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How to set up Monday.com for contractors
Start by deciding exactly which work the contractor needs. Keep unrelated internal work on separate boards, then share only the relevant project board. A Shareable board is intended for external collaborators; Main boards are generally visible to account team members, while Private boards are limited to invited internal users. monday.com lists Shareable boards as available on Standard and above, and Private boards on Pro and Enterprise. Check your account’s current plan before relying on those requirements. See monday.com’s permissions guide and its Shareable Boards documentation.
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1. Create a Shareable board
- In the left pane, select the plus icon.
- Choose New Board, then choose Shareable.
- Put the contractor’s project work on this board and leave unrelated internal work elsewhere.
Shareable boards are visible to their subscribers, which can include invited guests. A guest does not automatically see every Shareable board, so plan to invite them to each board they need.
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2. Invite the contractor as a Guest
- Open the Shareable board and select Invite.
- Enter the contractor’s email address and select Guest.
- Send the invitation. The contractor receives an email invitation for that board.
These steps follow monday.com’s instructions for sharing projects with guests.
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3. Set the board’s permissions
- On the board, open the three-dot menu.
- Select Permissions.
- Choose the permission set that allows the contractor to do their assigned work without granting broader editing ability than necessary.
- Check which board elements the chosen setting lets them edit, then test it against a representative task.
Board permissions govern what non-owners can change; board owners bypass those permissions. Allow a short time for saved permission changes to take effect. The available controls are described in monday.com’s board permissions guide. There is no single contractor-specific permission preset established in that documentation, so choose based on the work the person must perform.
What can a contractor see?
A Guest can see the Shareable board or boards to which they have been invited. Guest access does not give them general visibility into Main or Private boards. If they need another project board, invite them to it separately. This separation is useful only if internal work stays on boards that are not shared with that guest.
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Board type determines the general access scope:
| Board type | Who can access it | External guests | Plan availability stated by monday.com |
|---|---|---|---|
| Shareable | Subscribers, including invited guests | Supported for invited guests | Standard and above |
| Main | Account team members generally | Not the guest-sharing route described here | Not stated in the cited permissions guide |
| Private | Invited internal users | Not the guest-sharing route described here | Pro and Enterprise |
Availability and access descriptions are from monday.com’s permissions documentation and Shareable Boards documentation; confirm current plan details for your account.
How do I invite a contractor to a monday.com board?
Invite them from the Shareable board itself: select Invite, enter their email, choose Guest, and send the invitation. A contractor generally needs an email domain different from domains associated with your organization and related entities to qualify as a guest. Guest eligibility and account invitation policies can affect whether the option is available. monday.com’s user types guide explains user classifications; its account invitation guide covers invitation controls.
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If the Guest option is missing or the invitation fails
- Check the board type. Confirm it is Shareable rather than Main or Private.
- Check plan eligibility. Guest access and Shareable board availability depend on the account plan; review the plan currently attached to your account.
- Check the email domain. A domain associated with your organization or related entities may prevent the person from qualifying as a Guest.
- Check account invitation settings. Admins control invitation and authentication settings that can restrict invitations.
- Confirm board-specific access. Guests need a separate invitation to each Shareable board they should use.
Guest seat and billing treatment varies by plan, and terms can change. Check current plan details and account seat status before inviting a larger group rather than relying on a remembered seat threshold or price. monday.com explains user types and guest treatment in its user types documentation and guest guide.
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Enterprise accounts may have additional granular controls for boards, workspaces, and accounts. Closed workspaces are Enterprise-only, and workspace restrictions cannot broaden permissions set at the account level. If your company uses these controls, check the workspace rules as well as the board’s permissions. See monday.com’s workspace permissions documentation.
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