Adding Sub-Contractors to a column But not providing access to board.

Platform discussions Special workflows & use cases
1

Hi Everyone,

I’m looking to manage my subcontractor assignments more efficiently in my Monday.com board, but I need some help with setup.

Here’s what I’m trying to achieve:

  • I want to store my subcontractors’ names, email addresses, and contact details in a column — similar to the “People” column functionality — but without actually adding them as users or giving them access to the board.

  • Ideally, I’d like to select a subcontractor’s name from a dropdown list in a “Designer” column (rather than typing it manually each time).

  • Once selected, I want to trigger an automated email notifying them that work has been assigned.

Currently, I’m manually entering their names into a custom “Designer” text column for each task, which is time-consuming.

Is there a way to replicate the functionality of the “People” column (e.g., selection from a list and email automation), but without inviting users or giving them board access?

2

What about having a separate board with a list of all of your subcontractors? Then on your project board, have a connected column where you select the subs you’re using per project. By utilizing that and mirror columns, you could set up auto emails.