Multi-Office Overview

MonuDesk lets you run multiple shops or offices on a single account, managing every location's orders, quotes, contacts, and inventory in one place. This article only applies if your company has more than one office. If you run a single location, none of this is visible to you. MonuDesk hides the office switcher and all per-location controls until you add a second office. Office setup lives in Settings → Office Locations.

What changes when you add a second office

The moment your company has more than one active office, MonuDesk turns on a few things at once. Your data starts being kept separate per location, a new office switcher appears in the top bar, and your order and quote numbers gain a location prefix. Each of these is covered below.

Per-office data scoping

Once you have more than one office, your records belong to a specific location. This applies to your orders, quotes, contacts, cemeteries, and inventory.

What you see depends on who you are:

• The company owner always sees every active office.

• Everyone else sees only the offices they are assigned to. Team members are assigned to one or more locations in Settings → Team, and they can only view and act within those locations.

If you try to open a record in an office you aren't assigned to, MonuDesk blocks it rather than showing it. Orders are the exception: Staff can open orders from other locations in Settings → Office Locations is on unless the owner turns it off. While it is on, search finds orders from every location, anyone can open and work on them, and an order from another location where a to-do is assigned to you shows on your board. New records you create are filed under your current office automatically.

What each location carries

A location is more than a label on a record. Alongside its name and address, each office in Settings → Office Locations carries its own settings that follow the orders filed under it:

• A logo. The office's own logo wins on that office's generated documents. An office with no logo of its own falls back to the company logo set in Settings → Company Profile.

• A default tax rate, entered as a percent. An order takes its tax rate from the first source that applies: a rate typed manually on the order (on a new quote only while Automatic Tax Calculation is off), then (when Automatic Tax Calculation is on) the rate for the purchaser's ZIP code, then the cemetery's county or zone rate, then the location's default rate, then the company-wide default. The question mark next to the rate on the pricing card names the source being used.

• Its name and address on documents. Purchase orders and foundation orders print the order's own office identity in the From block, not the head company's.

• Its phone, email and address in the customer portal. A family on one of this office's orders sees the office's details, with the company website from Settings → Company Profile. An office has no website of its own.

The office switcher and "All Locations"

A new switcher appears in the top navigation bar showing your current office. It only shows up once your company has more than one office; single-office shops never see it.

On a phone, in the browser or the iPhone app, the switcher is a location chip at the top of the Dashboard tab and next to search on the Orders tab. Tap it to open Choose location, with All Locations ("View combined data") and each of your offices.

• Pick an office name to focus the app on that one location. Lists, the dashboard, and new records all scope to it.

• Choose All Locations to see everything you have access to across your offices at once.

Your choice sticks. MonuDesk remembers your active office between sessions and across devices, so you land back where you left off.

Order and quote numbering

With more than one active office, your order and quote numbers gain a location prefix so you can tell at a glance which office a record belongs to. The prefix is the company's location letter (the default is L) followed by the office's location number. For example, an order in your second office reads L2-ORD-123.

Single-office companies keep plain numbers with no prefix. The prefix only appears once a second active office exists.

Moving an order to another location

If an order ends up under the wrong office, open it from its card on the order board. Next to the order number at the top of the order is a location dropdown with a map-pin icon, tooltipped Change location. Pick the office you want and confirm in the Change Location dialog. The order moves to that office. If you are looking at a single office's board, the order popup closes, since the order now sits under the other office. On a phone, the order screen's header line shows the order's location with a pin icon: tap it, or use More → Change location, to move the order.

Dragging a card on the board moves it between stages; the office an order belongs to is changed from this dropdown. The dropdown appears once your company has more than one office, and it offers the locations you are assigned to. An order sitting in a location you are not assigned to shows as Another location instead. Changing an order's location needs the Edit quotes and orders permission.

MonuDesk regenerates that order's invoice, quote and contract under the new location's name and address.

Records that were already created in QuickBooks under the old location are voided. The voided documents stay visible, so the paper trail is intact.

Related articles:

• Setting Up Office Locations

• How Roles and Permissions Work

• How Billing and Subscriptions Work