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

MonuDesk has 20 to-dos available:

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.

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.

A to-do MonuDesk raises on an order opens on the first step of its workflow, so every order starts from the same place. If some of your to-dos used to turn up already part way along their list, that is corrected.

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.

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 → Order Management → 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.

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

Renaming is safe. MonuDesk used to recognise its own built-in to-dos by their name, so renaming one, calling Design Drawings or Porcelain Photo Plaque, quietly stopped it being added to new orders, with no error shown anywhere. Every built-in to-do now carries a hidden marker that a rename cannot change, so you can call them whatever your shop calls them.

If you renamed to-dos before this and they went missing, they should be back. The one case MonuDesk cannot sort out on its own is a built-in to-do that was both renamed and had its steps changed. If one of those is still not appearing on new orders, message us in the chat and we will reconnect it for you.

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