As a cleaning company with monthly and 2-weekly contract requirements, how should I structure my Monday.com board for optimal organization? Additionally, I aim to link subitems to a different board automatically to maintain seamless information flow. Any suggestions or best practices from the Monday.com community on setting this up effectively?
Hi David, I would recommend reading the monday support articles on sub items and on mirror column. Can I check what you want to do with the sub items? It might make more sense to structure it differently depending on what you want to do with the information.
If you have multiple projects that follow a predictable pattern, I would recommend using automations and/or templates so that you can automatically create the same sequence of tasks for each project. For example, you can create an automation that creates a list of XYZ tasks for monthly contracts and ABC tasks for 2-weekly contracts. Here’s a YouTube video on automatically creating and assigning tasks from a template you may find useful: https://youtu.be/g2zTyMXvHJ0?feature=shared
The reason that I’m querying the use of sub items is that they have more limitations than items do, so you may want to be aware of that before you set up your boards.
Hi @lwatkins31
what I am looking for is to set up a monday.com for a cleaning company that has 3 different kinds of jobs; there are some jobs that are just one-off jobs, which means that the workers just go to the property for cleaning ones.
then they are monthly contracts that are frequent. Every month, they go back to the same property every month.
and then there are 2-weekly contracts that the cleaners go down to the property every second week to clean the property.
now how I did it was that they are one board that’s the main board where all the jobs/addresses are saved as parent items, then I created a subitem for every time the workers need to go down to a job, and I added an additional board for every worker that on the main board when I change the subitems status to that workers name an item gets created in that board and linked.
now, the problem is that the info from the parent item, like access details, Description Of the Job, and Type of job, does not copy to the worker’s board as it just creates an item.
Additionally, when the worker arrives at a job, he needs to upload pictures and write a report, and that does not get copied back to the main board.
I think it is because when the automation creates an item when I change the states, the item does not link; it just copies the item name.
as you can see in the image that the link column stays empty.
kind regards.
Can I check what you want to do with the sub items?
Hi David, I would recommend watching monday’s YouTube tutorial “Connect Boards and Mirror Columns” https://youtu.be/Y3-rxinVP8g?si=FvSYEqrFSlITOkH6. This will explain how to create a two-way connection where the item in the worker’s board and the item in the main board update each other.
Here’s another suggestion instead of creating separate boards for each worker. Use the People column to assign workers to jobs and then use the Filter function to sort by “Me (dynamic).” Then save this view as a board view, and direct workers to use that board view. It will filter by whoever is accessing it to only show them the jobs assigned to them. This way you won’t need to mirror information to a different board. Please see screenshot below.
Hey @lwatkins31, just wanted to say you’re amazing! I tried using the mirror columns, but unfortunately, it doesn’t support most of the columns I used.
Your idea is fantastic though. Thanks!
Hello @lwatkins31 and @rikazkhan,
I hope you can help me with another question.
Recently, I created a monday.com board for a garden supply shop, using the same format that @lwatkins31 suggested.
here it is
The shop loved it, but I’m having trouble with the stock calculation.
I created a board to list all the products, and on the main board, I added a “connect boards” column to show the products from the product board.
What I need is a way to subtract the number of products selected from the “number” column in the product board. This way, we can keep track of the stock and reorder if the stock is running low. They should also know by the end of the day how much to order for the products that they don’t keep in-house.
this is where i am upto.
thanks in advance 
Hi @lwatkins31
Regarding the idea you gave me using filters, is there any way how an usher can be blocked from accessing tables other than their own but still be able to edit their assigned table?
Thanks for your help!
Best regards,
David
Hi David, what you want to use here is use the match automation. I would recommend reading Cross Board Automations. Specifically look under the heading “understanding match recipes.”
Here’s a quick video I made today explaining how to use match automations to keep track of inventory: [Using Match Automations to Track Inventory | Loom](https://Match automations)
Hope that helps