How to Use the To Do Module in Onsite

How to create and manage To Do items at the company level and within a project — assigning items, setting due dates, filtering by status and type, creating recurring To Dos, adding custom types, and marking items complete.

Before You Start

• For company-level To Do, access from the left sidebar
• For project-level To Do, you must be inside a project
• To assign a To Do to a team member, that person must be added to the project or company team

To Do vs Tasks — What to Use

Use To Do	Use Tasks
Short action items, issues, or checklists (e.g. “Fix door frame”, “Order cement”)	Structured project activities with quantities, durations, and progress tracking
Snag lists and punch lists	BOQ-linked work packages
Maintenance checks and recurring site inspections	Work with Gantt scheduling and dependencies
Design issues or procurement follow-ups	Resource planning (material, labour, equipment)
Quick reminders assigned to a team member	Anything tied to the project’s progress percentage

Company Level vs Project Level

Feature	Company Level	Project Level
Access	Left sidebar, To Do	Project, To Do tab
Project field	Required, pick a project	Pre-filled with current project
Task link	Optional	Optional
Assignee	Optional	Optional
Due Date	Optional	Optional
Repeat To Do	Available	Available
Custom To Do Types	Shared across the app	Shared across the app
Filters	Status, Type, Assignee, Due Date	Status, Type, Assignee, Due Date

Both levels show the same To Do items for a project. The company level lets you see and create items across all projects in one place.

Part 1 — Creating a To Do

At Company Level

1. Click To Do in the left sidebar
2. Click + To Do
3. Fill in the form (see fields below)
4. Click Save

At Project Level

1. Open the project and click the To Do tab
2. Click + To Do
3. The Project field is pre-filled with the current project
4. Fill in the remaining fields
5. Click Save

To Do Form Fields

Field	Required	What to Enter
Title	Yes	Short, clear name for the item (e.g. “Replace cracked tiles — Level 3”)
Project	Yes (company level only)	Select the project this item belongs to
Type	No	Category of the item (see types below)
Assigned To	No	Select the team member responsible
Due Date	No	Target completion date
Link Task	No	Search and link to a specific project task for context
Description	No	Add more detail or notes
Attachment	No	Upload a photo or document

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Part 2 — To Do Types

The Type field categorises To Do items for filtering and reporting.

Default Types

Type	When to Use
Design Issue	Issues related to drawings, specifications, or design changes
Snag	Defects or incomplete work found during inspections or site walks
Maintenance	Scheduled or reactive maintenance tasks
Procurement Issue	Follow-ups on material orders, vendor delays, or supply problems
General Issue	Any item that does not fit the specific categories above

Adding a Custom Type

1. While creating a To Do, click the Type dropdown
2. Click + Add Custom Type at the bottom of the list
3. Enter the type name (e.g. “Safety Check”, “Electrical Punch List”)
4. Click Theme Color and pick a colour for the tag
5. Click Save

The custom type is now available in the Type dropdown for all To Dos across the app.

Part 3 — Filtering To Do Items

Use the filter bar at the top of the To Do list:

Filter	What It Does
Status: Pending	Shows all open, not yet completed items
Status: Completed	Shows only completed items
Status: All	Shows both pending and completed items
Type	Filter by category (Design Issue, Snag, etc.)
Assignee	Show items assigned to a specific person
Due Date	Show items due within a specific date range

Part 4 — Marking a To Do as Complete

Click the checkbox or status button on the To Do item.

The item moves to Completed status and disappears from the Pending view. Switch the Status filter to All or Completed to see it.

Part 5 — Repeat To Do

Use this to automatically create recurring To Do items on a set schedule, such as weekly safety walkthroughs or monthly maintenance checks.

Step 1 — Enable Repeat

When creating or editing a To Do, toggle on Repeat To Do.

Step 2 — Select Frequency

Option	How It Works
Week Days	Repeats on selected days of the week (e.g. Monday, Wednesday, Friday)
Everyday	Repeats every day
Month Days	Repeats on specific dates of the month (e.g. 1st and 15th)

Step 3 — Set End Option

Option	Notes
Ends in 6 Months	Repeat stops automatically 6 months from today
Custom End Date	Pick a specific stop date

Click Save. The To Do is automatically created on each scheduled occurrence.

Part 6 — Viewing and Commenting

Click any To Do item to open its detail panel. From here you can:

• See the full title, description, assigned person, due date, and type
• View any attachments
• Add a comment in the comment box. Comments are visible to all project team members with access.
• Edit or delete the item

Tips

• Use the Assignee filter during stand-up meetings to review each person’s pending items quickly
• Snag and Design Issue types are most useful during the finishing stage of a project when defect tracking becomes intensive
• Recurring To Dos are ideal for safety walkthroughs, daily housekeeping checks, or weekly review meetings
• Link To Dos to tasks to give the assignee context about which part of the project the action item belongs to
• Custom types created at the company level are available across all projects. Keep the list clean and purposeful to avoid cluttering the Type dropdown.
• A To Do is not the same as a project Task. Use To Dos for action items and follow-ups. Use Tasks for scheduled work with quantities, durations, and Gantt tracking.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Project not showing in the To Do form	No access to that project	Ask Admin to check your project access
Assignee not in dropdown	Person not added to the project or company team	Add the person to the team first
Repeat To Do not creating new items	End date has passed	Edit the To Do and update the end date
Custom type not appearing after saving	Page not refreshed	Reload the page and check the Type dropdown again
Cannot create or edit To Dos	Role does not have To Do permission	Ask Admin to check role permissions
Linked task not showing in the task dropdown	No tasks created in the project yet	Go to the Task tab, create tasks, then return to link the To Do
To Do not visible after creation	Status filter showing Pending but item is complete	Switch the Status filter to All