Manage To-Do lists for your teams on Microsoft StaffHub

Important: Effective December 31, 2019, Microsoft StaffHub will be retired. We're building StaffHub capabilities, including schedule and task management, into Microsoft Teams. To learn more, read Microsoft StaffHub to be retired.

Last updated 3 October, 2019

You can use StaffHub to easily create, manage and track action items that come up at work. No more forgetting or losing track of important action items. Managing your To-do list from start to finish just got easier!

A picture of the to-do list feature.

A picture of a to-do list.

Picture of a to-do

What you need to know about To-dos

  1. Both managers and employees can create and track to-dos.

  2. Managers can view all to-dos created by people on the team, regardless of who they are assigned to.

  3. Only managers and the person who created a to-do item can delete it.

  4. You can assign to-do items to a specific team member, or leave the item for Anyone on the team to do.

    If a to-do is assigned to Anyone, we recommend you tell team members to assign it to themselves if they are going to do it. Otherwise, more than one person might do the same task.

  5. By default, a new to-do item is assigned to Anyone.

  6. Each to-do includes a title, assignment, due date & time, and can include notes and a picture. The title can only be edited by the manager and the to-do creator. The other properties can be changed by anyone who has access to the to-do.

  7. To-do details show who made the latest update, for example, "Updated Aug 14 at 2:07pm by Jakob Solstad."

  8. Deleted to-dos can't be restored.

Employees can do the following:

  • View the to-dos that they create, that are assigned to them, and assigned to Anyone on the team.

  • Open to-dos and assign them to other people on the team.

  • Mark as completed all to-dos they can see: to-dos assigned to them, to-dos created by them (and possibly assigned to others), as well as open to-dos.

  • Re-assign a to-do to another person on the team.

  • Re-open to-dos that they marked as complete.

Using To-do lists

Add a to-do

  1. Click on the '+' button on the To-do sheet at the bottom of MyShifts page on StaffHub.

  2. Add a title to your to-do. This is required.

  3. Assign your to-do to yourself or another person. By default, all To-dos are assigned to Anyone.

    Team managers can view all to-dos, no matter who they are assigned to.

  4. You can edit the due date and time by clicking on the date and time that appear and change it to what you would like.

  5. Add optional notes with details to your to-do. You can add pictures too.

  6. Choose Done.

    You'll now see the to-do you just created on the to-do list. The person who it was assigned to has been notified and you'll be able to track when the person completes the to-do.

    Made a mistake? Not a problem. You can edit all details of your to-do at any time.

Assign or re-assign a to-do

A to-do can be assigned to a specific team member or it can be left unassigned. Unassigned to-dos are left open for Anyone in the team to do.

  1. On the to-do details page, click on the name of the person you want to assign the to-do to.

  2. On the Assign to-do page, search for a team member's name or choose Anyone.

  3. Choose Done.

Here's what happens next:

  • If you selected a team member's name, that person will be notified and this to-do will appear under their Mine category on the To-do list.

  • If you selected Anyone as the assignment, the to-do will appear for the whole team under the Open category on the To-do list.

  • If you selected yourself as the assignment, then this to-do will appear under your Mine category on the To-do list.

  • All managers and the creator of the to-do will be able to view to-dos assigned to you.

Change a to-do

The Title of a to-do can only be changed by Team Managers or the person who added it in the first place.

The Assignment, Due date and time, Notes and Picture of a to-do can be changed at any time by anyone on the team who has access to it.

  1. From the to-do list page, choose the to-do you want to change.

  2. On the to-do details pag, choose the detail you want to edit.

  3. Choose Done to save changes.

Mark a to-do as complete

To mark a to-do as complete, tap on the check box that appears on its left. The to-do will then move to the Completed section, and the creator and manager of the to-do will be informed.

You can also tap on the marked checkbox to uncheck it. This will move the to-do out of the Completed section and make it active again.

View team to-do list

Overall, there can be four different categories you could see on your Team to-do list. You could either be seeing all of these categories, or some, depending on the type of to-dos added.

  • Mine: These are to-dos assigned to you.

    Note:  If you created and assigned a to-do to yourself, your manager will be able to view it.

  • Open: These to-dos are unassigned and are open for Anyone in the team to do

  • Assigned to others: These are to-dos that are assigned to other team members.

    If you're an employee, in this section, you'll see to-dos that you created and assigned to others.

    If you're a manager, in this section, you'll see all the to-dos in the team that have been created and assigned to others.

  • Completed: These are to-dos that have been completed.

Delete a to-do

Only team managers and the person who created a to-do can delete it.

  1. From the To-do list page, choose the to-do you want to delete.

  2. On the to-do details page, choose Delete on the bottom of the page.

  3. A pop-up will appear, asking you to confirm your action. Once confirmed, the to-do will be deleted permanently and no one in the team will be able to see it anymore.

    Deleted to-dos can not be restored.

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