I’m hoping someone here has solved a challenge I’ve been wrestling with.
What I’m trying to achieve:
A true account-wide workload view for my team — something that can aggregate effort or capacity across all projects, regardless of which board, dashboard, or portfolio the work lives in.
What I understand today:
To the best of my knowledge, monday.com currently offers workload visualization in three places:
Board-level Workload view
Dashboard Workload widget
Portfolios / Workspaces
These get me part of the way there, but each option has limitations:
We have multiple portfolios, and you can only view workload within a single portfolio at a time.
Dashboards have limits on connected boards, making it impossible to include our entire environment in one view.
Board-level views are too granular for what we need.
The gap:
I’m looking for something like a global workload layer — a way to understand each team member’s total allocated effort across all active work, without having to consolidate everything into one mega-portfolio or break dashboard limits.
Has anyone found a reliable way to achieve this?
Workarounds, structural strategies, app marketplace solutions, or creative architecture are all welcome. I’m open to rethinking how we organize our work, but ideally I’d love a scalable, admin-friendly way to see team capacity across the entire account.
Thanks in advance for any ideas or app suggestions that can help with this.
monday doesn’t yet provide a true account‑wide workload view; its board views, dashboards, and portfolios are limited in scope. To see team capacity across all projects, most teams either consolidate boards into fewer portfolios, use multiple dashboards, or rely on marketplace apps and BI integrations that aggregate data globally. For now, a scalable solution usually means pairing with an external tool or app that offers cross‑board workload tracking.
Hi @MarkP , one option you might want to look into is Master Data. It lets you sync items and subitems from any number of boards into one central board, so you can create a single source of truth for effort, assignments, and timelines. Once everything feeds into that hub, you can build a workload view or dashboard without worrying about board connection limits.
Hey! This is a really common challenge once a team grows past what monday’s native workload tools can handle.
You’re right — portfolios, dashboards, and board-level workload views all work in pieces, but none give a true account-wide picture.
What I’ve seen work best in this situation is creating a single “Master Workload” board and having every project board push its assignments + effort into it. That can be done with monday automations or with Make/Zapier if you want something more controlled. Once all workload data lands in one place, a single dashboard widget can finally give you a clean, global workload view without running into board limits.
Another option is using Make to scan all project boards on a schedule and write normalized workload entries into one analytics board. That’s the most scalable if you’re running a lot of boards or multiple portfolios.
There are marketplace apps that try to solve this, but they still depend on having a consistent structure behind them.
Hey Mark, I feel your pain. I found BigPicture-PPM by Appfire. It allows you to add all your projects to a single application. It has a really good resource management system. Including allowing members to add there own unavailability’s, workload and skill matching auto assignments to resources. Check out the app!
Yes, i would also recommend BigPicture, a single place to manage all your portfolios and resource management (including time off, vacations etc.).
You might have currently different portfolios (whether it’s classic boards or an Enterprise portfolios) in different places. With BigPicture you can maintain somehow this organization thanks to their “boxes” types (single project, program of projects, group of projects)
In my opinion, BP is the best feature/price stuff out there.
(I’m not working for Appfire, just an Monday implementation specialist. Yet, Appfire guys, if you want to send me a big check for this great comment, my cayman islands account is… )
Unfortunately, I do not have any advice to offer; However, I too am in search of an account-wide view of multiple boards/departments into one high-level ‘current status’ overview. Hopefully there is an app/integration available in the near future that solves our current hurdles!
We use a custom build called ‘Workview’ which uses a combo of native automations and make.com to mirror the info from across the full account, allowing dashboards and capacity widgets etc. to pick up all info. Originally developed by support partner that no longer operates, it is now upgraded and supported by support partner ‘Wisely’. They have a good grip on the architecture and are reasonably priced.
For context: Our account has a single ‘Work Intake Form’ and attached board which serves as the approval gate of all work requests. Approval of a WIF spawns off a project or a ‘Job’. Projects are a row in a Portfolio Board initially, and from there a project board is created from a template. All tasks and subitems from the project boards appear in Workview. ‘Jobs’ is a shared board for small pieces of work (i.e. things that don’t warrant a full project and all its management overhead).
In this example, the chart is grouped by Week and the bar segment is Assignee. The chart shows the work allocated per week for each assignee. The leftmost bar is the current week. The bars to the right are the future weeks. You can learn more from this guide.
This chart does not require a consistent structure across boards. Each board can have whatever structure, and Screenful can pull this data together into a single chart.
arubinomunoz
(Amalia Rubino @Upscale (part of The Adaptavist Group))
11
Thanks so much for the detailed context, this is exactly the kind of use case our app was built for.
Our Calendar Availability app gives you a true account-wide workload layer by showing all the items a person is assigned to across all connected boards in one clear, calendar-based view, so you can quickly understand each team member’s capacity without restructuring your entire account. You can check it out and install it here: https://www.upscale.tech/apps/monday/calendar-availability. Thanks!
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