We run a digital marketing agency that offers retainer solutions for SEO, Google Ads, and Paid Social.
I’m a bit unsure about the best way to structure our Monday.com setup so that it can scale effectively.
My initial thought is to create a board for each client to gather all tasks, files, etc., related to the specific project.
However, this creates a challenge. I can’t generate a consolidated workload in Monday.com, as there are more than 20 boards, and workload management is very important for us. Additionally, I constantly have to select boards in various widgets because we add and remove boards for clients as they come and go.
Is there anyone else who could share how they’ve structured their setup in a similar situation?
I usually set up a main board where I can see all tasks from every client in one place. This way, I’m not jumping between a ton of boards all the time—keeps things way more manageable, especially when clients come and go.
we use a Master Workflow Board instead of separate boards. Tasks are tagged by client and service, with filtered dashboards for workload tracking. This keeps everything scalable, like agencies Webchutney, HikeMyTraffic® and iProspect.
We faced a similar challenge when managing multiple clients for SEO, Google Ads, and other digital marketing services. What worked best for us was creating a master dashboard in Monday.com that pulls data from individual client boards using mirrored columns and widgets. This gives a consolidated view of workloads without losing the granularity of each project.
To simplify scaling, we also developed standardized board templates for recurring processes like campaign tracking, SEO audits, and content calendars. This way, new boards can be spun up quickly while maintaining consistency.
If workload management is becoming difficult, you might also consider using integrations and automations to centralize updates—this reduces manual checks across multiple boards.
For businesses that want a more streamlined digital strategy, we’ve seen success combining strong project management setups with expert SEO and paid campaigns. If you’re looking for professional guidance, you can check out Kasper Infotech’s Digital Marketing Agency, where we provide tailored digital marketing solutions alongside optimized workflows.
I added a board combining campaign planning and content calendar, with a few automations to speed things up—works great for small teams like ours. For clients asking how long SEO efforts will take to show up in Google, I send them this link: How Long Does It Take to Rank in Google? And How Old Are Top Ranking Pages? - Crowdo Blog —it’s a clear breakdown and helps set expectations before Analytics reports roll in.
We’ve run into the same scaling challenge in our agency, and what ended up working really well for us is a hybrid board structure:
Master Client Board: Instead of creating separate boards for each client, create a master board where each item represents a client project. Use subitems for tasks, deliverables, and milestones. This way, all tasks live in one place, and you can use Monday.com’s Workload View across clients.
Client-Specific Boards (Optional): For large clients with complex campaigns, you can still have individual boards for detailed project tracking. Then, sync key tasks back to the master board using linked items or mirrored columns. This keeps your workload consolidated without losing the flexibility of client-specific tracking.
Dashboards & Automations: Use dashboards to pull in tasks from multiple boards and visualize workload, deadlines, and task ownership. Automations can move items between boards or notify team members when tasks change, reducing manual overhead.
The key is to decouple task tracking from client-level boards: you don’t need 20 separate boards for Workload management to work efficiently. A centralized or mirrored setup keeps things scalable, while still letting teams focus on client-specific details.
We made this adjustment a year ago and it really helped with reporting, resource allocation, and onboarding new team members.
Great topic — thanks for sharing your approach. I’m curious: when scaling your agency within monday.com, have you come across a workflow or board setup that also helps team members streamline personal self-care habits (for example, tracking something like using the “best niacinamide serum” daily as part of a routine)? It sounds non-typical for a PM tool, but I wonder if combining personal wellbeing tracking with client tasks in one platform might boost overall team productivity and morale.
I use automations to move tasks between boards when stages change, which helps keep things clean. Dashboards make tracking client projects across teams way easier without clicking into every board.
I also added a board combining campaign planning and content calendar, with a few automations to speed things up—works great for small teams like ours. For clients asking how long SEO efforts will take to show up in Google, I send them this link: https://crowdo.net/blog/how-long-to-rank-in-google-2025/ —it’s a clear breakdown and helps set expectations before Analytics reports roll in.