Forms in monday.com are designed to be accessible through the public shareable link or when embedded on a page. This means anyone who has the link or can see the embedded form can fill it out and submit data to the board. There’s no requirement to be an admin, a paid user, or part of your organization’s domain for basic form submissions. The key idea is that the form itself is the entry point, and its accessibility is determined by how you share or embed it. If you ever want to restrict submissions, you’d need to enable login or domain-based restrictions in the form’s sharing settings, which goes beyond the default behavior.

Automations are defined at the board level; a custom automation recipe is attached to a specific board and isn’t automatically available on other boards. If you want the same behavior elsewhere, you must recreate the automation on that board or use board templates/duplication to propagate the automation setup. The idea to remember is that cross-board reuse isn’t automatic—each board holds its own automations.

Using subitems on the relevant clients is the best way to track an extra session like a Technical Review without adding more columns. Subitems let you create a child task under each client item, so you can record the session’s date, status, notes, outcomes, and participants while keeping everything tied to that specific client. This approach preserves context, keeps the main board uncluttered, and makes it easy to report on all sessions across clients by filtering on subitem fields. Creating a separate board would detach the sessions from the client context, and adding a new column would violate the constraint. The Updates section is helpful for messages, but it isn’t structured for tracking multiple sessions with dedicated fields. Subitems provide the organized, per-session tracking you need.

Discovery stage focuses on learning about the organization, its teams, and how they actually work together. In this phase you talk with stakeholders, map current processes, and identify who makes decisions, who uses which tools, and how reporting lines connect people and teams. That hands-on digging gives you a real picture of the people and structures you’ll be collaborating with, which then informs how you shape requirements, board setups, permissions, and communication plans. You’ll also spot dependencies and change-management needs early, reducing rework later. While initiation sets high-level goals, planning outlines the detailed approach, and deployment carries out the rollout, discovery is the stage that gives you the clearest understanding of the organization and teams you’ll be working with.