I want Ideas for Automating Weekly Team Check-Ins?

Platform discussions Special workflows & use cases
1

Hey All,

I am trying to streamline our weekly team check-in process on monday.com and was wondering if anyone has a solid workflow or automation setup that works well for them.

We create a new item each week for team members to update their progress, blockers & goals but it Is getting repetitive and sometimes forgotten. I would love something that auto-generates the check-in every Monday, notifies the team, and maybe even sends out a reminder if someone has not filled it in by Wednesday or so.

I took a Selenium course & it got me thinking more about automating routine tasks like this, even outside of testing workflows.

Also i have see this Using the "create a new item" automation, can I include the board name in a column for the newly created item? I want to hear how others are handling this—tips, templates, or screenshots are more than welcome!

Thank you…:slight_smile:

2

Hey @mitasali :waving_hand:

Great question! Automating your weekly check-in process on monday.com is definitely doable and can save your team a lot of time.

We have a simple PM Board that has all our projects and they fill in each week and are scored:

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Here’s another suggested setup that hopefully covers exactly what you’re looking for:

:repeat_button: Automate Weekly Item Creation

Use the native automation:

“Every time period (Monday at 9 AM), create an item in this board.”

You can customize it to:

  • Set the item name as the date or “Weekly Check-in – [Date]”
  • Pre-fill status or text columns like “Progress”, “Blockers”, and “Goals”
  • Include the Board Name using a formula or mirrored column if referencing from another board (though monday.com doesn’t support direct insertion of board name as text—workaround below)

:bellhop_bell: Notify the Team Automatically

Set up this automation:

“When an item is created, notify team.”

You can customize the message to include what you want them to fill in.

:repeat_button: Remind Users Who Haven’t Responded

Assuming each team member is assigned a person column, use this:

“If [Status/Progress] is not updated by Wednesday at 12 PM, send reminder to assignee.”

You can also do:

“Every Wednesday at 12 PM, and only if [Status] is something, notify [Assignee]”

:brain: Bonus: Workaround for Including Board Name

Since automations can’t directly pull in the board name to a column, here’s a hack:

  • Use a formula column: CONCATENATE("Board Name - ", WEEKNUM(TODAY())) or hardcode the name into an automation preset.

Or, just manually input it once in the template item and duplicate from there!

Also, love that you took a Selenium course! monday.com’s API and webhooks are pretty flexible too, so if you ever want to build out a more customized workflow outside the UI (like archiving completed check-ins or syncing with Slack/Teams), there’s definitely room to get creative with your automation chops.

Let me know if you’d like to tailor it more to your specific board structure.

3

Hi there!

There are a few ways that come to mind on how you can automate this task.

  1. You can set up an automation that periodically creates an item and preset what that item is called. From there you can create a seperate automation that looks like this : “When item is created, notify [team]” Your team will be informed to complete the check in. If the check in isn’t completed, they can then be notified once more midweek. Additionally, at the end of the week, you can have the check in be archived so that the board doesn’t get too messy.

I hope this helps!

Julian D’Andre