Monday.com Integration Guide

Before you can start syncing, you need to complete a two-step setup process:

1. Install the Success.co App on Monday.com

• Navigate to your company's integration settings
• Click "Setup" for Monday.com integration

• You'll be taken to a pre-setup page that guides you through installing the Success.co app on your Monday.com workspace
• Click the "Add to monday.com" button to install the app
• Once installed, return to the setup page and click "Continue Setup"

2. Configure Integration Settings

• After installation, you'll be redirected to Monday.com for authorization
• Grant permissions to allow Success.co to access your Monday.com workspace

• Configure which Monday.com boards should receive synced todos

• Set up team-to-board mappings

Configuration Options

• Default destination: You must choose the default Monday.com board to sync to
• Team Mapping: Optionally, each team in Success.co can be mapped to a specific Monday.com board

Server-Side Sync (Automatic)

When a todo is updated in Success.co, the system automatically triggers a sync to Monday.com:

Throttling: To prevent excessive API calls, server-side syncs are throttled:

• 5 minutes between syncs for the same todo
• 1 minute between syncs for the same board
• Throttling is bypassed for manual syncs (when user clicks "Resync")

Queue System: Multiple changes are queued up and processed sequentially:

• Each sync request is added to a Redis queue
• Background workers process the queue with up to 5 concurrent workers
• Failed syncs are automatically retried with exponential backoff
• Queue processing continues even if individual syncs fail

Client-Side Sync (On View)

When you view a todo in Success.co, the system automatically attempts to sync it:

Throttling: Client-side syncs are also throttled:

• 5 seconds delay after todo creation before sync is allowed
• 30 seconds between automatic syncs for the same todo
• Sync is skipped if the user is offline

Trigger Conditions:

• Viewing a todo in the listing or details view
• Only applies to team todos (not personal todos)
• Only works for admin users with sync permissions

Resync Button

Users can manually trigger a sync using the "Resync" button:

• Location: Available in the todo integration badge
• Behavior: Bypasses all throttling for immediate processing
• Availability: Only shown to admin users for team todos
• Visual Feedback: Shows loading spinner during sync process

Manual Sync Process

1. Click the "Resync" button on any synced todo
2. The system immediately processes the sync (bypassing throttling)
3. Success/failure status is displayed to the user
4. If successful, the todo's Monday.com link is updated

Integration Badge

The todo integration badge provides several features:

• Status Display: Shows "Synced", "Not synced", or "Not set-up"
• Monday.com Link: Click to view the todo directly on Monday.com
• Resync Button: Force an immediate sync (admin users only)
• Configure Link: Quick access to integration settings

Configuration Page

The Monday.com configuration page provides:

• Board Selection: Choose which Monday.com boards to sync with
• Team Mapping: Map Success.co teams to specific Monday.com boards

Description Column

• To sync descriptions, you must add a column called "Description" to your Monday.com board
• This column will receive the todo description from Success.co
• We make a best effort to sync between rich text descriptions in Success.co and plain text in Monday.com
• If the Description column doesn't exist, descriptions won't sync

Priority Column

• To sync priority, you must add a "Priority" column to your Monday.com board
• We do a best effort to match priorities by text
• Common priority mappings:
• "High" ↔ "High"
• "Medium" ↔ "Medium"
• "Low" ↔ "Low"
• "No priority" ↔ "High"
• "Urgent" (Monday.com) → "High"
• Custom priority names may not sync correctly

Priority Column

• To sync priority, you must add a "Priority" column to your Monday.com board
• We do a best effort to match priorities by text
• Common priority mappings:
• "High" ↔ "High"
• "Medium" ↔ "Medium"
• "Low" ↔ "Low"
• "No priority" ↔ "High"
• "Urgent" (Monday.com) → "High"
• Custom priority names may not sync correctly

Team Change Limitations

Important: If you add a todo and later change the assigned team, any existing synced task on Monday.com will not automatically move to a different destination board.

What happens:

• The todo remains on the original Monday.com board
• You'll need to manually move it on Monday.com as needed
• Future updates will continue to sync to the original board

Best practice: Set the correct team before creating the todo to avoid this limitation.

User Assignment Limitations

We do a best effort to match users on both sides based on their email

• If a user is not found, we leave the existing assignment
• A todo can only be assigned to one user in Success.co but can be assigned to multiple in Monday.com - we do a best effort based on the first user we find assigned in Monday.com

Best practice: Ensure users exist on both sides and have access to the team in Success.co and the board in Monday.com. Also only assign a todo to one user at a time in Monday.com

What Syncs:

• Todo title → Monday.com item name
• Todo description → Monday.com Description column
• Todo status → Monday.com Status column
• Todo priority → Monday.com Priority column
• Assigned user → Monday.com Person column
• Due date → Monday.com Date column

What Doesn't Sync:

• Comments/notes
• Attachments
• Custom fields (unless specifically configured)
• Todo history/changelog

Common Issues:

1. "Not synced" status: Check that the integration is properly configured
2. Missing data: Verify required columns exist in Monday.com
3. Sync failures: Check Monday.com API limits and permissions
4. Throttling: Wait for the throttle period to expire or use manual resync

Security

• OAuth2 authentication with Monday.com
• Secure token storage and refresh
• API rate limiting to respect Monday.com limits
• Redis-based locking to prevent concurrent sync conflicts

Reliability

• Automatic retry mechanism for failed syncs
• Queue-based processing for high-volume scenarios
• Graceful degradation when Monday.com is unavailable
• Comprehensive error logging and monitoring

Performance

• Efficient throttling to minimize API calls
• Background processing to avoid blocking user interface
• Caching of sync status and external IDs
• Optimized database queries for sync operations

This integration provides a robust, user-friendly way to keep your Success.co todos synchronized with Monday.com, enabling seamless workflow management across both platforms.