Monday.com Integration
Productivity & Task ManagementWhat It Does
Monday.com is a comprehensive work operating system designed for teams to build custom workflows without code. Unlike simple task trackers, Monday.com combines project management, CRM capabilities, resource planning, and analytics in one platform. For real estate teams, it serves as the command center for coordinating complex operations: agent workload balancing, marketing campaign tracking, transaction coordination, and brokerage-wide visibility that scales from 5 to 500 agents.
Why Real Estate Professionals Use It
Real estate brokerages face complexity that solo agents don't: coordinating multiple agents, balancing territory assignments, managing shared resources like photographers and transaction coordinators, and ensuring brand consistency across marketing. Monday.com thrives in this complexity. Create a 'Lead Assignment' board where incoming leads are automatically scored, routed to agents based on specialization and capacity, and tracked through their lifecycle with SLA timers showing 'This lead needs contact within 2 hours'.
AI Solutions for Productivity
CTO's Guide to AI Implementation
Security, compliance, and vendor evaluation frameworks for AI operations
AI Transaction Coordinator
Automate document collection, deadline tracking, and stakeholder updates
Commission & Pipeline Tracker
Real-time dashboard showing deal progress and expected commissions
Key Features for Real Estate
Discover how Monday.com powers real estate automation workflows
Custom Columns for Any Data Type
Build boards with 30+ column types: status (custom dropdowns), people (team assignments), dates, timelines, numbers, formulas, files, links, location, rating, votes, and more. Each column type has built-in functionality like automatic date calculations and progress tracking.
Create a 'Deals' board with columns: Status (Lead/Showing/Offer/Contract/Closed), Agent (person), Property Address (text), List Price (number), Commission (formula: price * 0.03), Close Date (date), Days on Market (formula), Contract PDF (file), Buyer Satisfaction (rating).
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Automation Workflows
Ready-to-deploy workflows powered by Monday.com + NextAutomation
Intelligent Lead Routing by Specialization and Capacity
When a new lead is captured (website form, Facebook ad, referral), this workflow analyzes the lead details (property type, location, budget), scores lead quality, identifies the best-fit agent based on specialization and current workload, assigns the lead, and creates a follow-up task with SLA timer. Leadership sees real-time dashboard of lead distribution fairness.
1Lead captured in Monday.com 'Leads' board with property type, location, budget
2n8n retrieves lead data and agent roster with specializations (luxury, first-time buyers, investors, etc.)
3AI (OpenAI) scores lead quality based on completeness and engagement signals
4Query Monday.com workload view to get each agent's current capacity (active deals, hours committed)
Leads distributed fairly based on capacity, not just round-robin. Specialists handle their niche (luxury agent gets high-end leads). SLA timers ensure speed-to-lead accountability. Dashboard shows 'Avg time to contact: 47 minutes' vs goal of 60, proving responsiveness. Prevents burnout by not overloading top performers.
Triggers & Actions
Connect Monday.com to your workflows with powerful triggers and actions
Triggers
New Item Created
Fires when a new item (row) is added to a specific board.
When new lead item created in 'Leads' board, trigger lead scoring workflow and assign to agent based on territory.
Item Status Changed
Fires when an item's status column changes to a specific value.
When deal status changes to 'Under Contract', create transaction coordination item and notify coordinator.
Column Value Changed
Fires when any column value on an item is updated (date, person, number, text, etc.).
When 'Close Date' is updated on deal item, recalculate all dependent task deadlines and notify transaction team of schedule change.
Due Date Approaching
Fires when an item's date column reaches a specified time before the due date (e.g., 3 days before).
3 days before listing expires (Days on Market = 90), alert agent to discuss price adjustment or extension with seller.
Form Submitted
Fires when a Monday.com form is submitted, creating a new board item.
When buyer submits 'Property Interest Form' on website, create item in Leads board and trigger instant response email.
Subitem Created
Fires when a subitem (subtask) is added to a parent item.
When showing subitem is created under a listing item, send calendar invite to agent and buyer automatically.
Actions
Create Item
Creates a new item in a specified board with defined column values.
When deal closes in CRM, create item in 'Closed Deals Archive' board with property details, commission, and close date.
Update Item Columns
Updates one or more column values on an existing item.
When DocuSign contract is executed, update deal item status to 'Under Contract' and populate 'Contract Date' column.
Create Subitem
Adds a subitem (subtask) to a parent item.
When listing goes live, create subitems for each marketing task: 'Post to Facebook', 'Email buyer list', 'Schedule open house'.
Move Item to Group
Moves an item to a different group (section) within the same board.
When deal falls through, move item from 'Active Deals' group to 'Lost Deals' group for post-mortem analysis.
Duplicate Item
Creates a copy of an existing item, optionally in a different board.
Duplicate 'Marketing Campaign Template' item each time launching a new campaign, preserving checklist and structure.
Archive Item
Archives an item (removes from active view but preserves data).
After deal closes and all follow-up complete, archive deal item to keep board clean while preserving historical record.
Get Board Items
Retrieves all items from a board, optionally filtered by column values.
Query all deal items with status 'Under Contract' and close date within next 7 days to generate 'Closing This Week' report.
Create Update (Comment)
Posts a comment/update on an item, optionally mentioning team members.
After AI analyzes showing feedback, post update on deal item: '@agent - Buyer feedback is highly positive. Recommend following up with offer guidance.'
Setup Guide
Get started in approximately 20 minutes for basic setup; 1 hour for multi-board real estate workspace with forms and native automations; 2 hours with n8n integration
Prerequisites
- Monday.com account (free trial or paid tier)
- Monday.com API token (generated in Admin → API section)
- n8n instance with Monday.com node available
- Basic understanding of boards, columns, and items
Create Monday.com Account and First Board
Sign up at monday.com. Choose a workspace name (your brokerage name). Create your first board using the 'CRM' template or start blank. Add a few test items to understand the structure: items are rows, columns are data fields, groups are sections within a board.
Use a template to start—Monday.com's 'Sales Pipeline' or 'Leads Management' templates are great for real estate. Customize from there rather than building from scratch.
Generate API Token
Click your profile picture (bottom left) → Admin → API. Click 'Copy' next to 'API v2 Token' (or 'Generate' if none exists). This token authenticates n8n. Keep it secure—it grants full access to your workspace.
Personal API tokens have same permissions as your user. For production automation, create a dedicated 'Automation' user with limited permissions and use their token.
Connect Monday.com to n8n
In n8n workflow editor, add a Monday.com node. Click 'Create New Credentials' and paste your API token. Test by adding a 'Get Boards' node and executing—it should list your Monday.com boards.
Save credentials as 'Monday.com - Production'. If you have multiple workspaces (for different clients or testing), create separate credentials for each.
Design Board Structure for Real Estate Operations
Create boards for core workflows: 'Deals Pipeline' (stages: New Lead → Showing → Offer → Contract → Closed), 'Transaction Coordination', 'Marketing Campaigns', 'Agent Performance'. Add columns relevant to each: Status, Person (assigned agent), Date, Numbers (price, commission), Files (contracts, photos), Formulas (Days on Market, ROI).
Don't create one mega-board. Use multiple focused boards (one per process) and connect them with automations and linked columns. This keeps each board manageable.
Find Board and Column IDs for Automation
In Monday.com, open a board and look at the URL: monday.com/boards/BOARD_ID. Copy that ID. To get column IDs, use n8n's 'Get Board Columns' action or view board settings → Columns. You'll need these IDs for n8n workflows.
Keep a reference doc: 'Deals Board: 123456, Status Column: status, Agent Column: person8'. Saves time when building workflows and prevents errors from typos.
Set Up Native Automations for Simple Workflows
Click 'Automate' button on any board. Browse automation templates or create custom: 'When status changes to X, notify person Y' or 'When date arrives, create item in another board'. Start with 1-2 high-impact automations like 'Status change triggers checklist addition'.
Monday.com's native automations are generous (25 actions/month on free tier, unlimited on paid). Use them for simple board-to-board or notification automations before building complex n8n flows.
Create Forms for Lead Capture
Open a board, click 'Add View', select 'Form'. Customize form fields (map to board columns), add branding, set success message. Copy shareable link or embed code for your website. Form submissions become board items instantly.
Add hidden fields to forms: 'Lead Source' defaults to 'Website Form' so you always know origin. Enable email notifications to alert agent immediately when form submitted.
Build Your First n8n Workflow: CRM Sync
Create workflow: HubSpot Trigger (deal created) → n8n Function (map fields) → Monday.com 'Create Item' action (in Deals board) → Slack notification. Test by creating a deal in HubSpot and verifying it appears in Monday.com with correct data.
Start with one-way sync (CRM → Monday.com) to prove concept. Once stable, add reverse sync (Monday.com updates → CRM) for full bidirectional flow.
Frequently Asked Questions
Common questions about Monday.com integration
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