Monday.com User Cheatsheet

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Business Management / Project Management

April 24, 2025 23:21

Collaboration

Workflow

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project-management

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Getting Started with Monday.com

Workspaces & Boards

Workspace: Highest level container for boards and dashboards.

Create: Click ‘+’ next to ‘Workspaces’ in the left sidebar.

Board: Where your work lives (tasks, projects, clients, etc.). Contains groups and items.

Types: Main (visible to all team members), Shareable (share with external guests), Private (visible only to board members).

Creating a Board: Click ‘Add’ -> ‘New Board’ -> Choose template or ‘New Blank Board’.

Board Permissions: Control who can view/edit the board (Owner, Editor, Viewer).

Pinning Boards: Click the pin icon on a board to keep it easily accessible in the sidebar.

Following Boards: Click the star icon to receive notifications about board activity.

Archiving Boards: Remove a board from active view without deleting data. Go to Board Settings -> Archive Board.

Deleting Boards: Permanently remove a board and its data. Go to Board Settings -> Delete Board.

Items & Subitems

Item: A single row on a board representing a task, project, lead, etc.

Adding Items: Click ‘+ Add Item’ within a group or at the bottom of the board.

Subitem: A child item nested under a parent item, useful for breaking down tasks.

Adding Subitems: Hover over an item, click ‘+’ -> ‘Add Subitem’.

Item Card: Click on an item to open its detailed view.

Includes: Item updates, subitems, files, and links to linked items.

Item Updates: Use the ‘Updates’ tab within an item to communicate with team members, share files, and add notes.

Adding Files: Drag and drop files directly onto an item or use the ‘Files’ column/tab.

Duplicating Items: Right-click an item -> ‘Duplicate Item’.

Deleting Items: Right-click an item -> ‘Delete Item’. (Caution: This is permanent).

Key Board Elements (Columns)

Groups: Horizontal dividers on a board to organize items (e.g., ‘To Do’, ‘Doing’, ‘Done’).

Adding Groups: Click ‘+ Add Group’ or click the ‘+ Add’ button at the top of the board.

Columns: Vertical fields that hold specific information for each item (Status, Person, Date, Text, Numbers, etc.).

Adding Columns: Click the ‘+’ at the end of the column headers. Choose from the Column Center.

Status Column: Essential for tracking progress. Customizable labels and colors.

Person Column: Assign team members to items. Integrates with user profiles.

Date Column: Set deadlines and track timelines. Can include time.

Text Column: Free text field for notes or descriptions.

Numbers Column: For numerical data, allows calculations (Sum, Average, etc.).

Navigation Tips

Left Sidebar: Access Workspaces, Boards, Dashboards, Search, Inbox, My Work, Files.

Search Everything: Use the magnifying glass icon (or Cmd + B / Ctrl + B) to search across all boards and workspaces.

Inbox: View all notifications, mentions, and updates relevant to you.

My Work: See all items assigned to you across all boards.

Recent Boards: Quickly access recently visited boards from the sidebar or search.

Board Views: Switch between different visualizations of your board data (Table, Kanban, Calendar, etc.) using the buttons at the top-left of the board.

Profile Settings: Click your profile picture in the top-right for account settings, notifications, and integrations.

Managing Data and Views

Filtering Data

Opening Filter: Click the ‘Filter’ icon at the top of the board.

Shortcut: Cmd + F (Mac) / Ctrl + F (Win)

Basic Filters: Filter by Person, Status, Date, Text, etc., by selecting column values.

Filter by Me: Quickly show only items assigned to you in a Person column filter.

Adding Conditions: Use ‘AND’/‘OR’ to combine multiple filter criteria.

Saving Filters: Save frequently used filters for quick access. Click ‘Save as new filter view’.

Clearing Filters: Click the ‘X’ next to the active filter indicator.

Filter Everything: Use the main search bar (Cmd/Ctrl + B) to filter across multiple boards.

Sorting Data

Opening Sort: Click the ‘Sort’ icon at the top of the board.

Adding Sort Criteria: Choose a column to sort by.

Sort Direction: Choose ‘Ascending’ or ‘Descending’.

Multiple Sorts: Add multiple columns to sort by, determining the hierarchy.

Saving Sorts: Save combined filter and sort settings as a new view.

Clearing Sorts: Click the ‘X’ next to the active sort indicator.

Sorting within Groups: Sorting applies to items within each group independently unless a global sort is applied.

Grouping Items

Default Groups: Boards start with default groups (e.g., Working on It, Done).

Creating New Groups: Click ‘+ Add Group’ button or the ‘+ Add’ button and select ‘New Group’.

Renaming Groups: Click on the group title to edit.

Collapsing/Expanding Groups: Click the arrow icon next to the group title.

Moving Items: Drag and drop items between groups.

Duplicating Groups: Right-click the group title -> ‘Duplicate Group’.

Archiving Groups: Right-click the group title -> ‘Archive Group’. Hides the group and its items.

Board Views

Table View: Default view, shows items in rows and columns.

Kanban View: Visualize workflow phases, typically based on a Status column.

Calendar View: Display items with Date or Timeline columns on a calendar.

Files View: See all files uploaded to the board in one place.

Gantt View: Project timeline visualization using Timeline or Date columns.

Adding Views: Click ‘+ Add View’ at the top-left of the board. Choose from the View Center.

View Settings: Each view has specific settings (e.g., choosing the Status column for Kanban, Date column for Calendar).

General Shortcuts

Cmd + B / Ctrl + B	Open ‘Search Everything’
Cmd + F / Ctrl + F	Open board-specific filter
Cmd + K / Ctrl + K	Quick add item (from anywhere)
Cmd + \ / Ctrl + \	Collapse/Expand left sidebar
Esc	Close any open window or popup
Cmd + Click / Ctrl + Click	Open item in new tab
Shift + Click (items)	Select multiple consecutive items
Cmd + Click / Ctrl + Click (items)	Select multiple non-consecutive items

Item Editing Shortcuts

Enter	Add new item below current
Shift + Enter	Add new item above current
Tab	Move to the next editable cell (right)
Shift + Tab	Move to the previous editable cell (left)
Cmd + Up / Ctrl + Up	Move item up within its group
Cmd + Down / Ctrl + Down	Move item down within its group
Cmd + D / Ctrl + D	Duplicate selected item(s)
Cmd + Delete / Ctrl + Delete	Delete selected item(s)