Using MailMonk on monday.com (Automations & Item View)

Welcome to the MailMonk help guide. Here you’ll find step-by-step details on how to use the app for monday.com board automations and the item view. If you have any questions, get in touch with us any time.

Migrated content

This page consolidates the original mailmonk.app/help guide. It currently covers both automations and item view in one place; we’ll split it into focused pages over time.

Install the app and add it to a board

1. Go to the monday.com marketplace and install the MailMonk app. After clicking Install, choose which workspace to add it to — all workspaces, or a specific one.
2. Open a board. Click the + icon next to the main view to add a view, click Apps, and choose MailMonk.
3. If you haven’t authorized the app yet, you’ll be taken to the monday.com OAuth screen to grant the necessary permissions. Click Accept and you’ll land on the start page. If you’ve already granted permissions, you’ll go straight to the start page.

Create or manage sender emails

To send emails you need at least one sender email. You can add more to send from multiple addresses.

1. Click Sign in with Google to open the Google sign-in popup.
2. Select the permission that says “Send email on your behalf.”
3. Click OK. The email is now added to your MailMonk sender list.

Repeat to add more sender emails.

Create a template

1. Go to the Templates tab and click Create template.
2. Enter a template name in the popup and click Create.
3. A blank template is created and you’re taken to the template editor.

Use Back to return to the templates list. Your templates appear under My Templates; templates from teammates appear under Templates by others. For each template you’ll see its name, owner, created date, and available actions.

If a template has no sender email or no subject, a warning sign appears next to its name (hover to read it). Such templates are marked inactive and can’t be selected when building an automation.

Template actions

• Edit template — opens the editor. Only the owner can edit.
• Pin template — pins it to the top of the list, for you only.
• Duplicate template — duplicates the design only.
• Transfer ownership — opens a popup to choose a user to transfer to. You can only select users in your organization who use MailMonk and are current board subscribers. If they’re subscribers but haven’t used MailMonk yet, ask them to open the MailMonk board view while logged into their monday account first.
• Delete template — only the owner can delete.

Edit a template

The editor fields:

• Template Name — edit the template’s name.
• From email — the sender address used when emails are sent via board automation triggers.
• Enable email tracking — off by default. When on, MailMonk tells you when a recipient opens the email; all tracking data appears in the Logs tab.
• Subject — type the subject. You can add emojis (via the emoji button or copy/paste) and merge tags to pull data from your monday board.

Merge tags

Click the merge-tags icon next to the Subject field to see the available columns from your board. Selecting one inserts a tag like {{name}}.

• Don’t edit the tag itself, but you can move it. For example, Welcome to the team {{name}} can become Welcome {{name}} to the team.
• Don’t remove the curly braces, or the tag won’t work.

Supported monday column types as merge tags: status, date, text, email, file, number, people, dropdown, timeline, tags, rating, vote, timeline.

Body of the email

Use the rich-text editor or the visual drag-and-drop editor to build your email.

Add a “Change status” button — lets a recipient change a monday item’s status straight from their inbox:

1. Click the Add Change status button icon (just above the body field) to open the popup.
2. Choose a column — the status column in your board to update on click.
3. Choose a new status — the status to set when the recipient clicks.
4. Button text — what the button says in the recipient’s inbox.
5. Button color — a custom color, if you like.
6. Limit click usage — default is 1, so the recipient can change status once. Increase as needed.
7. Insert button — adds the button into the email body.

Example: You’re an HR recruiter. You email a candidate with an “Accept interview” button. When they click it, your monday board status changes to Accepted (or whatever you named it).

Upload attachment — add attachments to the email. Combined attachments are limited to 20MB per template, to stay within Gmail and Outlook limits.

Create a monday board automation

Before creating an automation, make sure you have at least one active template (a sender email plus a valid subject and body).

1. Click the Automation button on your monday board.
2. Open the Templates tab and search for MailMonk. Click the MailMonk recipes to see the pre-built recipes.
3. Choose a recipe — for example, “When status changes, send email…”.
4. Configure it for your board:
   • Click status and select any status-type column from your board.
   • Click Select Email Column and choose a column of type Email. When the automation runs for an item, the email is sent to the address in this column.
   • Click Select Template and choose a template you own. If you own none or only inactive ones, the list will be empty.
5. Click Create automation.

Now change the status of an item on your board and watch the automation fire — an email is sent to the address in the Email column.

View logs

The Logs tab shows all sent emails from the board, regardless of which user created the automation or template. Filter by various parameters to find the data you need.

Email sending & limits

MailMonk applies sending limits aligned with Gmail’s limits and industry best practices.

• Each sender email has a default limit of 100 emails per rolling 24-hour period. To send more, add more sender emails and use them across your automations.
• Gmail enforces its own daily sending limits for personal and Workspace accounts — see Google’s documentation.
• Sending too many emails can hurt deliverability and risk your Gmail account being flagged. We recommend no more than 100 emails per Gmail account via MailMonk. If you use the same sender across multiple organizations, keep the combined daily total within that limit.