User Manual

Shared ToDo User Manual

A quick guide to creating boards, joining shared boards, adding tasks, moving status, archiving, comments, watchers, sharing settings, login, and notifications.

Create a board (no signup) Add a task (jump to steps)
Key things to know first
  • Some boards open immediately just by visiting the URL.
  • Tasks are managed in 4 statuses: To Do / Doing / Waiting / Done.
  • You can archive tasks before deleting (safer).
  • Share via URL or QR code.
  • 24/7 moderation automatically blocks inappropriate text.
This 4-step flow is enough to get started
  • Open a board
  • Add a task
  • Move it as progress changes
  • Mark done or archive

1. Getting started

Create a new board

  1. On the top page, click Create a new board.
  2. Your board is created instantly and a shareable URL is generated.
  3. You can rename the board and add members later in Settings.

Join a shared board

  1. Open the shared URL.
  2. Some boards open immediately.
  3. If you see a login screen, sign in using the registered email and password.

Before joining, check:

  • Is the URL complete (not truncated)?
  • Does the board require login?
  • Is your email registered as a member/assignee?
Top page create board
Top page reminder

Switching the board language

  • Use the `EN` / `JP` button at the top-right of the board to switch between Japanese and English.
  • On desktop, the button appears in the header area. On mobile, it appears near the top menu area.
  • When you switch languages, column labels, buttons, and settings text update to the selected language.
Desktop board in English
The desktop board header after switching to English.
Mobile menu in English
The mobile menu and top area after switching to English.

2. Understanding the screen

Tasks are shown in 4 columns: To Do, Doing, Waiting, and Done.

On desktop, it’s a kanban board. On mobile, it’s a tab-based view. Task cards can show title, priority, assignee, category, and due dates.

Archive (the box icon near Done) stores tasks you want to remove from the main board but keep for later.

  • Near-due tasks stand out visually.
  • Tap a task to open details.
  • Desktop supports drag & drop.
  • The box icon near Done opens Archive.
Desktop board
Mobile board
Mobile menu

Switching between Japanese and English

  • The desktop header image shows the top area with board and user information.
  • The mobile header image shows the compact top layout used on phones.
  • The mobile menu image shows the navigation panel you can open on small screens.
  • Use the `English` / `日本語` button at the top-right of the manual page to switch languages.

3. Add a task

  1. Click Add ToDo.
  2. Enter a title.
  3. Optionally set status, priority, assignee, category, notes, due date, and final deadline.
  4. Click Save.
If you’re unsure, start with just: Title + Assignee + Due date.

Main fields

  • Title: what needs to be done
  • Priority: higher priorities stand out
  • Assignee: who owns it
  • Due date: normal deadline
  • Final deadline: non-movable deadline

Rich notes (WYSIWYG)

Use rich formatting to write clear instructions: bold, lists, steps, links, etc. Categories help you organize tasks by project/topic.

Priorities (6 levels)

Choose from 6 priority levels to match urgency.

Add task title
Add task status
Add task assignee
Add task due date
Setting a due date and a final deadline makes it easier to keep delayed ToDos visible.
Add task final deadline
Setting a due date and a final deadline makes it easier to keep delayed ToDos visible.
Add task notes

4. View & edit tasks

View a task

  1. Tap/click a task.
  2. Check notes, dates, and comments.

Edit a task

  1. Open edit.
  2. Change only what you need.
  3. Click Save.

Change status quickly

Switch between To Do / Doing / Waiting / Done from the status buttons. On desktop, you can also drag tasks between columns.

Edit task
Edit task status
Edit task assignee
Edit task due date
Setting a due date and a final deadline makes it easier to keep delayed ToDos visible.
Edit task final deadline
Setting a due date and a final deadline makes it easier to keep delayed ToDos visible.
Edit task notes
Edit task comments

Desktop

Desktop: Drag & drop to move a task across columns.

Mobile

Mobile: Swipe left/right to switch tabs (columns).

5. Category management

Categories help you organize ToDos by project, workflow stage, team, or any other grouping that fits your work. Setting them up first makes both adding and editing tasks easier.

What you can do

  • Add labels for projects, phases, or teams.
  • Clean up categories you no longer use.
  • Make category selection easier when adding or editing ToDos.

How to open it

  1. Open Settings from the lower-left corner.
  2. Open Category Management.
  3. Add, edit, or organize the names you need.
Category management
Category management lets you add and organize labels for projects or workflow stages.

6. Done / archive / delete

Mark as done

Move the task to Done (edit screen or drag & drop).

Archive

Archive tasks you don’t need in the main board. You can restore them later.

Delete (permanent)

Deleted tasks cannot be restored. Archive first if you’re unsure.

Archive
Archived ToDos appear in the archive list. Choose Restore when you need them again, or Permanently Delete when you no longer need them.

7. Comments

Comments

  1. Open a ToDo.
  2. Enter your message in the comment field.
  3. Send it to keep the discussion attached to that ToDo.
Comments thread
Use the comment area to keep task-related communication in one place.

8. Admin-only ToDo management

In Shared ToDo, anyone who can use the board can normally create ToDos.
When "Admin-only ToDo management" is enabled, admins can operate as usual, and assignees can only change the status of ToDos assigned to themselves and add comments.

How to enable

Only admins can change the "Admin-only ToDo management" setting in Settings.
To use this setting, assignees must be able to log in, so registering an email address and password in advance and completing email verification are required.
On the Free plan, this setting can be enabled for only one board per admin email address.

How assignees use it

Assignees who have a registered email address and password can log in and work only on the ToDos assigned to themselves.

Admin-only ToDo management setting
When Admin-only ToDo management is enabled in Settings, assignees can operate only the ToDos assigned to themselves.

9. Settings & sharing

You can do in Settings

  • Rename board
  • Manage members/assignees
  • Choose a board-wide URL or an assignee-specific URL, then copy it or show a QR code

Share a board

  1. In Settings, choose either the board-wide URL or a URL filtered for one assignee.
  2. When someone opens an assignee-specific URL, the board opens with only that assignee's ToDos shown.
  3. Copy the selected URL or open the QR code for that target.
  4. Anyone with the selected link can join unless the board is private.

Receive email reports

  1. Add an email address in Settings → Member management.
  2. Complete email verification from the confirmation email.
Share URL settings
In Settings, you can copy the board URL and prepare a shared link for members.
Board settings
PIN Login and related board settings can be changed from Settings & sharing.
Member management settings
Member management is where you register assignees and set their email addresses.
Login state settings
To limit access to related members only, configure login settings here.
Board stop settings
Strong actions related to stopping or deleting a board are available from the lower part of Settings.
QR sharing
QR code sharing opens on a separate screen and is useful when sharing face to face.

10. PIN Login

What PIN Login does

  • Only people who know the shared PIN can open the board.
  • Knowing the URL or QR code alone is not enough.
  • It is separate from member/admin email and password login.

Setup notes

  • Enable `PIN Login` in Settings and set an alphanumeric PIN with 6 or more characters.
  • `Require login` and `PIN Login` cannot be enabled at the same time.
  • If the board has no admin yet, you can still change the board name and PIN settings after entering via PIN.

How it differs from regular login

PIN Login is a shared login used only to open the board. Actions that require admin privileges, or actions that require you to be logged in as an assignee, still use the regular email and password login. Entering with a PIN alone does not mean you are logged in as an admin or assignee.

PIN Login screen
When PIN Login is enabled on a board, the shared PIN input screen opens first.
PIN Login settings
Enable or disable PIN Login and set the PIN from Settings & sharing.

11. Login & password reset

Login is used when entering a members-only board, and when admins or assignees need to change settings.
You can check the conditions for "Require login" and the difference from PIN Login on the Paid Plan Features page.

open_in_newOpen Paid Plan Features

When entering a members-only board

  1. Open the board URL.
  2. When the login screen opens, enter your email address and password.
  3. Click "Login".

When logging in to change settings

  1. Open the board URL.
  2. Click the gear icon in the lower-left corner to open Settings.
  3. Click "Login".
  4. When the login screen opens, enter your email address and password.
  5. Click "Login".

When logging in to change settings after PIN code login

  1. Open the board URL.
  2. When the PIN code login screen opens, enter your email address and password.
  3. Click "Login".
  4. Click the gear icon in the lower-left corner to open Settings.
  5. Click "Login as admin / assignee".
  6. When the login screen opens, enter your email address and password.
  7. Click "Login".

If you forgot your password

  1. Open the board URL.
  2. Click the gear icon in the lower-left corner to open Settings.
  3. Click "Login".
  4. When the password resend screen opens, enter your registered email address.
  5. Click "Send a new password".
Login from settings after PIN code login
Even after entering with a PIN code, you can use "Login as admin / assignee" in Settings to continue with the regular login.
Password resend screen
If you forgot your password, enter your registered email address to receive a new password.

12. Safety, board suspension & deletion

Inappropriate language is automatically blocked, so the service is safer to use even when boards are shared by URL.

24/7 moderation for safer use

ToDo titles, detailed notes, and comments are checked automatically. Depending on the content, saving may be blocked before it is completed.

Board suspension

Boards may be suspended when policy violations are suspected, when they have not been used for a long time, or when there are operational issues.

Account deletion

If an assignee account is deleted, that account can no longer log in. Contact the admin if the account needs to be registered again.

Tips for using it safely

  • Do not enter content related to crimes, harassment, or spam.
  • Depending on the text you enter, saving may be blocked before completion.
  • If admin review is required, the review history may be checked.

13. FAQ

Q. How many boards can I create?

On the Free plan, you can create any number of boards. However, if you register as an admin with an email address, the same email address can be set as admin on up to 5 boards.

Q. There is no board.

Even if you create a new board, your My Board will be deleted automatically if you do not create a ToDo or category, set the board name, or assign an admin or assignee within 30 minutes. If you want to keep using the board, first create a ToDo or category, set the board name, or assign an admin or assignee.

Q. What should I do if I forgot the URL?

You can reissue it from the top page using the My Board reminder.

Q. I can't log in.

Check your email address, password, and verification status. If there are too many failed attempts in a short time, login may be temporarily restricted.

Q. Sometimes I can't save.

Depending on the text you enter, saving may be blocked for safety reasons. Try changing the wording slightly and try again.

Q. Can I restore deleted tasks?

No. Permanently deleted tasks cannot be restored. Archive them first if you are unsure.

14. Paid Plan Features

This page explains the basic operation flow. Plan-only features and limit differences are summarized on the dedicated Paid Plan Features page.

  • Limit differences by plan
  • Email report differences
  • Watcher functionality
  • The "Require login" feature
open_in_newOpen Paid Plan Features