We are a new Monday.com user and we are a therapeutic riding facility. I want to know the best way to house or show data on each participant. We may have one person who is active in 2-3 services per year and I’d like to be able to look at their card in contacts, and see every time they have used our services.
The data would include 3 columns, what type of service, instructor, and date range. Should I create an endless amount of triple columns (service 1, service 2, service 3, etc) or should I duplicate the contact, convert it to a sub item and just have a sub item for each service they participate in? Any issue with duplications that way? Or should I just use tags for each service? Any other super easy way I’m not thinking of to store and view the data?
Also, when I duplicate a contact “with updates”, none of the notes or files actually duplicate with that contact. It’s a brand new empty contact. I’ve done it 5 times, so maybe I misunderstand what “with updates” means?
Hi @LauraHickoryTopFarm, Tom from monday Based on the terminology you’re using (Contacts, Notes), I’m assuming you’re using monday CRM. Is that correct?
If you are, I can recommend trying logging the services as activities in saving Emails & Activities area of the Contact’s card:
Regarding item duplicates: the Emails & Activities don’t duplicate when duplicating an item - when you’re including the updates in the duplication, it duplicates the content in the “Updates” tab:
I’d recommend having one board for the ‘participants’ and another board for the services. Then you’d link the two together via a connected column. There is a widget I love for ‘Connected Columns’ that will list out each item that’s connected to that original item.
People/Participant Board showing the connected column to the Services Board
That is super helpful! I think having the Services board connected is the way to go. I’ve already got it up and running and added the widget. Makes it so much easier to find.
Last question, when I have a contact that wants to re-enroll in a service(and I need to add them to my enrollment board), should I duplicate the contact and then merge it back once they are through the workflow? Or should I create a sub-item of the contact and put that through my workflow? Do I just link it via a connected column or mirror column?
I will be giving you some options to manage your contacts:
Columns:
In this, you will have to include the name, email, service 1, instructor 1, then service 2 and instructor 2, and so on. In this, all the information will be available, but it may become difficult to manage when you start getting too many services.
Sub-Items Table:
This one is the best option for large-scale management. You can make sub-items for every participant, for example:-
Name-
Email-
Phone-
Linked Service-
Service type | Instructor | Time
And, you can go on like this, which will make it easier for you to record the data effectively at a large scale.
You can also use the tags for your services and group on the basis of like “Yoga-2025” or “Pilates 2024”, and many more.
I am using the CRM and we are using the non-profit Pro version.
I’d love to find a way to have a contact, example John, add him to the Enrollment board to confirm he pays and completes forms, then I want his file/form and all updates or notes to follow that item and connect back to the contact. I’m guessing I would delete John’s Enrollment item once he pays, and then I would create an item on the Services board, and make sure the new service is linked back to John with a connect column?
Last question! Is there an automation that will create a specific item name (In Services board) when I change a status (in Enrollment board). I’d like “John Doe - TH - Fall 2025 - Session 1” and those are all pulled from multiple columns in the Enrollment board.
Thank you!! I am so excited to get Monday going for my team.
To add the item to another board and connect, I’d recommend using the workflow center. As a Pro customer, your account gets 5 ‘workflows’ (if you don’t see this yet, they’re rolling it out to Pro accounts now).
Basically, add a connected column to the classes/services available to your ‘people board’. Then use the workflow of ‘when that column changes’, then add an item (pulling the columns you want to for the name/other columns’, then add a ‘connect those boards.
Based on the terminology you’re using (Contacts, Notes), I’m assuming you’re using monday CRM. Is that correct?
