TLDR; hit a roadblock in testing Monday for my use case and looking for feedback from people doing similar work who don’t use 3rd party apps.
I’m on the core testing team for Monday becoming my company’s new project management software (migrating from Airtable). We have the enterprise plan. We work in episodic video production, our current workflows are mapped, and the structure we have been asked to test is this:
1 board = 1 series
Groups = episodes (average of 10-40+)
Items = tasks (10-20 one-off tasks are in 1 group, every other episode group has the same repeating 20-60).
Those tasks have complex interdependencies within and across episodes (and across series when a resourcing issue pops up). Each type of task also has “rules” for how it can be scheduled (ex: no more than 1 of each type of task scheduled each week in the entire series, certain types of tasks are always due Fridays, etc.). Our use case also requires a very iterative approach - trying out new configurations to see what works given all kinds of restrictions that may or may not be a data point in Monday. We are okay with these rules not being automated as long as the human who knows them can work fast in the software.
Unfortunately, we are finding it incredibly difficult and it feels like one root cause is Monday’s UI is not at all made for the people doing coordination work - just the higher-ups who want to see what’s happening and works who just need to check off tasks. Some examples of the biggest prohibitive issues we’ve run into so far include:
No copy/paste columns (can’t just do the math in a separate sheet and paste in)
Gantt view does not push predecessor tasks back when the successor is pushed back (ex: scheduling backwards is a MUST have feature for setting a video publish date, locking it in place, and rippling back the effects. There has t).
Timeline for tasks with dependencies across groups does not automatically update when the predecessor is changed.
Calendar does not allow expansion of the # of items displayed on every date at once (the ability to quickly see what exactly is falling on each day at the same time is pretty critical).
My question: does anyone here actually manage/coordinate projects with these kinds of needs? What is your Monday blueprint structure? What workarounds have you found without a 3rd party app? I have not been able to find a single tutorial/example that actually shows how this kind of volume/complexity works for the people managing the details. And since this is a testing period, it’s important we try to make it as out-of-the-box compatible as possible.
Thank you in advance for reading all this and taking the time to respond!!!
Hello @jada.complexly
You’re not wrong. These are real limitations when monday is used for dense coordination work.
Yes teams do this in monday without third party apps, but not with episodes as groups. Groups are visual only and don’t scale well with dependencies or scheduling.
What usually works
One main production board
Items are tasks
Episode and series linked via Connect Boards
Dependencies only within this board
A lightweight episode or series board
Publish date locked at the episode level
Key limitations you’re hitting
Backward scheduling is not supported
Dependencies work best within one board not across groups
Calendar view has fixed density limits
Spreadsheet style copy paste is intentionally limited
Dr. Tanvi Sachar
Monday Certified Partner, Tuesday Wizard
Yes — managing complex scheduling with 1,000+ tasks in monday.com without add‑ons is definitely possible, but it does require thoughtful structuring and a few built‑in features to keep it organized and functional. A few things that often help:
Use Dependencies & Timeline Views: Setting task dependencies and using the Timeline or Gantt view goes a long way toward visualizing how work connects. This helps you spot conflicts and adjust schedules without needing external tools.
Automations: Built‑in automations (like “When status changes to X, move date by Y”) can replace many manual sequencing steps. You can also auto‑assign dates based on predecessor completion.
Break Into Phases/Groups: Instead of one giant list, break your project into phases or milestones. That makes filtering, sorting, and load‑balancing way easier — and performance stays smoother.
Use Formulas & Statuses: Formulas can help compute slack, SLA targets, and date differences, while status columns let you track progress without cluttering the board.
Dashboards & Workload: Dashboards with charts and Workload views (if you have access) provide real‑time overviews without add‑ons.
True, add‑ons like advanced Gantt or resource tools can make some things easier — but for most complex schedules, you can get very far with structured boards, dependencies, Timeline/Gantt, and automations already built into monday.com.
If you’re running into specific bottlenecks (like performance lag, conflicting dependencies, etc.), share a bit about how your board is set up and we can suggest more targeted tips!
Thank you for your response - so much great info here! The clarification that groups are only visual is helpful. Since they are mandatory, I was under the impression that they might enable specific architectural capabilities. But it sounds like the best way to think is that all tasks need to be in the same group to be fully interdependent. Also, thanks for confirming backward scheduling is not supported. I think we were just given incorrect information on that.
I’m inclined to try out a revised structure that goes more like this:
1 series repository board for ALL projects
Items = series
Sub-items = episodes
1 task board = 1 series
Items = tasks
Groups = ??? (maybe status, since we don’t re-schedule tasks that are done)
If needed…can add a paired episode board to the series task board.
@jada.complexly You’re on the right track. This structure is much closer to what works well.
Groups are visual only and don’t add logic. Tasks can be dependent across groups, so most teams keep groups simple, like status or active vs done.
Using a series repository board with items as series and subitems as episodes works well for overview and locked dates. Keep task scheduling out of that board.
One task board per series is a solid choice. It keeps dependencies and timelines stable. Add a separate episode board only if you need extra reporting or permissions.
Backward scheduling still isn’t supported, so designing for quick manual adjustments is the right mindset.