📂 Opening the To Do window
You can create a To Do from:
The To Do screen. Click Add New on the day you want the work to happen. On a past day the button reads Log To Do.
A job. Use the job's Create menu and choose Create To Do.
The Schedule. Click into a day in a team member's row. The Schedule version of the window adds H/Day, Days and Scheduled fields so you can spread the work across several days.
To edit an existing To Do, click it on your To Do screen, or double-click the block in the Schedule.
Along the top of the window you'll see the date and the team member the To Do is for. Click either to change it.
🔍 Choosing what you're working on
Click What are you working on? to open the job list. It's laid out to keep your own work close at hand:
Recently Logged Items sit at the top, so work you've been logging against is one click away. Each shows the item, its phase, and the job and client. This section only appears when the To Do is for you.
Your active jobs come next, grouped under each client in alphabetical order.
Paused Jobs are listed separately at the bottom.
Click a job to open it and see its items, grouped by phase. Items you're not assigned to are dimmed, but you can still pick them. Click the job name at the top of the list to go back.
To search, start typing a job name, job number or client. Results show as a single Jobs list. Long lists show 20 jobs at a time, so use Load More at the bottom to see the rest.
Choosing what the list shows
Click the 👁️ Visibility Options button in the top-right of the window to show or hide:
Recently Logged Items
Item Descriptions
Paused Jobs
Your choices are saved, so the list looks the same the next time you open it.
🔐 When there's no item to pick
Open the job, then use the options pinned to the bottom of its item list:
Option | Who sees it | What it does |
Log to the Job Only | Everyone | Logs the time against the job without an item. It records as extra hours on the job. |
Create a New Item | Team members who can edit jobs | Adds a new, named item to the job. Give it an Item name. |
Logging to the job only. The item field shows a No Item Selected tag, and a note confirms you're logging time to the job, not an item.
Creating a new item. Item names must be unique on the job, so you'll be warned if one already exists. You can only create items while creating a To Do, not while editing one.
If you click Create without picking anything, Streamtime asks you to choose an item, create a new one, or log to the job only.
💡 If a colleague sees Create a New Item and you don't, that's down to job permissions, not a fault.
💼 Creating a new job
If the work isn't in Streamtime yet, you can set it up without leaving the To Do window.
Type the job name into What are you working on?.
Choose Create a New Job at the bottom of the results.
Pick a Company, or choose Create New Company to add one alongside the job.
Click Create.
The time is logged against the new job itself. To plan out its items straight away, open the dropdown beside Create and choose Create and Plan. This saves the To Do and takes you to the new job.
Nothing is created until you click Create. These options only appear if you can edit jobs, and aren't available when editing an existing To Do.
📊 What you see once you pick an item
Picking an item brings in its context, so you can judge how much time to spend:
A progress bar showing Done, To Do and Left to Spend, plus Over if the item has gone past its budget. Hover over it to see the item's planned time.
The deadline, shown beside the bar. It turns red once the deadline has passed.
How many people are assigned to the item, when it's more than one.
Unplanned item, if the item has no deadline, budget or other team members yet. It's a nudge to plan the item so its progress can be tracked.
The item description, if there is one.
The item's checklist, if it has one.
If the item is planned by person, the progress bar shows your share of the time. If you're not assigned yet, it shows the item's totals.
Using the checklist
Tick entries off as you go. Your ticks are saved when you create or save the To Do.
Entries that were already done are hidden. Turn on Show All to see them. Use the small button beside an entry to copy that checklist item's name into your Notes.
⏱️ Setting a duration
Under Duration, either type an amount or use the quick select options: 15m, 30m, 1h, 2h and 4h.
Rest of Day fills whatever's left of your working day. It only appears when you have time left for that date, so a full day won't show it. It isn't offered when editing a To Do or setting up a repeating one.
The progress bar updates as you type, so you see the effect on the item before committing. Enter more time than the item has left and the extra shows as Over straight away. When editing an existing To Do, only your change counts, so nothing is double counted.
🙋 Personal To Dos
Tick Personal, in the top-left corner of the window, for work that isn't attached to a job. Training, internal meetings and appointments all count, and they're included in your availability.
Ticking Personal clears any job or item you'd picked, but keeps the date and duration. Describe the work in What's the To Do?. A description is required for a personal To Do.
🔁 Repeating To Dos
Switch on Repeat, in the top-right corner, for work that comes back regularly. Your duration, notes and any job or item you've picked carry across.
A repeating To Do needs a Title and at least one team member. It starts with the person the To Do is for, and you can add more with the ➕ button beside their avatar if you can edit your team's time.
Set how it repeats:
every Working Day, Week, Fortnight, Month, Quarter or Year
ending never, after a set number, or on a date
starts on the date you choose
Working Day repeats can't end after a set number, because working days differ between people.
You get the same quick duration options here, plus a Total showing how much time the whole series adds up to. Hover over it for the breakdown.
Because a repeating To Do can add up quickly, Streamtime flags when a series would run past what's left to spend or past the item's deadline. If it runs past the deadline, click End at the deadline to end the series there.
✅ Saving, and starting a timer
Use the buttons at the bottom-right of the window:
Button | Shortcut | What it does |
Create | ⌘ + Enter (Ctrl + Enter on Windows) | Saves the To Do |
Create & Log | ⌘ + Shift + Enter (Ctrl + Shift + Enter) | Saves the To Do and logs it as done |
⏱️ Start Timer |
| Saves the To Do and starts a timer on it |
If another timer is already running, Streamtime asks what to do with it first. Start Timer only appears on your own To Dos, and isn't available for repeating ones.
If you log time against an item and you have incomplete To Dos in the past, Streamtime asks whether to Remove or Keep them.
✏️ Editing an existing To Do
Editing works the same as creating, with a few differences:
You can't create a new item or a new job, and Rest of Day isn't offered.
Save (⌘ + Enter) saves your changes. Log (⌘ + Shift + Enter) saves and marks the To Do as done. On a To Do that's already done, it reads Unlog.
The timer button changes to suit the To Do: Start Timer, Keep Working if its timer is paused, or Stop Working if its timer is running.
Open Job at the top takes you straight to the job.
Use the delete button at the bottom-left to delete the To Do.
If the work was scheduled for you, the scheduler's notes appear in a grey box near the top. These are read-only here and can only be written from the Schedule.
The bottom of the window shows who created the To Do and who last edited it.
Editing one occurrence of a repeating To Do
Opening a To Do from your To Do screen edits that single occurrence, not the whole series. To change every occurrence, click the 🔁 button at the top, labelled with the series' title.
Changes that split an occurrence from its series
Some changes separate an occurrence from its series. If you move it to another date, or change whether it's done, and it would end up incomplete, Streamtime checks first. Choose Continue to split it off, or Edit to change the whole series instead. Smaller edits split off without a prompt.
👀 To Dos you can't edit
Some To Dos open as a read-only View To Do window instead. A note at the top explains why:
The time has been billed.
The job has been archived.
You don't have permission to edit it.
You can still see the detail, including notes.
❓ FAQs
Where has Show all items gone? You no longer need it. Every active job is in the list, and when you open a job you see all of its items. Items you're not assigned to are dimmed, but you can still pick them.
Can I go back to the previous To Do design? No. The new To Do window is now the only design, so the option to switch back has been removed. We've taken on lots of helpful feedback in this latest iteration of the design, so thanks to all who have contributed!
Why can I create a new item, but a colleague can't? It comes down to job permissions. Everyone can log to the job only. People who can edit jobs can also create a new item.
I can't see Create a New Item. Open the job first, since the option sits at the bottom of its item list. If you still can't see it, you likely don't have permission to edit jobs, or you're editing rather than creating a To Do.
I can't find a job. Check that Paused Jobs is turned on under Visibility Options, or search for it by name, number or client.
Can I book time in the past? Yes. Past dates are accepted.
Why can't I see Rest of Day? Either your working day is already full for that date, you have no working hours set for it, or you're editing or setting up a repeating To Do.
Why is Create greyed out? The most common reason is a duration of zero. Repeating To Dos also need a title and at least one team member.
Can I create a new item or job while editing a To Do? No. Both can only be created while you're creating a To Do.
What's the difference between the two notes fields? The grey box near the top holds the scheduler's notes, written by whoever scheduled the work. The Notes field is your own.
Related Articles