A few things about Todoist, and general PC rebooting

Late night / early morning ramblings of a madman

10 Mar 2025 By Tim Moody

In this guide, we'll learn how to navigate and utilize a new task management system effectively after rebooting your computer. This process involves understanding how Todoist integrates into daily operations, including task management and prioritization. We'll explore how to manage tasks related to office, cabin, and grounds operations, and how to use filters to organize tasks by priority. Additionally, we'll cover how to assign tasks, set reminders, and ensure effective communication within the team. This guide aims to streamline your workflow and enhance productivity using the new system.

Let's get started

Good morning, Ed. Welcome to another week at WPC! I just rebooted the computer to walk you through getting started with the new software desk management system (the transcription keeps saying desk vs task but it's kinda funny so whatever lol). I want to quickly go over a few things. Rebooting the computer is something I usually do before switching seats with someone. When you reboot the computer, Todoist will immediately pop up and default to this page, which is a filter I created.

On the left side, it's listed in the favorites section. This feature pulls in tasks for today, overdue tasks, and tasks specifically related to office, cabin operations, and grounds operations.

Step #2: Click on "> Today's or overdue tasks" — Click on "> Today's or overdue tasks"

Step #4: Click on "# Cabin Operations" — Click on "# Cabin Operations"

Step #5: Click on "# Grounds Operations" — Click on "# Grounds Operations"

Currently, there isn't much in those two sections. I've included Ken and Sherry. Ken is starting to use it a bit, experimenting and learning the software, just like the rest of us. I've also added a few items to cabin operations.

Step #6: Click on "# Cabin Operations" — Click on "# Cabin Operations"

I'm going to check this off. Ken made a test for the water samples here. I made one that recurs every third Monday of the month. It includes three separate subtasks that must be checked off before the main task. He liked this better and it's the beauty - auto recurring tasks 😎

If you enter a task with subtasks, you can exit by clicking here, or on the X.

Step #9: Click on "# Cabin Operation" — Click on "# Cabin Operation"

Cabin operations are divided into several sections. It starts with general cabin-related tasks, followed by a section for each individual cabin.

Any cabin-specific details will be listed under the appropriate cabin. Feel free to create a task if needed. For example, Ken already checked it off, but earlier today, there was a checkout in Osgood who requested a noon checkout. I added it as a task and noted it. Let me find that task and show you.

Step #13: Click on "..." — Click on "..."

Step #14: Click on "Activity log" — Click on "Activity log"

It was called a noon checkout request, and Ken completed it this morning.

Step #15: Click on "Noon Checkout Requested" — Click on "Noon Checkout Requested"

I informed the guest that it would likely be fine, but I would let him know if there were any issues.

If a team member informs me of an issue, it becomes immediately visible to Ken and Sherry. They can then comment and specify if they need it done by 10:30 for any reason.

Can't remember if I emphasized priority when we discussed this earlier.

I'm going to pull up one of the ones I left for you.

Step #17: Click on "> Today's or overdue tasks" — Click on "> Today's or overdue tasks"

Step #18: Click on "Just discussing some airbnb stuff and giving a new example of how to do invoicing ( which hasn't changed" — Click on "Just discussing some airbnb stuff and giving a new example of how to do invoicing ( which hasn't changed"

The priorities here are one, two, three, and four.

Four is low priority, while one is high priority. I'm not entirely sure how this system will develop over time, but currently, I use priority one for bigger projects, time-sensitive tasks, or really important matters. Priority two is for many important things. If something is priority four, it doesn't mean it's not important. It just means there's no need to look at it until you have some free time. Once you're fully caught up and have time on your hands, then you can address it.

This applies here. Ed, feel free to read at your convenience: Automating Airbnb Confirmations, a Step-by-Step Guide.

Step #20: Click on "Just discussing some airbnb stuff and giving a new example of how to do invoicing" — Click on "Just discussing some airbnb stuff and giving a new example of how to do invoicing"

This guide provides an improved method for handling Airbnb invoices, though you've been doing them perfectly. The invoicing process remains unchanged, but it includes information on current and future automation implementations. You'll find details about that.

Similarly, managing member bookings is another task I left for you. When you click on it, it will take you to a section that you may not be very familiar with.

Step #22: Click on "including 2 for work weekend" — Click on "including 2 for work weekend"

Step #23: Click on "Member Bookings for Work" — Click on "Member Bookings for Work"

It's uncommon to have work weekend or annual meeting bookings; they aren't everyday occurrences. This guide shows how we account for them. In this example, Fred Belz booked the weekend plus a couple of nights.

This affects my calendar, as I've blocked a couple of nights and a few other things. This is informative and more worthwhile than the previous stint. You might learn a few new things here. Plus, you'll get a sneak peek at the new timekeeping system for members that I'm nearly finished with. Almost there.

I would even say I'm marking this as a priority three instead of four, in relation to each other mostly.

Step #26: Click on "Priority 3" — Click on "Priority 3"

Now, when you look at your list, I have a filter grouped by priority. This means higher priorities are at the top.

They are prioritized within the filter parameters. Today, the innkeeper routine is the highest priority. This is usually high priority because it involves tasks like responding to emails and checking people in. There's also a strong emphasis on inspecting cabins before check-ins.

Step #29: Click on "mirrors the one we've had for years" — Click on "mirrors the one we've had for years"

This is all very important. I prioritize it and don't think I'll ever change that, as some things are more important than anything on that list.

You can think of it like that in terms of how my mind is working. I'm open to feedback on what you think should be prioritized or if you have any criteria suggestions. Feel free to share them with me. Currently, my thought process is that if something is more urgent or important than processing check-in paperwork and charging balances, then it's pretty important. That will be P1. The innkeeper routine will be P2.

I'm doing it relatively for the rest because I initially had both things for you to read by four. Then I realized, if you can only read one, let it be this one.

Step #31: Click on "in May ," — Click on "in May ,"

This is more important.

You may learn things you didn't know, and the new time management system for members is going to be really cool. The sneak peek of that is more interesting than the Airbnb automation preview, although that will be great too.

You've been using this software, so you might have encountered this - I found a project called Todoist Onboarding.

I haven't used it myself yet, but I set it up and invited everyone. It covers the basics and some conceptual aspects of using the software across different devices. One thing I love is that it's available for Linux, which makes me very happy. If you have some free time and want to learn more about the program, feel free to explore it, even during company time.

On the Office account, you will have access to all the channels or projects on the left. The green ones are operational.

Step #34: Click on "# Grounds Operations" — Click on "# Grounds Operations"

These tasks relate to daily operations, minor repairs, maintenance, and housekeeping. Blue represents office and administrative tasks.

There is some overlap between the two, but I separated admin tasks for more sensitive, confidential matters and larger administrative projects. This is usually for myself, but sometimes I might feel something belongs in the admin section and have you or someone else review it.

It's not likely to be a common occurrence, so it's not included in the filter I set up for other end keepers. This will evolve over time. Currently, you can see this is related to payroll.

I log tasks such as paying taxes and larger projects like my Airbnb automation.

Not everyday tasks.

Step #39: Click on "> Today's or overdue tasks" — Click on "> Today's or overdue tasks"

This filter is great because it allows you to see daily activities within the Office category, as well as cabin and ground operations. The red items represent all capital projects.

Step #40: Click on "# Roofing" — Click on "# Roofing"

There is nothing in them at the moment; they are just placeholders. These are mainly for larger, long-term projects and contractor work. Steve is also excited about a marketing campaign. Since your last visit, one change is that I can't recall if I had any of these channels set up yet. It might have only been Office.

I planned to make each cabin its own project. However, we discovered that the free account's limit of five projects still applies, even if shared from a pro account, which is a problem.

Step #41: Click on "# Cabin Operations &" — Click on "# Cabin Operations &"

That's why I split it the way I did. I prefer this setup, where cabin operations is a project with sub-projects. They're not technically sub-projects, as those exist too. For instance, the roofing project is a sub-project of cabin renovations, but these are just simple sub-projects.

Step #42: Click on "# Roofing Project 2025" — Click on "# Roofing Project 2025"

Step #43: Click on "# Cabin Renovations" — Click on "# Cabin Renovations"

Step #44: Click on "# Cabin Operations" — Click on "# Cabin Operations"

Sections are available for each cabin, and I think this works well. However, keep in mind that while you can glance through all of them, the "today" filter may not be sufficient.

Step #45: Click on "Upcoming Filters & Labels" — Click on "Upcoming Filters & Labels"

In today's case, it is actually catching everything for you. If I look at mine, I have one for myself, and you can see that it includes other things like payroll.

Step #47: Click on "or unassigned" — Click on "or unassigned"

I set up a separate system for other innkeepers. You'll be able to see all housekeeping and maintenance activities, assign tasks, and communicate with them. We'll cover more details in the future.

Step #48: Click on "> Today's or overdue tasks" — Click on "> Today's or overdue tasks"

You might be able to teach me some things along the way, as I'm glad to see you're experimenting with it too, just like Ken. I believe this will be a popular tool that helps us all connect. The best part is that you'll receive a desktop notification when something occurs, appearing in the lower right corner of your screen.

It only lasts for a second. You can view it later by clicking this icon, which shows the notified activities. Initially, it will appear in the lower right corner of the screen.

You'll be sitting here, and suddenly you'll see, for example, that cabin two is clean. Sherry will mark it off when it's finished. You'll then have a record showing what is finished and what is being cleaned at the time. Cabin operations is the kind of place where, if someone requests a rollaway cot, you can handle it. For instance, if someone called right now wanting to book a room on April 20th to come up and smoke some weed in Presidents, you'd be able to assist them.

Step #52: Click on "# Cabin Operations &" — Click on "# Cabin Operations &"

First, advise them not to smoke weed in Presidents. Step onto the porch and show some decency. Additionally, you would put it under Presidents here.

Step #53: Click on "+ Add task" — Click on "+ Add task"

I forgot to mention, as I was thinking about something else, that they also requested a rollaway cot. You should write: "Rollaway cot for April 20th check-in."

Step #54: Click on "Rollaway Cot for April 20th check - in" — Click on "Rollaway Cot for April 20th check - in"

Type "Backspace"

Type "ril 20th check-in at 4pm"

Type "Backspace"

That could be your title. It's literally going to date it on April 20th. See how I put it there? Okay.

Step #66: Click on "Apr 20" — Click on "Apr 20"

In the description, you might include the person's name for added clarity.

This would be a relatively high priority.

Type "For guest named Joe's Big Fat Blunt"

Step #69: Click on "Priority" — Click on "Priority"

We might prioritize it as two, or even one, depending on the situation.

Step #70: Click on "Priority 2" — Click on "Priority 2"

For me, it often depends on other tasks that day. However, this is a high priority when such a request comes in. You would then go into labels.

Step #71: Click on "Labels" — Click on "Labels"

I would choose to contact housekeepers and maintenance for that. I'm not going to click it yet, as I'm unsure if people get notified. I don't think they do. Labels definitely don't notify anyone.

I will check since the labels are not assigned to individuals.

We now have housekeepers and maintenance as priority two. I can assign it to the office account, Ken's account, Sherry's account, or my account.

Step #75: Click on "Assignee" — Click on "Assignee"

We are limited to five people per project. This is where I'll leave it. If necessary, I'll remove my personal account, except for office and admin tasks. I'll create a general staff login as the unassigned fifth member with access from the pantry. Unfortunately, without a business team license, which is more expensive, we can't have unlimited shared group spaces. We also can't grant someone access without editing permissions.

Unfortunately, that's the worst part. I wanted everything to be perfectly transparent, with everyone seeing each other's categories or projects, except for admin. It's not appropriate for most people to view admin. Innkeepers are fine, but beyond that, it's not really suitable. There could be confidential or sensitive financial information at times. I think you understand what I'm referring to. I just wanted to let you know that I can't implement the team license (yet--if it proves valuable to the whole team, I do have authority to splurge on it, but I'm trying not to, because Eviivo's upgrade could cost a lot), so we are limited in certain ways.

We are limited to five projects and five people per project. However, the office account is not limited.

It is a paid pro account, allowing us to have more than five projects. We can create as many as we want. The office account should be included in all projects to monitor tasks in housekeeping and maintenance. It's crucial to assign tasks and receive comments and notifications from the team. If they find something while cleaning a cabin or walking the grounds, they can take a picture, use their phone to create a task, comment on it, and tag the office.

Then we'll see it, and if we need to do something, we will, or maybe not. This camp has never had the ability to communicate like this before, especially with everything being recorded. For example, if a cabin is trashed and the housekeepers report it to me, suggesting a fee for the guests, I can ask if they took any pictures. If not, there's no evidence.

Is it clean now? Yes. Okay, then I can't do anything. But if they take a picture of the mess and comment on that day's changeover, I have proof. This picture was taken on this day, right after these people left, showing the condition they left the place in. Or it shows the piece of furniture that was broken. Here's evidence a dog was in a cabin where it shouldn't be.

It definitely wasn't Atticus or Smokey. You know what I mean? Cool stuff. Anyway, if you assign someone, like if I were to assign myself, it would ping my phone.

Step #77: Click on "Assignee" — Click on "Assignee"

I know that much.

I might use that often, but only for important things. I don't want to ping people for minor updates.

Reminders can be set up as many times as you want.

Step #80: Click on "Reminders" — Click on "Reminders"

To have tasks appear before others, you need to assign a specific time to each task.

Step #81: Click on "Before task" — Click on "Before task"

To do that, return here and click on the set date.

Step #83: Click on "Apr 20" — Click on "Apr 20"

At the bottom, you'll see the time.

Step #84: Click on "Time" — Click on "Time"

I don't know. Let's just say 4 p.m.

Check-in time. If you click on "Add Reminder," you'll see it already says "At time of task."

Since we added a time, it automatically set a reminder for that exact moment.

Step #85: Click on "At time of task x" — Click on "At time of task x"

Step #86: Click on "Om before" — Click on "Om before"

You can also choose any of these options here.

I like to give myself a reminder a week in advance for really important things. I wouldn't do this for something like a cot, maybe just a day before. It's also good to give others a heads up, even if they should already be aware.

Step #88: Click on "1 week before" — Click on "1 week before"

Step #89: Click on "1 week before" — Click on "1 week before"

Step #90: Click on "1 week before" — Click on "1 week before"

Then, I can click "Add Reminder."

Step #91: Click on "Add reminder" — Click on "Add reminder"

Then, I'll set a reminder for three days before and maybe add one or two others.

Step #92: Click on "3 days before" — Click on "3 days before"

Step #93: Click on "Add reminder" — Click on "Add reminder"

It depends on how important the task is. Anyway, I'm not actually going to create this rollaway cot for Joe's big blunt.

I will cancel and discard this task.

Step #95: Click on "Cancel" — Click on "Cancel"

Step #96: Click on "Discard" — Click on "Discard"

You likely knew most of this already. However, there have been some developments in our structure since your last visit. It's important to remember that if you add a task to the inbox, it won't be visible to anyone else.

chaos ensues for several steps

Step #99: Click on "Upcoming" — Click on "Upcoming"

Step #100: Click on "Today" — Click on "Today"

Step #101: Click on "Search" — Click on "Search"

Step #102: Click on "Inbox" — Click on "Inbox"

Step #103: Click on "My Projects /" — Click on "My Projects /"

The program has frozen. 👀

Step #104: Click on "+ Add task" — Click on "+ Add task"

Step #105: Click on "Cancel" — Click on "Cancel"

I'm not sure why, but I can't exit the current view I'm in.

Step #106: Click on "Add task" — Click on "Add task"

Step #107: Click on "Cancel" — Click on "Cancel"

I may need to close the application.

Step #108: Click on "Filters & Labels" — Click on "Filters & Labels"

Step #109: Double-click on "Х" — Double-click on "Х"

I've never had that happen before. Click on the to-do list here again. Let's see if it will let me make changes.

No. I might reboot the computer then.

I've never seen that happen. Please let me know if it ever happens to you. It's strange because everything seems to be working.

Oh, there we go. Now it worked. I have no idea what's going on.

Oh, there we go. Now it worked. I have no idea, though. I've never experienced anything like that before. I just clicked around and moved the window, and apparently, it worked.

If it happens, just do that. What I wanted to mention is the inbox, which is a default area for things unless you're within a project. It is invisible to everyone, especially if you're on your own account, but this is also true for an office account. Inbox means uncategorized; it's not where it needs to be.

It's for jotting down a quick idea or task that you'll later assign to its proper project. Remember to keep your inbox empty. You'll notice, for example, that "today" has a three next to it.

You'll notice the inbox is currently empty. That's ideal. You want everything to appear in a project so the right people can view it. Also, take note of an office.

Step #114: Click on "View" — Click on "View"

Oops, I have to go to the office.

Step #115: Click on "view" — Click on "view"

Step #117: Click on "Share" — Click on "Share"

The only people here are you and me, eventually David and Steve. If needed, for example, if Cole comes in to cover a vacation during a longer absence, I would simply remove my personal account.

Step #118: Click on "schlumpfucius@gmail.com" — Click on "schlumpfucius@gmail.com"

It doesn't need to be there. I can also log in with this from my phone.

Step #119: Click on "wpcinnkeeper@gmail.com" — Click on "wpcinnkeeper@gmail.com"

I also use Todoist personally, just like you. I enjoy it so much that I've set it up to notify me if needed when I'm off work. Hopefully, this won't happen often, but I wouldn't be surprised if someone updates me about the cabin's condition, even when I'm not around. And that's fine.

This is one way they could do it. That's about it.

Actually, that's not it at all. I misspoke. Do you see this icon right here beside Todoist? Please click this icon.

It's immediately awesome. Whatever is playing is just amazing. This is so good. For what it's worth, at a certain point tomorrow, there will be nobody in camp. If nothing changes, nobody will be here tomorrow night. Feel free to play music loudly.

Also, I know you've been using Bitwarden more recently, but just to clarify, I'll be using Chrome.

I just opened it.

I click on this icon.

Press your G6 key here.

Step #125: Click on "16" — Click on "16"

And then, boom, you're logged in.

If I go to Eviivo, it automatically populates, and I can access it.

Step #126: Click on "Diary" — Click on "Diary"

Step #127: Click on "Log in" — Click on "Log in"

I have a new keyboard on order.

We will have many more macros, and it'll be great. In the meantime, we need to handle this slightly sticky one. If you're not already in the habit, I often mention copying and pasting notations. I don't mind if people copy and paste or not. If someone prefers typing it out multiple times, that's fine. However, you should know that our new macros will paste automatically.

Having the correct thing copied will be more beneficial moving forward, in other words (memos = one click only). I highly recommend getting into this habit if you haven't already. Anyway, I'm going to listen to Suburbs of Goa now LOL. Have a wonderful day. Thank you my friednd :)