How to Manage Pipeline Stages

To manage your pipeline stages, go to Settings → Stages, under Workflow & Pipeline. The Your pipeline card shows your stages in the same order as on the board. Click Edit stages to open the stages popup, where you can change all your existing stages. Edit stages needs the Edit settings permission.

Rearranging stages

Drag a stage by its grip handle, the dotted handle at the top right of the stage card, and move it left or right. When you let go, the stage drops into the nearest spot it is allowed to take. The order in the popup matches the order on your board.

You can also move a stage with the keyboard: tab to its grip handle, press Space to pick it up, move it with the left and right arrow keys, and press Space again to drop it.

Renaming a stage

Click the name of any stage to rename it. Type the new name directly in the field and click off the field to save it.

Changing stage colors

Below each stage name you can change the color for display purposes. Pick whatever color helps you visually organize your board. Typing stage colors in the Search settings... box finds Edit Workflow Stages, which opens this popup.

Adding a new stage

First, click the Add Stage button on the right side:

After that enter the stage name and pick a color. The new stage is added just before Completed; drag it by its grip handle to the position you want on the board.

Your own stages between Quote and Confirmed Order

You can add stages between Quote and Confirmed Order to follow a quote along, for example Contacted or Quote sent. Add the stage, then drag it between the two.

Every stage to the left of Confirmed Order counts as a quote: an order there has no invoice, gets no confirmed-order to-dos, and brings up no payment prompt while you move it between those stages. Confirmed Order and every stage after it count as an order. Moving an order from a quote stage onto Confirmed Order or any later stage confirms it, the same as moving it out of Quote: the invoice, the confirmed-order to-dos and the QuickBooks sync follow.

Editing a quote that sits in one of your own quote stages keeps it in that stage.

Deleting a stage

Click delete on any stage and a popup will ask you to confirm. Click Delete Stage to remove it.

If the stage has orders in it, you'll see a dropdown asking which stage you want to move those orders to. Select the stage, then click Delete. The orders will be moved to the stage you selected.

Four stages cannot be deleted: Quote, Confirmed Order, Ready to Install, and Completed. These are used by the system and are required for MonuDesk to work properly. Quote and Completed are also locked in place, while Confirmed Order and Ready to Install can be repositioned.

Each stage also has settings for the Customer Portal:

• The Customer-facing / Internal only pill controls whether your customer sees this stage on their portal tracking page. Internal stages are hidden from the customer.

• + Add portal subtext (Edit subtext once the stage has text) lets you add a line of up to 120 characters that appears under the stage name on the customer portal.

• Action required turns the stage yellow on the portal. Click + Add action description to write what the customer needs to do, for example "Pay deposit before we proceed".

The Stage text in the customer portal card in Settings → Customer Portal has an Open Stages button that brings you here.

Learn more: How the Customer Portal Works

Saving your changes

When you're done, click Save & Exit at the top right of the popup. If you want to discard your changes, click Cancel.

Editing to-do steps

To-dos are not part of the stages popup. Each to-do has its own list of steps, and you set them up on a Settings page of their own: Settings → To-Dos, under Workflow & Pipeline. There you rename steps, add or delete them and drag them into a new order. See How to Configure To-Dos.

Related articles:

• Understanding the Order Board

• What Each Order Card Shows

• How to Use the Installations Page