How Order To-Dos Work

Every order in MonuDesk has a to-do checklist that tracks what needs to happen from start to finish. To-dos appear automatically based on what the order contains.

These to-dos live on the order itself. For personal or team tasks that are not tied to one order, use the Personal Tasks board on the Dashboard. Understanding the Dashboard

The full to-do list

The built-in to-dos are:

Quote Client, Visit Cemetery, Cemetery Application, Cemetery Fees, Design, Foundation, Stone, Porcelain, Vase, Stencil, Engraving, Hand Etching, Laser Etching, Rubbing, Service Work, Inspection, Installation, Photo, Plot Details, and Payment.

Not all of these appear on every order. Each to-do is triggered by something specific in your order: the order type, an accessory you toggled on, a cemetery setting, or a workflow checkbox.

How the stone reaches the customer counts too. An order you mark as customer pickup in step 2, Cemetery & Logistics, does not get the Installation to-do when it is confirmed, because the customer collects the stone. The rest of the checklist is created as usual. See Orders for Customer Pickup (No Cemetery).

Learn more: What Triggers Each To-Do

Learn more: How to Customize To-Dos on an Order

Updating a to-do

Each to-do has its own states that you cycle through by clicking it. For example, a stone to-do might go from "needs to be ordered" to "ordered" to "received." The porcelain to-do starts with a Picture Pending state before moving to "must be ordered," which means the customer's photo has not been received yet. The Design to-do moves through Must Be Created, Family Approval Pending, Changes Requested and Complete by itself as the family asks for changes to a drawing in the customer portal, you share a new drawing with them, and a drawing is approved.

Waiting on a drawing. To be reminded about a confirmed order that still has no drawing, open Settings → Order Alerts and, in the Drawing Reminders card, turn on Enable Drawing Reminders, set the Drawing Reminder Window (days after the order was confirmed, 7 by default) and click Save Reminder Settings. After that many days without a drawing, the order's card shows a violet No drawing for N days strip, and the assigned person gets one notification at 9:00 in your company's time zone. If nobody is assigned, everyone at the order's location gets it. A file of type Drawing, a sketch drawn in the order wizard or a Front or Back sketch uploaded on the order (shown to the family or kept internal) counts as a drawing, and the strip clears as soon as one is added. Drawing Reminders are separate from the Design to-do and never move its step.

A to-do MonuDesk raises on an order opens on the first step of its workflow, so every order starts from the same place. On a new order you can change that before you save: the last step of New Quote, Review & Create, has a To-Dos This Order Will Create card listing, one under the other like on the board card, the to-dos a confirmed order gets (saved as a quote, it starts with just Quote Client and Payment). Click a to-do there to move the step it opens on, one step per click; after the last step it goes back to the first.

To complete a to-do, click the checkmark button. You cannot land on the completed state just by clicking through the states. This prevents accidental completion.

Who checked it off. MonuDesk records who checked off a to-do and when. Hover a to-do that someone checked off (tap it on an iPad or phone) and it reads Checked off by with their name, the date and the time.

When someone else checks off a to-do on an order assigned to you, you get a Task checked off notification in the bell. Click it to open the Orders board with that order and to-do highlighted. You are never notified about a to-do you checked off yourself, and ticking Check off the open to-dos when you move an order to Completed does not send these notifications.

Assigning a to-do to a teammate

Every to-do can be assigned to a specific person on your team. Click the assignee slot on a to-do, pick a teammate, and that task becomes theirs. This keeps it clear who is handling each step, so nobody assumes someone else has the foundation or the stone covered.

When you assign a to-do to someone, that teammate gets an in-app notification letting them know a task on the order is now theirs. They will see it in the Notification Center (the bell icon in the top bar), where they can click through straight to the order and task. You only notify other people, never yourself, so assigning a to-do to your own name does not create a notification.

Some to-dos can arrive already assigned. In Settings → To-Dos each to-do has an Assign to picker, and every to-do MonuDesk raises on it opens in that person's name. It covers the to-dos MonuDesk adds for you; a to-do you add by hand on an order still starts unassigned.

The payment to-do is different

The payment to-do behaves differently from the others. You don't check it off manually. Instead, it updates automatically based on how much has been logged through Log Payment. It shows whether the order has a deposit, is partially paid, or is paid in full based on the balance.

A new order's payment to-do starts on that first step, with the deposit still due. It only moves to Partially Paid once a payment has genuinely been recorded. Payment terms on their own, a 50/50 split typed on the billing step for example, do not move it; MonuDesk waits for the money to be logged.

Quote stage vs Confirmed Order stage

When you save an order as a quote using Save as Quote, only two to-dos are visible: Quote Client and Payment. All other to-dos are saved in the background but not shown yet.

Once the order moves to Confirmed Order (by dragging it to that stage, or by recording the payment MonuDesk asks for when you drag a quote with nothing logged), all the to-dos that were saved in the background become visible. On a customer pickup order that list arrives without Installation.

If you added your own stages between Quote and Confirmed Order, such as Quote sent, an order in one of them still counts as a quote. It keeps just Quote Client and Payment until it reaches Confirmed Order or a stage after it.

You can customize the to-do list by adding, removing, renaming, or reordering steps in Settings → To-Dos.

Renaming is safe. Every built-in to-do is recognised by a marker of its own rather than by its name, so rename Design to Drawings or Porcelain to Photo Plaque and its trigger stays attached. Call them whatever your shop calls them.

Learn more: How to Configure To-Dos

Related articles:

• What Triggers Each To-Do

• How to Customize To-Dos on an Order

• What Each Order Card Shows

• Understanding the Order Board