Article Contents
- Introduction
- Creating a To-do
- To-do Statuses
- Assigning and Sharing To-dos
- Linking To-dos to Projects
- Managing Existing To-dos
- Where To-dos Appear
Introduction
To-dos help you track work, assign responsibility and keep follow-ups visible in Hiro. A to-do can stand alone, or it can be linked to an enquiry, job or incident.
Use to-dos for work such as:
- follow-ups
- project tasks
- internal actions
- client requests
- deadline reminders
- review tasks
- issue resolution
Creating a To-do
To create a to-do, go to the To-dos page and select New to-do.
Enter a clear to-do name, then add any extra details your team needs.
You can use the to-do fields to set:
- Status: where the to-do is up to
- Importance: low, normal or high
- Assigned to person: who is responsible for the to-do
- Project: the enquiry or job the to-do relates to
- Category: the type of work, if To-do Categories have been set up
- Start date: when the work starts
- Due date: when the work is due
- Description: extra notes, context or instructions
Select Save when you are finished.
To-do Statuses
To-dos move through statuses to show where the work is up to.
- Not Started: the work has been captured, but has not begun yet.
- Active: the work is currently underway.
- In-Review: the work has been prepared and is waiting to be checked, reviewed or approved.
- Closed: the work is complete.
- Removed: the to-do should not have existed in the first place.
Use Closed when the to-do was valid and the work has been completed. This is the normal end state for finished to-dos.
Use Removed only when a to-do was created by mistake, is a duplicate, or should not have been part of the workflow. Removed is Hiro’s soft-delete state for to-dos. Once a to-do is removed, it is taken out of the normal Kanban and list views, so it no longer appears as work to manage.
If Active Sub-lanes are enabled, choosing Active also requires selecting the relevant Active Sub-lane. Learn more here.
Assigning and Sharing To-dos
Use Assigned to person to set who is responsible for the to-do.
You can also use Share to-do status updates with to keep other people informed about status changes, even if they are not the person assigned to complete the work.
Linking To-dos to Projects
A to-do can be tagged to an enquiry or job so it stays connected to the relevant project. This is useful for project follow-ups, internal actions, client requests, review tasks or other work that should remain visible alongside the project.
You can link a to-do to a project in two main ways:
- create or edit a to-do and use Tag to project
- add to-dos during project lodgement
During project lodgement, the Brief step includes a To-dos area. You can add one or more to-dos before finishing the lodgement process. These to-dos are saved when the enquiry or job is lodged, and are automatically linked to the new project.
This means you can assign work requirements, follow-ups and deadlines at the same time as setting up the project, instead of creating the project first and adding to-dos afterwards.
When converting an enquiry to a job, Hiro also carries open enquiry to-dos into the lodgement flow so they can continue with the job. When adding a department to an existing job, existing open job to-dos can also be reviewed as part of the process.
Project-linked to-dos can later be viewed from:
- the main To-dos page
- the project’s To-dos tab in the project info window
- the home page, if the to-do is relevant to you
If you do not need the to-do linked to a project, leave it untagged.
Managing Existing To-dos
Open an existing to-do to update its details, change the status, reassign it, adjust dates, update the description or add a note.
Hiro records key changes in the to-do notes, including changes to:
- name
- description
- status
- Active Sub-lane
- importance
- assigned person
- project tag
- category
- shared-with people
- start date
- due date
This gives the to-do a simple history of what changed and when.
Where To-dos Appear
To-dos can be viewed from the main To-dos page, your home page and project-related areas.
To-dos Page
The To-dos page is the main place to view and manage to-dos.
Depending on how your team works, you can use:
- Kanban view: to move to-dos through statuses and Active Sub-lanes
- List view: to review to-dos in a table format
The To-dos page also includes filters to help you find the to-dos you need.
Home Page
Your home page includes a Your to-dos panel, which highlights open to-dos that need your attention.
The home page shows to-dos that are assigned to you, plus unassigned to-dos that you created.
To-dos may appear on the home page when they are:
- high importance
- overdue
- due this week
- due next week
- undated
Home page to-dos are grouped by urgency, such as Important, Overdue, Due this week, Due next week and Undated.
If a to-do is linked to a project, the project number appears beside the to-do name. If To-do Categories are used, category colours may also appear on the home page cards.
Select a to-do from the home page to open and update it.
Projects
When a to-do is linked to an enquiry or job, it can appear on that project’s To-dos tab in the project info window.
The project To-dos tab gives you a project-specific view of to-dos, including:
- to-do name
- status
- who created it
- start date
- assigned person
- due date
- view or edit actions, depending on your access
The tab includes project to-dos with these statuses:
- Not Started
- Active
- In-Review
- Closed
This means the project To-dos tab can be used both for current project actions and as a history of completed project to-dos.
You can filter the project To-dos tab by:
- status
- created by
- assigned to
Use this tab when you want to see the actions and follow-ups connected to one enquiry or job, without switching back to the main To-dos page.