Growing a team in monday.com feels magical—until it doesn’t.
At five users you can toss boards into one workspace and everything just works. Once you hit fifty, duplicates, unclear names and permission sprawl start to creep in. By five hundred, it can feel like your data is spinning out of orbit.
This isn’t inevitable. With the right structure and guardrails you can grow without losing control. Let’s dive in.
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monday.com starts beautifully simple and flexible. That’s why teams love it.
As you add more people, boards and automations, the potential for chaos increases. You may see:
The platform can scale, but it won’t happen by accident. You need to think like an architect—designing a framework that supports growth.
The base of your scalable system is how you structure workspaces, folders and boards.
A new monday.com account starts with one “Main Workspace,” but you can add more as needed. Workspaces should be used for major departments or units—think Sales, Marketing, Operations or Finance. Inside each workspace, create folders to separate projects or processes. If needed, sub‑folders give you another layer of organization, for example grouping dashboards within a project.
This hierarchy—Workspace → Folder → Sub‑folder → Board—keeps your high‑level organization clean and lets people quickly find the right boards without wading through unrelated content. It’s also easier to apply workspace‑level settings and permissions when things are neatly grouped.
When you’re small, board names can be casual. As your team grows, sloppy names become search nightmares. Standardize a naming format like:
[Team] — [Process] — [Detail]
For example:
SALES — Pipeline — 2026 ProspectsOPS — Onboarding — Active ClientsA clear pattern helps everyone know who owns a board and what it covers.
As soon as you settle on a good board design, save it as a template. New teams should clone, not create from scratch. Meanwhile, archive old boards instead of deleting them so historical data is safe but out of your daily view.
Automations are monday.com’s superpower, but they can also become “chaos machines” if they pile up with no oversight. Document your rules before you build them: If X happens, Y should occur; if Z happens, nothing should.
monday.com supports cross‑board automations, allowing an action on one board to trigger an action on another. For example, you can create an item on a team board when a status changes on a high‑level roadmap. These templates link items across boards and improve collaboration. However, best‑practice guidelines from monday.com caution against stacking too many similar “match” automations: don’t use more than two of the same template on a single board, and set them on the board that is updated most often. Match automations only connect the first matching item and require exact values (case matters).
monday.com provides multiple levels of permissions to help you protect your information. On Enterprise plans, admins can define what each user type (admin, member, viewer or guest) can do. Admins should limit themselves to a trusted few; most users can be members or viewers. Use folder‑ and board‑level permissions to restrict who can edit what, and lock templates so teams can clone but not modify them.
Pro tip: build a separate “Training” workspace. New hires can experiment there without risking your live workflows.
At OrangeDot we’ve helped growing teams avoid the usual pitfalls. Here’s our approach:
For teams scaling beyond fifty users, we’ve prepared a checklist that covers board governance, automation audits and permission settings. Let us know and we’ll send it over.
How many workspaces should a large company use in monday.com?
Most organizations function best with one primary workspace per department. Workspaces create the top layer of monday.com’s hierarchy, so splitting by department keeps things organized while avoiding fragmentation.
What’s the best way to manage permissions for 100+ users?
Use the built‑in user types—admin, member, viewer and guest—and set permissions at the folder or board level. Limit full administrators to a handful of trusted operators.
Should every team build their own automations?
No. Assign automation ownership per workspace or process. Centralizing helps you avoid conflicting rules and ensures someone is responsible for maintenance.
How do I stop boards from getting messy as we grow?
Standardize naming, use templates, archive inactive boards regularly and train team leads on board hygiene.
Scaling monday.com doesn’t mean giving up the simplicity that made it great in the first place. With a thoughtful structure, sensible automations and the right permission model, it can stay just as intuitive at five hundred users as it was at five.
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