monday.com Different Rosters for Different Board Types

title: “monday.com Different Rosters for Different Boards — Auto-Populate” meta_description: “Need different monday.com rosters for different boards? Native templates can’t auto-populate items. BoardBridge loads each board type from its designated roster.” keyword: “monday.com different rosters different boards”

One project. Multiple teams. Each team loads from its own source.

Can you auto-populate different monday.com rosters for different boards? When you create a new project in monday.com — whether it’s an event, a campaign, a product launch, or a construction job — you often need to populate multiple boards with different rosters of people. Your design team comes from a Design Roster board. Your vendors come from a Vendors board. Your internal coordinators come from a Staff Roster board.

monday.com has no native way to auto-populate boards from multiple independent rosters when a project starts. You create the boards manually, then copy-paste team members one by one. Or you build custom automations that duplicate items from roster boards — which works, but requires setup for every board type and every roster source.

BoardBridge — Form & Workflow Automation for monday.com — handles this natively: when a new project is created, each board type pulls its roster from the correct source automatically. Source: BoardBridge Product Specification

Why monday.com Can’t Auto-Load Different Rosters

Pain Point #8 (Boards): Team members don’t auto-populate on new boards

monday.com board templates can duplicate structure (columns, groups, views), but they can’t duplicate items. Source: monday.com Platform Documentation and Community Discussions When you create a board from a template, you get an empty board with the right layout — zero items.

Pain Point #8 expanded: Different rosters for different board types

Even if you could auto-populate items, monday.com has no concept of “roster source mapping” — telling Board Type A to pull from Roster X and Board Type B to pull from Roster Y.

The Manual Workflow

Here’s what teams do today:

1. Create a project folder manually
2. Duplicate template boards into the folder (Structure only — no items)
3. Open the Design Team board
4. Open the Design Roster board in another tab
5. Copy team member names from Design Roster, paste into Design Team board
6. Repeat for Vendor Coordination board ← Vendors Roster
7. Repeat for Internal Staff board ← Staff Roster
8. Repeat for every board type in the project

For a project with 5 boards and 50+ total team members across rosters, this is 10-15 minutes of manual copying per project.

What Users Try

Automation workaround: “When item created on CRM board, duplicate all items from Design Roster to Design Team board”

This works — but requires:

• One automation per board type
• One automation per roster source
• Custom logic to filter which items get copied (if your Design Roster has 100 people but only 12 work on this project type)
• Re-triggering the automation if the roster changes

Third-party tools: Make, Zapier, or custom scripts can query a roster board and create items on target boards — but you’re paying for middleware, maintaining API connections, and debugging when monday.com’s API rate limits kick in.

How BoardBridge Handles monday.com Different Rosters for Different Boards

BoardBridge’s board management system includes roster board mappings — a configuration that pairs source roster boards with target confirmation or assignment boards.

How It Works

When a new project is created (triggered by a CRM deal moving to “Won” or a manual project creation), BoardBridge:

1. Checks the roster configuration for each board type in the project template
2. Fetches items from the specified roster board (e.g., Design Roster, Vendors Roster, Staff Roster)
3. Creates items on the target boards (Design Team, Vendor Coordination, Internal Staff) with team member names
4. Runs independently for each roster-target pair — one roster failing doesn’t block the others

Example: Event Management Project

• Board Type: Band Confirmations → Roster Source: Band Roster (20 members)
• Board Type: Team Confirmations → Roster Source: Team Roster (35 members)
• Board Type: Vendor Coordination → Roster Source: Vendors Roster (12 vendors)

When the CRM deal closes and the project is created:

• Band Confirmations board gets 20 items (one per band member)
• Team Confirmations board gets 35 items (one per team member)
• Vendor Coordination board gets 12 items (one per vendor)

Each roster is independent. Adding a new vendor to the Vendors Roster doesn’t affect the Band Roster. Updating team member names on the Team Roster doesn’t touch the band members.

Configuration: Roster Board Mappings

In BoardBridge’s project creation config, each roster mapping specifies:

Field	Description	Example
Source Board ID	The monday.com board ID of the roster to pull from	7654321 (Band Roster board)
Target Board Type	The type of board to populate	band_confirmations
Item Column	Which column on the roster board contains the names to copy	Name or Team Member

When the project creation automation runs, it reads this config and executes:

“` FOR EACH roster mapping:

• Fetch all items from Source Board ID
• Extract names from Item Column
• Create items on the newly duplicated Target Board

“`

No Cross-Contamination

Because each roster mapping is independent, you can have:

• 10 band members on Band Confirmations (from Band Roster)
• 35 team members on Team Confirmations (from Team Roster)
• 50 vendors on Vendor Coordination (from Vendors Roster)

All in the same project. Each board pulls from its designated roster source — no overlap, no manual intervention.

When Rosters Change

If you add a new vendor to the Vendors Roster board after a project has been created, that vendor won’t retroactively appear on existing projects. Roster loading happens at project creation time.

To add them to an existing project:

• Manually create an item on the Vendor Coordination board for that project, OR
• Re-trigger the roster loading automation (if you’ve built that as a button or status trigger), OR
• Use BoardBridge’s cross-board automation to copy new items from Vendors Roster to all active projects

One-Time Population vs. Live Sync

BoardBridge’s roster loading is one-time at project creation. It’s not a live sync. If you update a team member’s name on the Team Roster after the project exists, the existing project boards don’t automatically update.

Why one-time?

• Project-specific changes (marking someone as “Confirmed” or “Cancelled”) shouldn’t propagate back to the master roster
• Each project’s team list may diverge over time (substitutions, additions, removals)
• Live sync would overwrite project-specific data

If you need live sync (roster updates push to all projects), that’s a different workflow — typically handled via Connect Boards + Mirror columns or custom automations.

Real-World Scenario: Construction Project Launch

A construction company manages projects with four boards per site:

1. Design Team board — architects, engineers (pulls from Design Roster: 15 people)
2. Contractors board — subcontractors, suppliers (pulls from Contractors Roster: 40 companies)
3. Internal Staff board — project managers, site supervisors (pulls from Staff Roster: 8 people)
4. Inspections board — inspectors, compliance officers (pulls from Inspectors Roster: 6 people)

Before BoardBridge:

• PM creates project folder manually
• Duplicates 4 template boards
• Opens Design Roster, copies 15 names to Design Team board
• Opens Contractors Roster, copies 40 names to Contractors board
• Opens Staff Roster, copies 8 names to Internal Staff board
• Opens Inspectors Roster, copies 6 names to Inspections board
• Time per project: 20 minutes of manual copying

With BoardBridge:

• CRM deal moves to “Won”
• BoardBridge creates project folder
• Duplicates 4 template boards
• Loads Design Team from Design Roster (15 items)
• Loads Contractors from Contractors Roster (40 items)
• Loads Internal Staff from Staff Roster (8 items)
• Loads Inspections from Inspectors Roster (6 items)
• Time per project: Zero (automated)

Need help setting up monday.com workflow customization with automated roster loading? TaskRhino offers implementation support.

Why This Beats Native monday.com

Need	monday.com Native	BoardBridge
Auto-populate board with roster items	Not supported — templates are structure-only	✓ Roster board mapping
Different boards pull from different rosters	Not supported	✓ Independent source-target pairs
Control which column contains roster names	N/A	✓ Configurable per roster
Fault tolerance (one roster failing doesn’t block others)	N/A	✓ Independent execution per roster
One-time population at project creation	N/A	✓ Roster loading on CRM Won trigger

How to Set It Up

1. Create roster boards in monday.com — one for each team type (e.g., Design Roster, Vendors Roster, Staff Roster)
2. Populate rosters with team members, vendors, or contacts
3. Configure roster mappings in BoardBridge:

• For each board type (Design Team, Vendor Coordination, etc.), specify the source roster board ID
• Specify which column on the roster board contains the names to copy

1. Set up project creation trigger (typically a CRM Won automation)
2. Test: Move a deal to “Won” and verify each board type loads with the correct roster members

Common Questions

Q: Can you auto-populate different rosters for different boards in monday.com? A: Not natively. monday.com board templates duplicate structure only — items aren’t included. BoardBridge roster board mappings auto-populate each board type from its designated roster source at project creation.

Q: Can I use the same roster for multiple board types? A: Yes. You could have both “Vendor Coordination” and “Vendor Confirmations” pull from the same Vendors Roster board. The mapping is flexible — one roster can feed multiple targets.

Q: Can I filter which roster members get loaded? A: Not yet. Roster loading currently pulls all items from the source roster board. If you need filtering (e.g., only active vendors, only designers with a specific skill), you’d either:

• Maintain separate roster boards (Active Vendors vs. Inactive Vendors), OR
• Use monday.com groups on the roster board and configure BoardBridge to pull from a specific group

Q: What if a roster board is deleted? A: The roster loading for that mapping will fail and log an error. Other rosters will still load successfully. Project creation won’t be blocked.

Q: Can I add roster members to a project after creation? A: Yes, manually — just create new items on the target board. Or set up a button/status trigger that re-runs the roster loading automation for that board type.

Q: Does this work with subitem rosters? A: No. Roster loading reads top-level items only. If your roster is stored as subitems, you’d need custom logic to extract them.

Q: Can I map columns beyond just the name? A: Currently, roster loading focuses on creating items with names from a single column. Additional column mapping (email, phone, role) is on the roadmap but not yet supported. You’d populate those fields via form submissions or manual entry after roster loading.

Q: How fast does roster loading happen? A: Synchronous — it happens inline during project creation. For rosters under 100 items, this is typically 5-10 seconds per roster board. For larger rosters (200+ items), it may take 20-30 seconds due to API rate limiting.

Q: Can I re-run roster loading if I realize I used the wrong roster? A: There’s no built-in “undo and reload” button yet. You’d manually delete the incorrect items and either re-trigger the automation or manually copy the correct roster.

Q: Can monday.com cross-board automations populate different rosters? A: Yes, with manual setup. You can create “When item created, duplicate items from Board A” automations for each roster-target pair. But this requires one automation per board type and one per roster source. BoardBridge automates this configuration with roster board mappings.

Who This Is For

This feature is built for teams who:

• Manage projects with multiple boards, each serving a different team
• Have master roster boards (Design, Vendors, Internal Staff, Contractors, etc.)
• Need each project’s boards pre-populated with the right team members automatically
• Are tired of manually copying 50+ names across 5+ boards every time a project starts

If your project creation involves roster population, BoardBridge automates it so you never copy-paste team members again.

Need automated multi-board project creation with independent roster loading? BoardBridge by TaskRhino handles CRM-to-project workflows with full roster auto-population. Book a free 30-minute consultation at https://calendly.com/rp-spaceo/call-with-rakesh-est-timezone