To Dos User Guide

What are To Dos?

To Dos is a task-tracking tool built for administrators at the group level (the parent organization that oversees all locals, districts, and regions). For example, a state grand body, national association, or governing council. It lets you create tasks, assign them to one or more organizational entities, whether it is a local (the individual unit within your organization, such as a lodge, chapter, or local committee), a district (a grouping of locals within your organization), a region (a larger tier that contains one or more districts), or even the entire group. To Dos track the status of completion for each assignment.

A typical use case: your group needs every local to submit its annual financial report by a certain date. You create a single To Do called "Submit Annual Financial Report," assign it to all active locals, set a due date, and then watch the status of each assignment update as locals check in their work. 

To Dos is designed for group-level administrators. Locals see only the tasks assigned to them; they cannot create or manage To Dos themselves.

How to Access To Dos

From the main navigation menu, click Todos.

The To Dos list page opens and displays all open To Dos your group has created, sorted by due date from earliest to latest.

The To Dos List

The main To Dos list shows each open To Do as a row in a table with the following columns:

If your group has no open To Dos, the list displays "No todos found."

Viewing Closed To Dos

Closed To Dos do not appear on the main list. To see them, click the menu icon (the three-bar icon) in the upper-right corner of the To Dos card and select Closed Todos. The Closed Todos page lists every closed To Do with its name, assigned entity or entity count, and due date. Click any To Do name to open its detail page. Click Back to Todos to return to the main list.

Creating a New To Do

1. From the To Dos list, click the green + (plus) icon in the upper-right corner of the card.

2. The New Todo page opens. Fill in the fields:

   Field	Required?	What to enter
   Name	Yes	A short, clear title for the task (for example, "Submit Q1 Membership Report").
   Description	No	Additional context, instructions, or details. The description field supports basic formatting such as bold, italics, and lists.
   Due date	Yes	The date by which the task should be completed. Enter the date in MM/DD/YYYY format, or click the field and use the date picker.
   Assign To	Yes	Select one or more entities from the list. See below for details.

3. In the Assign To list, select the entities that need to complete this task. The list is organized into groups:

   • Group -- Your parent group itself (assigns the task at the organization level).
   • Regions -- Individual regions within your group (appears only if your group has regions).
   • Districts -- Individual districts within your group (appears only if your group has districts).
   • Locals -- Individual locals within your group.

   To select a single entity, click it. To select multiple entities, hold Ctrl (Windows) or Command (Mac) while clicking each one. You must select at least one entity before you can save.

4. Click Save.

If the To Do is created successfully, you are taken to the To Do's detail page and see the message "Todo created successfully."

If something goes wrong -- for example, if you did not select any entities -- an error message appears at the top of the page describing what needs to be corrected. Your other entries are preserved.

Important: Assignments cannot be added or removed after a To Do is created. Choose your entities carefully before saving. If you need to assign additional entities after the fact, you will need to create a new To Do.

Viewing a To Do's Detail Page

Click any To Do name -- from the main list or the Closed Todos list -- to open its detail page.

The detail page has two main sections side by side:

Status Summary (left side)

If the To Do has any assignments, a doughnut chart shows the breakdown of assignment statuses at a glance. Below the chart, the count for each status is listed alongside its color.

To Do Information and Assignments (right side)

The upper card shows:

• The To Do's name
• Due date (or "No due date" if none was set)
• Closed / Yes (appears only if the To Do has been closed)
• The description, if one was entered

Below the To Do information is the Assignments table, which lists every entity assigned to this To Do along with its current status and action buttons.

Assignment Statuses

Each assignment is always in one of these states:

When an assignment is overdue, its status displays as "Overdue" rather than its underlying status label.

Updating an Assignment's Status

From the Assignments table on the detail page, you can move any assignment to a new status:

• Click In Progress to mark an assignment as in progress.
• Click Complete to mark an assignment as complete.
• Click New to move an assignment back to new status.

Only the buttons for statuses other than the assignment's current status are shown. For example, if an assignment is already "In Progress," only the New and Complete buttons appear.

After clicking a status button, the page reloads and the status column updates immediately. You see the message "Status updated."

Updating statuses on a closed To Do is not possible. The action buttons are hidden when a To Do is closed.

Editing a To Do

You can update a To Do's name, description, and due date at any time -- whether the To Do is open or closed. You cannot change which entities are assigned from the edit screen.

1. Open the To Do's detail page.
2. Click the edit icon (pencil icon) in the upper-right corner of the To Do information card.
3. The Edit Todo page opens with the current values pre-filled.
4. Make your changes to the Name, Description, and/or Due date fields.
5. Click Save.

You are returned to the To Dos list, and the message "Todo updated successfully." confirms your changes.

Closing and Reopening a To Do

Closing a To Do signals that it is finished or no longer active. Closed To Dos move off the main list and appear only in the Closed Todos page. You can reopen a closed To Do if needed.

Closing a To Do

1. Open the To Do's detail page.
2. Click Close Todo (the button appears in the To Do information card, below the description).
3. The page reloads. The To Do is now marked as closed. The message "Todo closed." confirms the change.

The To Do moves to the Closed Todos list. The Assignments table on the detail page remains visible but the status action buttons are hidden -- no further status updates are possible while the To Do is closed.

Reopening a To Do

1. Navigate to the Closed Todos page (from the menu icon on the main To Dos list, select Closed Todos).
2. Click the name of the To Do you want to reopen.
3. On the detail page, click Reopen Todo.
4. The message "Todo reopened." confirms the change.

The To Do returns to the main open To Dos list. Status action buttons on assignments become active again.

Tips and Good to Know

• Due date is required. Every To Do must have a due date. This is what drives the overdue calculation -- without a due date, assignments cannot become overdue.
• Assignments are set at creation and cannot be changed. If you realize after creating a To Do that you need to assign it to additional entities, you will need to create a new To Do. Plan your entity list before saving.
• Overdue is automatic. You do not need to manually mark an assignment as overdue. As soon as the due date passes, any incomplete assignment displays "Overdue" automatically.
• Closing a To Do is not the same as completing it. Closing is an administrative action that archives the To Do. Individual assignments still have their own statuses (New, In Progress, Complete). You can close a To Do even if some assignments are still incomplete -- for example, if a deadline has passed and you are moving on.
• The status chart helps at a glance. On the detail page, the doughnut chart gives you an instant visual summary. If the chart is mostly complete, things are on track. If it is mostly new or overdue, you may want to follow up with those locals.
• 30-day warning. If any of your open assignments have a due date within the next 30 days, the task card on a local's dashboard is highlighted in a warning color to draw attention to approaching deadlines.
• Email reminders are on the roadmap. In this initial release, To Dos does not send automatic email reminders to entities with incomplete assignments. If you need to follow up, you will need to reach out directly. Automated reminders are planned for a future update.
• Roll-up reporting is coming. Today, you can see the status breakdown for one To Do at a time. A reporting view that summarizes activity across all your To Dos -- showing, for example, how many total assignments are overdue across the whole group -- is planned for a future release.
• Bulk operations are not yet available. You work with one To Do at a time. There is no way in this release to close, delete, or update many To Dos at once.

Troubleshooting

I clicked Save on a new To Do but got an error saying I need to assign at least one entity.

You must select at least one entity from the Assign To list before saving. Click the entity name to highlight it. To select more than one, hold Ctrl (Windows) or Command (Mac) and click each one you want. Then click Save again.

I cannot find a To Do I know exists.

Check the Closed Todos list. From the main To Dos list, click the menu icon in the upper-right corner of the card and select Closed Todos. If the To Do is there, it was closed. Click its name to view it, and click Reopen Todo if you need to make it active again.

The due date I entered is not being accepted.

Make sure the date is entered in MM/DD/YYYY format (for example, 06/30/2026). The field uses a date mask that helps guide your input -- click into the field and type the digits in order.

The status buttons are missing on an assignment.

If the To Do is closed, status buttons are hidden. Reopen the To Do (see "Reopening a To Do" above) and the buttons will return.

I need to add a local to an existing To Do, but I do not see a way to do that.

Assignments are set when a To Do is created and cannot be changed afterward. To assign the task to additional entities, create a new To Do with those entities selected. You may want to close the original To Do once the replacement is in place, to keep your main list tidy.

The "Assigned To" column shows a number like "14 entities" instead of a name. How do I see who is assigned?

Click the To Do's name to open its detail page. The Assignments table at the bottom of the right-side card lists every assigned entity individually, along with its current status and action buttons.

Glossary

Group -- The parent organization that oversees all locals, districts, and regions. Depending on your organization, this might be a grand lodge, a state council, a national association, or a governing body.

Region -- A larger organizational area within a group that contains one or more districts. Not all organizations use regions.

District -- An organizational grouping of locals within a group or region. Not all organizations use districts.

Local -- An individual unit within your organization where members hold their primary membership. Depending on your organization, this might correspond to a lodge, chapter, local committee, or similar body.

Assignment -- A single instance of a To Do being assigned to a specific entity. One To Do can have many assignments -- one per entity.

Status -- The current state of an assignment: New, In Progress, Complete, or Overdue (calculated automatically when the due date has passed and the assignment is not complete).