Roles and admin controls
One rule runs through all of this: data read with one person's access only goes where that person chose to send it.
Who can do what
| Account admin | Member | Viewer or guest | |
|---|---|---|---|
| Create schedules | Yes | Yes | No |
| Edit or delete a schedule | Any schedule | Their own | No |
| See that a schedule exists | Yes | Yes | Yes |
| See recipients, copies and trends | Any schedule | Their own | No |
| Send a test to themselves, skip a run | Any schedule | Their own | No |
| Settings tab | Yes | No | No |
Board members who don't own a schedule see its name, how often it runs and when it last ran, but not its contents or who it goes to.
When an admin edits someone else's schedule
Saving changes to another person's schedule makes the admin its new owner, and the schedule then runs with the admin's access. The previous owner gets an email saying so. A schedule never runs with one person's access and another person's settings.
Paused schedules and taking over
If a schedule's owner leaves the account or loses access to the board, the schedule pauses and admins get an email. In Settings → Paused schedules, click Take over to become its owner and resume it. Its history is kept either way.
Account settings
Admins find these on the Settings tab. They apply to the whole account, not one board.
Files and links
Turn emailed download links off. Files over 8 MB are then only available in the History tab inside monday.com.
Link controls (Business and above)
Choose how many days an emailed download link works, from 1 to 7 (7 is the default), and optionally always send a download link instead of attaching the file. With links turned off and "always link" on, no file reaches the email at all, and it tells readers to ask the owner or open the board's view. Below Business the defaults apply. A test email can't contain a link, because tests store nothing, so it says where a real run would send one.
Email branding (Team and above)
Brand name, accent colour and logo for the emails your recipients get. See Branded and client-ready emails.
All schedules
Every plan includes an overview of all schedules in the account, on every board: owner, active or paused, last run, next run, how many people get it and how many of them are outside the company. "Outside" means an address whose domain differs from the schedule owner's email domain. Tick Only schedules sending outside the company to narrow the list. Addresses themselves aren't shown here, and each name links to its board.
Allowed recipient domains (Business and above)
List the domains schedules may send to, such as yourcompany.com and your clients' domains. Addresses on other domains can't be added to a schedule. The list is checked on every send, so if you set or tighten it after a schedule was made, addresses outside it are skipped, the other recipients still get the email, and the schedule owner is told which addresses were skipped. If nobody is left, the schedule pauses.
Audit log (Business and above)
A record of who created, edited, took over or deleted schedules, every send and who it went to, every download of a copy, and every settings change. Download it as CSV for your own records.
Delete all app data
Removes every schedule, copy, recipient list, connection and log entry for your account, straight away. Schedules stop immediately. This can't be undone.