My Desk
Your personal workspace in Agencydesk. Track time on assigned Tasks, manage personal and shared To-Dos, view meetings synced from Google or Microsoft 365 Calendar, and stay on top of what needs attent
My Desk is each user’s personal operating view inside Agencydesk. Because Agencydesk is built exclusively for agencies, My Desk is shaped around how agency team members actually work: multiple Jobs, scheduled Tasks assigned by an Account Executive, personal and shared To-Dos, calendar meetings, and live time tracking against billable work.
Each user sees a focused view of only their own work, helping them prioritise Tasks, manage time, and stay on top of what needs attention today, this week, and in review.
Navigating to My Desk
From the left-hand navigation menu, click My Desk.
My Desk opens in the Columns view by default. You can switch to the Timeline view using the toggle icon in the top-left (see The Timeline view below).
The four columns
My Desk is organised into up to four columns. Each column groups items by type (Tasks, To-Dos, and Meetings where relevant) so you can see them in context.
My Tasks. Every Task assigned to you across all active Jobs.
For Today. Everything scheduled for today: To-Dos due today, Meetings synced from your calendar, and Tasks scheduled on the Resource Planner for today.
In Review. Tasks you have sent to a Reviewer, waiting on their review. This column only appears once you have at least one Task in review. As soon as your first Task is sent for review, the column shows up. When every Task has been reviewed, the column disappears again.
Completed. Tasks and To-Dos you’ve marked completed on active Jobs.
The For Today counter
Next to the For Today column heading you’ll see a tracked/scheduled counter that looks like this:
01:00 / 16:33
The numbers combine your time on Tasks with your scheduled Meetings:
Left of the slash: time you’ve used today. All time tracked on Tasks today, plus the duration of any Meetings that have already passed.
Right of the slash: total time booked for today. All Task time scheduled on the Resource Planner for today, plus the total duration of all Meetings on your calendar for today.
The counter gives you a live read on how much of the day is accounted for versus how much you’ve already worked through.
Tasks
Task statuses
In Progress. Tasks scheduled for today or a future date.
Overdue. Tasks with past due dates.
For Review. Tasks that need your review as the assigned Reviewer. Appears in My Tasks or For Today depending on scheduling.
In Review. Tasks you have sent to a Reviewer, waiting on their review.
Feedback. Tasks returned to you with feedback added in the Reviews section of the Task slider.
Completed. Tasks marked as Completed.
Task card details
Each Task card shows:
Estimated time. Due dates and tracked vs estimated time indicators are visible at the bottom of each Task card, making it easier to manage your day and avoid overruns.
Job context. Each Task shows the Job name it belongs to as well as the Task type and Task name (if applicable).
More detail. Clicking on a Task opens the Task slider on the right of the screen, where you can toggle between Task, Brief, Notes, and Reviews for that Task.
Starting a timer on a Task
Click the stopwatch icon on any Task card. Your time tracker starts in a larger, more detailed bar at the top of your screen. You can pause or resume from that bar at any time.
Switching between Tasks (parked timers)
Attention often needs to move to another Task while you’re already tracking time. To switch:
Click the stopwatch on any other Task.
The current Task’s tracker pauses and parks in the top-left of your screen.
The new Task starts tracking in the larger detailed bar.
Parked timers stay visible so you can resume them later. Multiple Tasks can be parked at once.
Committing time
When you’re ready to log the time you’ve tracked, click Commit Time in the top bar. The Commit Time popup opens with the following fields:
Time to submit. The amount of time you’re logging. Pre-filled with your tracked time. Editable if you need to round or adjust before saving.
Tracked time. The exact time captured by the tracker. Read-only, for reference.
Description. A free-text note describing what you did during this tracked time. Recommended so timesheets stay meaningful.
Mark task complete for me or Send for Review. The label on this checkbox depends on the Task’s setup:
If no Reviewer is set on the Task, the checkbox reads Mark task complete for me. When checked, the Task is marked as completed by you when the time is committed. On multi-assignee Tasks, this only marks your portion complete.
If a Reviewer is set on the Task, the checkbox reads Send for Review instead. When checked, the Task is submitted to the Reviewer when the time is committed and moves into your In Review column.
Log as overtime. When checked, the committed time carries an overtime flag that appears in the Timesheets view. Useful for tracking time worked outside standard capacity.
Click Commit Time to save the entry.
Sending a Task for Review
When a Task has a Reviewer assigned to it (set in the Task slider), the review workflow is built into the commit flow.
Work on the Task and click Commit Time when done.
In the Commit Time popup, tick Send for Review. This label replaces “Mark task complete for me” automatically whenever a Reviewer is set on the Task.
Click Commit Time. The Task moves into your In Review column and appears on the Reviewer’s desk for their review.
The In Review column only appears once you have at least one Task in review. As soon as your first Task is sent, the column shows up.
When the Reviewer sends feedback back to you, the Task returns to your desk. Where it lands depends on scheduling at that moment:
For Today if the Task is still scheduled for today on the Resource Planner.
My Tasks if the Task is no longer scheduled for today. This is common when the review comes back a day or more after you originally submitted it, and the original scheduled slot has passed.
Auto-scheduling unplanned Tasks
If you start tracking time on a Task from the My Tasks column that hasn’t been scheduled for today on the Resource Planner, Agencydesk automatically books the committed time in for you on the Resource Planner when you commit. That means:
The Task appears retroactively on today’s Resource Planner slot.
The same amount of time is added as both scheduled and tracked time.
The For Today counter updates by the same amount on both sides of the slash.
This keeps the Resource Planner accurate without needing to schedule a Task before working on it.
Meetings
Meetings on My Desk come from your synced calendar (Google Calendar or Microsoft 365 Calendar). See Integrations for connection setup.
Meetings appear under the MEETINGS section of the For Today column and are colour-coded based on their state:
Passed meetings appear collapsed and greyed out.
In progress meetings appear in the meeting’s full calendar colour (the colour set for that calendar in Google or Microsoft 365).
Upcoming meetings appear in a lighter shade of the meeting’s calendar colour.
Meetings with a join URL (Google Meet, Microsoft Teams, Zoom, and similar) show a Join button on the meeting card. Click it to open the meeting in a new tab.
The Timeline view
My Desk has a second view, the Timeline view, which shows your work laid out across a calendar-style grid instead of in columns. Where the Columns view is about working through today, the Timeline view lets you actually see into the Resource Planner: what has been booked in for you over the coming weeks, in both Tasks and Meetings.
Switching between views
From the Columns view, click the toggle icon in the top-left (left of My Tasks) to switch to the Timeline view.
From the Timeline view, click the column/table icon above My Tasks to switch back.
For Today and Upcoming Tasks
The Timeline view separates your Tasks into two groups:
For Today. Tasks that have planned time scheduled for today, grouped at the top so today’s work is front and centre.
Upcoming Tasks. Everything else, shown below. This is a mix of planned and unplanned Tasks, just nothing scheduled for today. It’s called Upcoming rather than Unplanned because it includes Tasks with future booked time as well as those with none.
Reading the Timeline
The Timeline uses the same visual language as the Resource Planner, so it reads consistently across the two:
Each row is a Task, with the Client name above the Task name.
Green blocks show scheduled time on a given day.
A white dot at the end of a green line marks the Task’s final due date.
The Meetings row shows your synced meetings, with a count and combined time per day.
Days marked with an X are non-working days from your Working Hours profile.
The capacity bars at the top show the make-up of each day (meeting time, scheduled Task time, and overtime), the same colour coding used on the Resource Planner.
Tracking from the Timeline
Hover over a Task name in the Timeline view and the timer icon appears. Click it to start tracking time on that Task, just as you would from a Task card in the Columns view.
To-Dos
To-Dos are your personal checklist inside Agencydesk. They live on My Desk and help you keep track of what needs doing, whether it’s a quick reminder just for you or something you need a colleague to review.
Unlike Tasks (which belong to a Job and track billable time), To-Dos are lightweight and personal. Use them for follow-ups, reminders, and hand-offs.
Creating a To-Do
Open My Desk.
Click + To-do at the top of the My Tasks or For Today column.
Type the To-Do title and press Enter.
The new To-Do appears in the list, assigned to you. That’s all you need to get started. Everything below is optional detail you can add by opening the To-Do.
Opening a To-Do
Click a To-Do’s title to open its detail popup. From here you can:
Edit the title
Set a due date
Write a description
Share it with colleagues
Attach references to other records
Mark it complete
Click Done or anywhere outside the popup to close it. Changes save automatically.
Setting a due date
In the detail popup, click Set date under Due and pick a date from the calendar. To-Dos with a due date of today (or overdue) surface under For Today on your desk.
Adding a description
The Description field is a rich-text editor. You can use bold, italic, bulleted lists, numbered lists, and links (paste or type a URL). Use the toolbar above the description box to format your text. This is useful for spelling out steps, adding context, or dropping in a link to something external.
Priority (drag-and-drop)
To-Dos support drag-and-drop reordering to reflect priority. Grab a To-Do by the drag handle on the left of the card and drop it into position. The order you set is your personal priority order for the column.
Sharing a To-Do with colleagues
Sharing a To-Do puts it on your colleagues’ desks too. This is useful when you need someone to do or review something.
To share:
Open the To-Do.
Under Shared with, click the + button.
Select the people you want to add. A coloured avatar appears for each person.
Key points about sharing:
A shared To-Do appears on every shared person’s My Desk.
Anyone shared can remove themselves to take it off their own desk. It stays on everyone else’s.
The person who created the To-Do is the owner.
Owner vs collaborator
Sharing introduces two roles. Each has different permissions.
Owner
The person who created the To-Do
Edit everything, and mark the To-Do Complete (the only role that can)
Collaborator
Anyone the owner shares it with
Contribute, and mark their part Actioned
This distinction is what makes shared To-Dos useful for reviews and hand-offs.
Actioned vs Complete (shared To-Dos)
When you share a To-Do to get someone’s help (say, “review this cost estimate”), you want to know when they’ve done their part without the To-Do disappearing before you’ve checked it.
That’s the difference between Actioned and Complete:
Collaborators mark a To-Do Actioned, meaning “I’ve done my part.” This does not close the To-Do. Collaborators can un-action it if they marked it too soon.
Only the owner can mark a To-Do Complete. This closes it and moves it to Completed.
How you see progress
You don’t need to open the To-Do to see who’s done their part:
On the To-Do’s single-line card, each collaborator’s avatar shows their status.
Grey avatar means still pending.
Full-colour avatar with a small green tick means actioned.
Open the To-Do to see the full per-person breakdown, including who has actioned, when, and who you’re still waiting on.
Because a collaborator marking something Actioned is a signal to you (not a completion), you stay in control. Review their work, then Complete it yourself when you’re satisfied.
Attaching references
You can link a To-Do to other records in Agencydesk so the context travels with it.
Open the To-Do.
Under Attached references, click + Attach.
Choose the type of record, then pick the specific item.
The reference appears as a chip. Remove it with the ✕.
Attachable reference types:
Cost Estimate
Invoice
Client
Supplier
PO (Purchase Order)
Task
Cost
Milestone
On the To-Do card, a 🔗 icon with a number shows how many references are attached.
Completing a To-Do
Owner. Click the round checkbox on the To-Do (or Complete in the popup). The To-Do moves to Completed.
Collaborator. You can’t complete a To-Do you don’t own. Mark it Actioned instead to tell the owner your part is done.
Completed To-Dos are kept under the Completed column so you have a record of what’s been done.
Who can do what on a To-Do
Create a To-Do
Anyone
Edit title / description / date
Owner and collaborators
Share or add people
Owner and collaborators
Remove yourself from a shared To-Do
Any collaborator
Attach references
Owner and collaborators
Mark Actioned
Collaborators
Un-action
The collaborator who actioned it
Mark Complete
Owner only
Tips
Use To-Dos for personal reminders. Use Job Tasks when you need to track billable time.
Share a To-Do instead of sending a chat message when you need someone to do or review something. You’ll see when they’ve actioned it.
Attach a reference so whoever picks up the To-Do has the right record one click away.
Watch the avatar ticks on shared To-Dos to see progress at a glance. Open the To-Do to see who you’re still waiting on.
Adjust the Time to submit field on the Commit Time popup if your tracker ran while you weren’t actively working (for example, if you got interrupted).
Use Log as overtime to flag time worked beyond standard capacity. It shows up separately in Timesheets for the AE’s review.
Assign a Reviewer on a Task if you want submitted work to route through a reviewer before it’s marked complete. This changes your commit flow so you can Send for Review straight from the Commit Time popup.
Switch to the Timeline view when you want to see what’s booked in for the days ahead, not just today.
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