asking What was this week like at work? It's right where it's always been. Click it to answer, or drag it onto a mood to answer faster. Missed last week's? The back arrow is highlighted so you can catch up. 💛
⌨️ Keyboard shortcuts
Key | What it does |
G then T | Go to the To Do page |
← / → | Previous / next week |
N | New To Do for today |
T | Open the To Do window from anywhere |
Delete / Backspace | Delete the selected To Dos (after confirming) |
Esc | Clear your selection |
[ / ] | Open / close the sidebar |
/ | Search the sidebar |
X then F | Clear sidebar filters |
Cmd/Ctrl + Enter | Create or Save in the To Do window |
Cmd/Ctrl + Shift + Enter | Create & Log, or Log, in the To Do window |
Alt while dragging | Copy instead of move |
💡 Why the To Do page works this way
Nobody enjoys filling in a timesheet at the end of the week, trying to remember where the time went. The To Do page flips that around. You plan your work first, and logging it is a drag into Done. Your timesheet builds itself as you go, and your Schedule, job budgets and reports stay accurate without the Friday-afternoon scramble.