We are using the nonprofit pro CRM Monday for our participant management. I would like to show on the calendar one recurring event for each participant (ie Jane starts on Wednesday, attends 5 times, then has a week break, and attends 5 more sessions). We have 20-30 participants.
Should I create a bunch of columns(probably 12), one for each date of service, and will the calendar show all these events? Or Is there an easier way to show all of these events on the calendar?
Hello @LauraHTF
You do not need to create a separate column for every session date. That will get hard to manage very quickly and isn’t necessary for the calendar to work well.
A simpler approach is to use either a Date or Timeline column for sessions and let the Calendar View display those automatically. Many teams also find it easier to track one item per session and link it back to the participant using a Connect Boards column. That way breaks, rescheduled sessions, and changes are much easier to handle, especially with 20 to 30 participants.
You can also use automations to move the next session date forward once a session is completed, instead of manually updating everything.
These help articles explain the options clearly:
Calendar View
https://support.monday.com/hc/en-us/articles/360000942599-Calendar-View
Date and Timeline columns
https://support.monday.com/hc/en-us/articles/360002250259-The-Timeline-Column
Automations overview
https://support.monday.com/hc/en-us/articles/360001260265-Automations-Overview
Connect Boards column
https://support.monday.com/hc/en-us/articles/360002036199-The-Connect-Boards-Column
Dr. Tanvi Sachar
Monday Certified Partner, Monday Wizard
Thanks for the response! All of the articles direct to a “page not found”. Would love to take a look at those.
I’m already using the Date column. The setup I am using is “Participants” is one board, and has a list of our people. "Services” is a different board, connected with a connect column, and each item is one service (which includes 5 lessons total, 5 total weeks).
Are you suggesting I turn every lesson into an “item” and then it will display all of those dates, but I would have 10 or 11 items per participant? It doesn’t look like I’m able to use one “date” column and add multiple dates within it.
Thank you for the assistance!
You’re right. A Date or Timeline column can only hold one value per item, so it can’t display multiple session dates on the calendar.
To show multiple sessions, you’ll need one item per session and link it back to the participant using a Connect Boards column. That’s what allows the Calendar View to work properly. Otherwise, calendars can only show a single date per item.
If you’d like, you can book a session with our team and we can help you design the cleanest structure for this.
This is a platform limitation in monday.com, not a setup issue.