🕰️ Est. Time: 5 minutes
🎯 Goal: Plan and account for the non-client work in your day
🔑 Requirements: None for your own Personal To Dos. Adding them for others needs access to the Schedule.
Not everything you do at work is client work. Personal To Dos let you plan and account for the non-client tasks that fill a day, so they show up in your schedule.
What is a Personal To Do?
A Personal To Do is a To Do that isn't attached to a job. Think training sessions, internal meetings, admin or appointments. It's work that isn't billable but still takes up time.
Personal To Dos count towards your availability in Streamtime, so planning them keeps your capacity accurate. Your day reflects what you're actually doing, and no one can schedule over time you've already committed.
How to create a Personal To Do.
Go to the To Do screen (G then T).
Click Add New to open the To Do window.
Tick Personal, the checkbox in the top-left corner of the window.
Describe it in What's the To Do? (a personal To Do needs a description), set a Duration, and click Create.
✨ Pro Tip: Tick Personal first. Switching it on clears any job or item you'd already picked (it keeps the date), so it's easiest to set before you fill in the rest.
Create a Personal To Do for a Team Member
You can add a Personal To Do straight to a team member's schedule. It's handy for shared events like an all-hands or a team offsite.
Go to the Schedule screen (G then S).
Click the day you want in that team member's planner, and create a Personal To Do for them.
To add the same To Do to several people at once, hold Alt (or Option) and drag it into each team member's planner.
🤐 Create a private Personal To Do
Some Personal To Dos are nobody else's business: a medical appointment, a one-on-one, anything you'd rather not spell out on a shared screen. You can hide the description so only you can read it.
Create your Personal To Do as usual, then tick Hide Description from Others beneath the description. Your team and managers will still see that the time is booked. They'll see Personal To Do instead of what it says.
This is opt-in and separate from Personal. Ticking Personal doesn't hide anything on its own, so tick this whenever you want the description kept to yourself.
Create a repeating Personal To Do
For recurring personal time, like a weekly course or a standing one-on-one, make it repeat.
Create a Personal To Do.
Switch on Repeat, the toggle in the top-right corner of the window.
Set how often it repeats and when it ends, then click Create.
See Repeating To Dos for the full walkthrough of frequencies and end dates.
🔄 Sync my Calendar with Personal To Do's
Adding a Personal To Do for every meeting would be a lot of busywork. Connect Google Calendar and your meetings come through to your To Do page automatically. For other calendars, Zapier can do the same.
Related Articles