A simple to-do list for small teams, tradies and work crews
If you run a small crew, whether that's a few tradies, a cleaning team, a shop or a workshop, you probably don't need full project-management software. You need one place where everyone can see today's jobs, who's doing what, and what's finished. Here's how to get that with a simple shared to-do list.
What to look for
- Assign a job to a person. "The team" isn't responsible for anything.
- Due dates and times, with a reminder before something's due.
- Works on a phone, including when the signal is poor on site.
- A notification when something's done, so you're not chasing by text.
- Photos on a job, for the broken fitting, the damaged delivery or the before and after.
- Quick to learn. If it needs a training session, people won't use it.
Weighing up apps? Our comparison of the best shared to-do list apps for families and teams covers Trello, Asana, Todoist and others, including what each lets you do for free.
Set up a crew list in about 15 minutes
- Create one group for the crew and invite everyone by link or QR code. The QR code is handy at a morning huddle.
- Use tags for sites or job types, such as the street name of a job, "warehouse", "deliveries" or "quotes".
- Run a daily punch list. Each morning, add or re-date the day's jobs and assign each to a person.
- Set repeating jobs for the regulars: weekly equipment checks, monthly vehicle servicing, daily opening and closing routines.
- Keep a "waiting on" tag for jobs blocked by someone else, so they don't just sit there looking overdue.
Reporting without extra work
When you need to show what got done, a list with completion dates is already a record. TickOff Pro can build a report of completed jobs across a date range, filtered by person or tag, and export it to CSV, Excel or PDF. That's handy for a weekly summary or for a client who wants proof the work was done.
Where TickOff fits, and where it doesn't
TickOff is a simple shared task list: assignments, due dates, reminders, repeating jobs and photo attachments (Pro), with an offline mode that lets you view tasks and tick things off when you're out of signal. The free plan covers up to three people, so a bigger crew needs Pro, which has no limit on members.
It isn't scheduling, quoting, invoicing or time-tracking software, and it doesn't show jobs on a map or a roster. If you need those, look at tools built for your trade, and use a simple list like this alongside them for the day-to-day.
Common questions
How many people can be in a group?
On the free plan, up to three. With Pro, there's no limit on members, so a larger crew can all share one list.
What happens when there's no signal?
TickOff keeps a copy of your tasks on the phone, so you can still see your jobs and tick them off. Changes sync when you're back in range.
Can customers or contractors see the list?
Only people you invite to the group can see it. Anything you wouldn't want a crew member to see shouldn't go on a shared list.