Ultimate Guide to monday.com Admin Settings for Beginners

If you're new to monday.com and want to understand exactly how the admin section works, like what the different features

are and what you can actually do, then this video is for you. Hi, my name is Tara and I'm the founder of a company

called Simple Day. We're monday.com platinum partners. Over the last number of years, we've helped hundreds of

companies get started and use monday.com. If you need any assistance with either using Monday or trying to

set it up properly so that way it works for you or understanding all of the different features, then feel free to

reach out. My contact information is in the description below and I'd love to meet you. And now, let's jump into the

video. In order to access the admin section of your Monday account, you obviously need

to be an admin of the account. First, let's start off with actually understanding where the admin section

is. If you click in the top right over here on my avatar, you can see that I have the option for administration. So,

I'm going to click on administration. Now, just a note that if you click on this and you can't access this, you get

kind of like an error screen that says you don't have admin privileges, that means that you're not an admin on your

account. So, you need to speak to whoever the admin is and ask them to change your permission settings to

become an admin so that way you can access this. So, when I open up this admin section, you can see here that it

starts just with my account name and I have a URL. This is the URL of my account. So, if anyone wants to log in,

they just type in this URL and they can log in. Obviously, only people that I've given access to can log in based on this

URL. Now, it is important to know that you can change the URL if you want. I have had companies that do this and also

you can see where your data is stored. It's usually important to have your data stored where you're working because

sometimes that can create a lag in the information actually loading. Then we go to the account tab under general and

here you can see that you can just set some settings. Like when are your weekends? Do you want to show your

weekends on calendars? Just different settings in terms of what your Monday setup can look like. And here you have

something that's still in beta, a work schedule. So you can set a work schedule for what your working days are and for

different people, maybe you can have like different teams here. Then we go over to the customization

side. And here you can see the first thing is that you can upload your logo. So like here in the top right I have my

logo and you know, you also have this favicon. Here you have an announcement banner. So

like let's say you want to write some kind of banner to notify different people on your team. Sometimes you'll

see Monday has banners that you'll see, but you can also do it internally. Now if you go to the feature section,

there's a lot of just different things that you can enable. I'm not going to go through every single one of them, but

just know that there are some features here that you can decide to enable or disable depending on what you want

people on your team to be able to use. Now if we go over to boards, we have a board defaults. What this means is every

single time a new board is created, these are the default status settings that you have. So if you want to have

consistency across your company, you can set these up. Like usually the default is the red one is stuck. I always change

it to not started because that's just what I like. And orange you can see here is task on hold. So that means that

every single board when it's created automatically uses these statuses. Now if we go over to the user profile,

you can see here the different options and you can customize what they're required to fill in or not fill in

within their profiles. And here we have user notifications. Now user notifications are something that a user

can control. So like as an admin I can control, but also a user can control it. These are what happens by default. So

like I set this is always going to happen. However, a user can go in and change these settings on an individual

basis. Now, let's go over to the directory section. And this is essentially all of

the people on your team. The first thing that we have is users. So you can see everyone listed. Now, you have their

name, their email, and their role. So for example, you can see here that I'm the admin, and here I have Arsalan.

Right now, he's a member, but I can set him up based on these options. I can decide what role I want him to have. So

if I click this and I change it to admin, then he will become an admin on my team. Now, you can also decide what

department you are. Here's something that's actually really important, products. Now, if you're using a number

of monday.com products, like work management, CRM, monday.com service, you need to make sure that the people on

your team have access to those products. So here you simply can just click on it, and you just need to check or uncheck

what they need. Here's their status, if they're active or not active. If they're on any teams, which is a team is

basically just a group of users, so you can assign all of those users to a task. Like let's say you want to assign the

accounting team to something, you don't need to assign each individual person. Here you can have the join date and who

they are invited, and if 2FA is enabled or disabled. Now, if you click on these three dots, here you have the option to

edit different information. Let me click on someone else. I can basically, as an admin, I can log into this user, which

would mean that I can see how they see things in monday.com. This is a really helpful feature to have, because a lot

of times you'll talk to someone and they're like, "I don't see that column." Or "I don't see that information." Why

do you do it? And here it allows you to troubleshoot it. I can deactivate them, you know, I can reset at password. Now,

one of the important things to note, and this is for billing purposes, is that you can easily filter. Like, I can

filter, let's say, all the admins and the members because those are the only people that you're paying for and

active, and then you can see how many people am I paying for. Or, you can search by different products and see

who's on what products cuz you want to make sure that they're on the relevant products.

Here you have invitations where you can see if you send out an invitation. You can also just click the invite button,

and it allows you to invite someone, choose the products, and if you want, you can even choose the team. There's

also a URL that you can copy. Now, departments is This is something newer that in

monday, and you can basically decide who is within each department, and it just allows better organization for larger

teams to have this insight into the different departments, how many seats, who's there, and things like that. Now,

board ownership and automation ownership are basically very similar because every board has an owner, and every automation

has an owner. This usually comes up when you let go of someone on your team, you want to make sure that you don't lose

any information. So, let's just say I want to take all the boards that Rosa owns, and I can change them if I click

here for me to be the owner. So, like I said, you normally do that in a situation where you let someone go, and

you want to move all the automations and all the boards over to someone new. Here you can see it's telling me that there's

no boards without any owners, and here you can see it's the exact same thing with automations that I can have my

current owner, and then I can just choose the new owner and transfer everything over. Now, let's jump into

the security section. So, there's a lot of different security options. You have different authentication policies that,

you know, every team has different security, so you can go through the different options that you have here.

You can have two-factor. I actually do recommend it. We had to turn it off temporarily because someone lost their

phone, but you normally you should have two-FA on. I definitely recommend that. And also just a note, if you need tech

support from Monday, you have to allow them to do it. You have to tell them in an email and you also allow them from

here. So, you would click on this. Now, my account is a enterprise level account. So, there's a lot of different

things that you have that you don't necessarily have on a pro account or lower. And I'm pretty sure that an audit

log is one of them. But here you can see the different things of what people do. This is basically like an audit log. You

also have if you're a medical or health care and you need to be HIPAA compliant, so you can enable this to be HIPAA

compliant. Some other features is a panic mode. You can also log people out at certain times. And here you can see

all the active sessions of every single one on your team. And if you want to automatically log them out for some

reason, you can. If you want to claim your email domain, basically what you can do is you can claim your domain so

no one else can set up other accounts for you. Now, let's go to AI governance and this is a newer section obviously as

monday.ai is really becoming a very core part of their product. So, here you can see that you basically have the

different agents and you can decide who can use the agent. So, here I can have all my admins and all my members use the

agents. And you can do this for all of the different features. So, let's just say you don't want everyone on your team

to build their own agents, you can block that from them. This is a question that comes up all the

time, how many credits have I used? So, you can go here and see it. I'm actually out of credits, so I would need to buy

more credits. But once you have credits that you're using, you can see all the details of them. Here you have the usage

limits. Again, I don't have credits, so it's not showing up here, but it basically is showing you like it will

show you how many credits you've used. I have another video where when I had credits that it showed the different

options like, you know, what percentage you use and how much time you're spending with each AI feature to show

how many credits you're using. Here you can see some your agent directory. So here's the different agents and you can

see if they're active, not active, how many credits, if they're private, if they're not, what board they're on. This

shows you all of the different Monday vibes. So here we you can see that we have one active one, how many credits,

how many published vibes. And here's all the different vibes that our team has used. And here you just have different

settings. You know, you can actually disable all of Monday AI. Just different settings about regarding AI.

Now let's go to connections. Connections are showing you the different apps that your Monday account is connected to. So

for example over here you can see that I am connected Actually once it to show you Gmail.

Let's search for Gmail. So here you can see that all of these people are connected to Gmail. Here it's connected.

These are not connected. You can see the update and you can see which boards it's connected to. So what this means is that

on this board I'm connected to my Gmail account. So there's some kind of automation or an integration that's set

up using my email account. This next section on Primus profiles, it basically just helps your team connect

integrations very easily. This is something that I find it's very hard for clients to understand what to do. So I

would definitely check this out if you're having a hard time explaining to your team as an admin how to connect

everything. Now let's talk about APIs. So every user that is an admin or member has an API. I can copy my API from here.

You can see as a security measure it's automatically blocked out. What it does is having an API allows me to then

connect Monday to a different tool and then pull data. So for example I've connected monday to Claude and it pulls

information or you can connect monday to a tool like Zapier or make and it can pull information from monday and use it

for something else. You can also manage the API tokens of your different team. If you want to revoke them like they

don't have access anymore, you can do that. Now, let's head over to billing. So, here you can see that you have an

overview of the billing. It shows you your subscription if you're on annual or monthly. I do recommend being on annual

because you do save 18% and here you can see the different products that we have access to. You can see the number of

seats you have, how many members, how many guests and how many viewers. So, this is basically telling you for

example, you know, that I have 11 seats for 11 members. Now, let's go to settings. Um this is

just about how I paid. Here you can see all of your different invoices. If you want to see your invoices, you have them

there. Your payment method, how you pay monday and your billing contacts cuz sometimes people have different billing

contacts than regular contacts. Now, if we go to usage stats, you can see just some information about the account, how

many items were created, tasks, board actions and you can just see some data about like how much people are actually

using monday. When you go to storage, you can see what percentage has been used and the different kinds of files

and things that have been uploaded. If you go to automations and automations and integrations is very similar, but

basically what you can see is like how many used per month. So, if you're on enterprise, you have 250,000. If you're

on pro, you have 25,000 a month and you can see here how many are using the different setup based on creators,

different boards, top automations, how many it's using, all these different details about your automation usage and

here you have the exact same thing for integration. So, integration is like when you connect with a third-party

tool. Again, here we have API usage. So, this is how much you're actually using your API.

If we go to advanced, so you can see some of the trending boards, you know, what people are using, top creators,

just top communicators, just showing you information about who's actually using your boards and what boards are being

used. Managed templates are templates that you can have within Monday to basically have a template for something

that's reoccurring all the time. So, you have that here. And Monday smart call, this is actually a really new feature

that you can integrate calling to your CRM. Obviously, you can see I haven't set it up yet. I think it just launched

a couple of weeks ago. Now, if you want to clean up your boards, so you do have this tidy up where you can help clean up

your boards. Like, let's just say this board hasn't been used for 3 years, so I can automatically archive it. I can go

see it. I can also schedule a cleaning, but you need to build policies into this. Again, this is if you're on a much

bigger account and you have like a high-level admin that wants to do this. But, you know, keep it in mind if you

feel like your boards are becoming a mess. Here you have a content directory, which is literally showing you all of

the boards that are in your account and everything. And like it may be worth it if you have a lot of boards and you

can't find things, it may be worth it to go through this and clean things up. Apps are all the different apps that I'm

connected to. You can see here that I am connected to a lot of different apps. If you're using apps in your account from

the app marketplace, you can see it from here. You can see the plans. If you want some settings like the billing,

permissions, whatever, you could just click on it here. And this is something that's in beta

that you have a custom mobile experience. Again, haven't tried this out yet, but I now that I've seen this,

I'm going to try it out. And here you have permissions. So, in permissions, this is a enterprise-level feature, but

you can give very detailed permissions about who has access to what. So, let's just say for a member, I can decide that

they every member can manage all agents in this account, or they can manage the AI limits. I can decide who gets to see

and do what. And you can see here there's a lot of different like on a board level, on an item level, I can set

the permissions much cleaner and in more detail than you can if you're on a pro account. The last thing is a cross

account copier. If I want to copy information from one account to another account. Now, you do need to be an admin

on both accounts in order to do this, and you basically decide which folder you want, and then you have a

destination account, so another URL that you want to send it to. You do get an email that you need to approve it, and

it copies those boards to that account. I hope that now you have a better understanding of what's in the Monday

admin section, and that you take advantage of all these different features because they can really help

keep your account clean, keep it secure, and really manage who has access to what, how much AI usage people are

using. So, check out these features, and I'd love to hear what features in the admin section you're using most. Thanks

for joining, and looking forward to seeing you in the next video. Hit the like button if you enjoyed this

video, and remember to subscribe to receive tips and tricks on how to use monday.com. Thanks so much for watching,

and I'll see you soon.