> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/my-desk/my-desk.md). # My Desk Track Task and review time on My Desk, use Columns or Timeline, manage meetings, and save, share, reference and complete personal or shared To-Dos. **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 {% stepper %} {% step %} From the left-hand navigation menu, click **My Desk**. {% endstep %} {% step %} 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](#the-timeline-view) below). {% endstep %} {% endstepper %} To update your name, contact details or photo, open the profile menu at the top right and choose **Edit my Details**. See [User Profile Details](/company-settings/users.md#user-profile-details) for Update, photo uploads and Cancel. Your regular Working Hours are managed separately on the agency’s User profile. ## 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. {% hint style="info" %} Open a Task from My Desk for its details, Brief, Notes, Time and Reviews. Use the Resource Planner when you need to change a person’s bookings. {% endhint %} ### 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:** today’s tracked Task time, plus the duration of meetings that have finished and are not excluded from time. * **Right of the slash:** today’s planned Task and meeting time. Meetings marked **Exclude from planned time** are left out. 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 on a Task or review item to start tracking. Your time tracker appears in the bar at the top of the screen, where you can pause or resume it. A Task you have sent for review has a **Take out of review** arrow in **In Review** instead of a timer. ### 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. {% hint style="info" %} **Minimum log time is 1 minute.** The popup displays tracked time down to the second (for example, `00:03:17`), but you can’t commit less than 1 minute (`00:01:00`). If your tracked time is under a minute, adjust the **Time to submit** field before committing. {% endhint %} ### 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. {% stepper %} {% step %} Work on the Task and click **Commit Time** when done. {% endstep %} {% step %} 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. {% endstep %} {% step %} Click **Commit Time**. The Task moves into your **In Review** column and appears on the Reviewer’s desk for their review. {% endstep %} {% endstepper %} 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. Check the Task’s **Reviews** tab for feedback or approval. If you need to resume work that is still in **In Review**, take your part out of review using its undo arrow. * **Your own part:** click **Take out of review** on your My Desk card and confirm **Take out**. Other assigned people stay in review. * **Everyone assigned:** use **Take out of review** in the Task slider’s menu and confirm the whole-Task action. Assigned team members and Managers or above can do this on an open Job. The Task guide explains the full review workflow, including how the reviewer can use **Submit Time and Review** from their review timer. {% hint style="info" %} When approving a review, **Mark task complete for me** completes the Task for **all assigned team members**. This differs from the personal completion checkbox on an ordinary worker’s time entry. {% endhint %} ### 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. Open a meeting to see its details and automatic **Upcoming**, **In Progress** or **Past** status. **Leave** and **Excluded from planned time** are shown when applicable. For creating or editing meetings and changing attendees, see [Calendar](/calendar/calendar.md). A meeting without a supplied meeting link does not show Join. ## 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. {% hint style="info" %} The Timeline view is **read-only**. It’s a view into your schedule, not a planning tool. There’s no right-click menu and you can’t schedule or move work here. Scheduling happens on the Resource Planner, managed by your Account Executive. {% endhint %} ### 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 synced meetings, with a count and combined time per day. Part-day leave alone shows an umbrella and the leave hours; open the block to see its details. * Days marked with an **X** are non-working days from your Working Hours profile. * Capacity bars show meeting time, scheduled Task time, part-day leave and time above capacity, using the same colours as the Resource Planner. {% hint style="info" %} **Toggling the bars reveals the amounts.** Click a bar to switch between the visual bar and the actual time value. This is the same behaviour as the Resource Planner, so you can read either the shape of the day or the exact hours. {% endhint %} ### 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. Tasks belong to a Job and track time against billable or non-billable work. To-Dos are lightweight reminders and hand-offs, without a Task timer. ### Creating a To-Do {% stepper %} {% step %} Open **My Desk**. {% endstep %} {% step %} Click **+ To-do** at the top of the **My Tasks** or **For Today** column. {% endstep %} {% step %} Type the To-Do title and press **Enter**. {% endstep %} {% endstepper %} 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. {% hint style="info" %} A To-Do always shows as a single line. If the title is long, it’s shortened with an ellipsis (…). Open the To-Do to see the full detail. {% endhint %} ### Opening a To-Do Click a To-Do’s title to open its detail popup. From here you can: * Edit the title, due date and description. * Change the **People** list if you own the To-Do. * Attach one **Reference** to an Agencydesk record. * Mark the To-Do complete as owner, or mark your own part actioned as a collaborator. {% stepper %} {% step %} Make your changes in the detail popup. **Unsaved changes** shows when an edit still needs saving. {% endstep %} {% step %} Click **Save** to save your edits and close the popup. {% endstep %} {% step %} To leave without saving, click **Close**. If there are unsaved changes, choose **Save changes**, **Discard**, or **Keep editing** in the confirmation. {% endstep %} {% endstepper %} {% hint style="info" %} Ticking completion or **Action this** takes effect immediately; it is separate from saving the title, date, People or Reference edits. {% endhint %} ### Setting a due date In the detail popup, click **Set date** under **Due date**, pick a date and click **Save**. Your own To-Dos due today or overdue appear in **For Today**. ### Adding a description Use the **Description** toolbar for bold, italic, lists, checklists and links. Click **Save** after writing or formatting your description. To add a record tag, type its shortcut and start searching: **@** for a User or **#** for a Job. Managers and above can also use **$** for a Client, **^** for a Supplier, **<** for a Cost Estimate, **>** for an Invoice and **\~** for a Purchase Order. Choose a result to insert it. The available results depend on your access. Click a record tag to open the record. User tags do not send notifications. You can mention several records in the description; the separate **Reference** field holds one record. {% hint style="info" %} A checklist tick saves immediately when it is the description’s only unsaved change. If you have also edited the description, click **Save** to save the tick with those edits. Check for **Unsaved changes** before closing. {% endhint %} ### 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:** {% stepper %} {% step %} Open a To-Do you own. {% endstep %} {% step %} Under **People**, click **Add people**. Search the team and select the colleagues you need. {% endstep %} {% step %} Click **Done** to close the People picker, then **Save** to save the changed People list. {% endstep %} {% endstepper %} **Key points about sharing:** * The person who created the To-Do is its **owner**. Only the owner can add or remove people. * Shared To-Dos appear in collaborators’ **Needs collaboration** section on My Desk. * A collaborator can mark their part done and later remove the completed item from their own list. This does not delete the owner’s To-Do. ### Owner vs collaborator Sharing introduces two roles. Each has different permissions. | Role | Who | What they can do | | ---------------- | -------------------------------- | ------------------------------------------------------------------------- | | **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 use **Action this** in the popup, or the round tick on the card, to say ‘I’ve done my part.’ Their item moves to their **Completed** list; the owner’s To-Do stays open. * A collaborator can use **Undo action** while the owner has not completed the To-Do. * Only the owner completes the whole To-Do. Once the owner has completed it, only the owner can reopen it. A collaborator who had not actioned their part can still mark it done. #### How you see progress You don’t need to open the To-Do to see who’s done their part: * Collaborator avatars on the owner’s card show whether their part is pending or actioned. * A green tick on a collaborator’s avatar shows they have actioned their part. * Open the To-Do and look at **People** for the per-person status. 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 Attach one Agencydesk record so a colleague can open the context directly from the To-Do. {% stepper %} {% step %} Open the To-Do and find **Reference**. {% endstep %} {% step %} Click **Attach**, choose the record type, then search for and select the record. {% endstep %} {% step %} Click **Save**. The selected reference appears as a chip; click it to open the record. {% endstep %} {% step %} As owner, use the chip’s **×** to remove the reference or replace it, then click **Save**. {% endstep %} {% endstepper %} Reference types available according to your access: * **Job:** available to Users and above. * **Client**, **Supplier**, **Cost Estimate**, **Invoice**, and **PO (Purchase Order):** available to Managers and above. The card’s link icon shows it has a reference. A collaborator can attach a reference to an empty To-Do, but cannot remove or replace a saved reference. Ask the owner to change it. {% hint style="info" %} If you click a reference or record tag while you have unsaved edits, choose **Save changes**, **Discard**, or **Keep editing** before leaving the popup. {% endhint %} {% hint style="info" %} An account executive shares ‘Check the supplier quote’ with a producer and attaches the Job. The producer opens that Job from the reference, adds findings to the description and clicks **Save**, then **Action this**. The account executive checks the findings and completes the To-Do. {% endhint %} ### Completing a To-Do * **Owner:** click the round tick on the card or at the top of the popup. This completes the whole To-Do. * **Collaborator:** click the round tick or **Action this** to finish your own part. The owner still decides when the whole To-Do is complete. Completed To-Dos stay in **Completed**, with the most recently completed first. The first 10 are shown; click **Show more** for older items. {% stepper %} {% step %} Hover over a completed card, or focus its actions with the keyboard. {% endstep %} {% step %} As owner, use **Undo** to reopen the To-Do, or **Delete** to delete it. {% endstep %} {% step %} As collaborator, use **Undo action** while the owner’s To-Do is still open. Use **Remove from my list** to hide an item you have finished. {% endstep %} {% step %} If you removed an item by mistake, click **Undo** in the removal message. Removing it from your list leaves it on the owner’s and other collaborators’ desks. {% endstep %} {% endstepper %} ### Who can do what on a To-Do | Action | Who can do it | | -------------------------------------------------- | ----------------------------------------------------------------------- | | Create a To-Do | Anyone | | Edit title / description / date | Owner and collaborators | | Share or add people | Owner only | | Remove a completed shared To-Do from your own list | The collaborator whose part is done | | Attach or change the Reference | Owner; collaborators may attach only when no reference has been saved | | Mark **Actioned** | Collaborators | | Un-action | The collaborator who actioned it, while the owner’s To-Do is still open | | 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. --- # Agent Instructions This documentation is published with GitBook. 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