Subitem Templates for monday.com

Installing the app

The app has two places it shows up. The main one is an item view: a tab inside an item, alongside Updates and Files, where you build and manage templates. The second is on the board itself — select several items and the app appears under Apps in the selection bar, so one template can be applied to all of them at once. Install it once and both are available on every board in your account.

1. Install the app from the monday.com marketplace onto your account.
2. Open any item on a board that has subitems — click the item's name to expand it.
3. In the row of tabs at the top of the item (Updates, Files, Activity Log…), click + and then Explore more views.
4. Look under Installed apps and choose Subitem Templates.

The tab stays on that board's items from then on. Adding it on another board is the same four clicks — the templates themselves are shared, so you only build them once.

Quick start: your first template

Create it

1. Open the Subitem Templates tab on any item.
2. Click New template.
3. Give it a name that describes the process, not the item — "Client onboarding", not "Onboard Jamie".
4. Type each step on its own line. Add an owner, a status and a due date offset to any line that needs one; leave them blank where they don't apply.
5. Click Save template.

Apply it

1. Open the item you want the checklist on.
2. Open the Subitem Templates tab and click Apply next to the template.

The subitems are created in the order you listed them, and a progress line shows how far through it is. Applying the same template twice adds a second copy of the lines — the app never merges or deduplicates, so what you see is always exactly what you asked for.

What a template line can hold

Lines can be reordered with the small arrows beside them, so you can get the sequence right without retyping anything.

Relative due dates

A template that stored fixed calendar dates would be out of date the week after you wrote it. Instead, each line stores an offset in days, and the real date is worked out on the day you apply it.

So a four-step onboarding template with offsets of 0, 1, 7 and 30 gives every new hire the same schedule, measured from their own start date, without anyone opening a calendar. Offsets are counted in calendar days, including weekends.

Capturing subitems you've already built

If you have already built the perfect checklist by hand on one item, you don't need to retype it. Open that item, go to the Subitem Templates tab, and click Capture from this item. The app reads the item's existing subitems and opens them as a new, unsaved template so you can name it and adjust anything before saving.

Capture brings across each subitem's name, owner and status. It deliberately does not bring across dates: a date on an existing subitem is a fixed day in the past or future, and guessing what offset it was meant to represent would put wrong deadlines on future work. Add the "due in" numbers yourself while the captured template is open — it is usually four or five keystrokes.

Undoing an apply

Applied a template to the wrong item, or picked the wrong template? The green confirmation message that appears after an apply includes an Undo this apply button. It deletes exactly the subitems that that apply created, and nothing else — subitems that were already on the item, or that someone else added in the meantime, are untouched.

Deleting a template is not the same thing

Deleting a template removes the saved recipe from your account. It has no effect on subitems that were created from it — those are ordinary board data and stay exactly where they are. The app asks you to confirm, and says so, before deleting a template.

Applying to many items at once

Building the same checklist on twelve items one at a time is the part that actually costs you an afternoon. You can do all of them in one run from the board.

1. On the board, tick the checkbox next to each item you want the template on.
2. In the selection bar that appears at the bottom, click Apps.
3. Choose Apply Subitem Template.
4. Pick a template. Each one shows how many subitems it will create in total, so you can see the size of the run before you start it.
5. Click Apply.

A progress bar shows how far through it is. You can stop it with Cancel at any point — the subitems created up to that moment stay, and the app tells you exactly how many that was. When the run finishes, Undo this run removes every subitem it created, across every item, in one click.

Why it takes a minute or two

monday's API creates subitems one at a time and limits how fast an account may call it. The app deliberately paces itself just under that limit rather than racing it and getting rejected, so a run of a hundred subitems takes a couple of minutes. It is doing real work the whole time, and the progress bar is accurate.

Which items get the template

If you select more items than your plan allows in one run, the app applies to as many as it can and names the items it is going to use before you start, so there is never a surprise. Run it again on the rest afterwards.

If something fails partway

A rate-limit rejection is retried automatically — those are refused before monday creates anything, so a retry cannot duplicate a subitem. Anything ambiguous, such as a dropped connection, is deliberately not retried and is reported to you by item name instead. That means re-running the template on just the affected items is always safe: it will not double up what already worked.

Sharing templates with your team

Templates are stored per monday.com account, not per board and not per person. A template you save is immediately visible to every colleague who opens the Subitem Templates tab in the same account, on any board, and edits or deletions are visible to them too. There is no "publish" or "share" step.

That also means a colleague can change or delete a template you created. For processes that must not drift, it's worth agreeing who owns which templates — the app intentionally has no permission layer of its own, since monday's own account membership is the boundary that matters.

Free and Pro

Every feature is in the free tier, including applying to many items at once — the limits are on volume, not on what the app can do. Three templates and three items per run is enough to put the app through a real process rather than a demo, so you can judge it on your own work before paying for anything.

When you're at a limit, the app says so plainly — and in a bulk run it names the items it is going to use — then offers an upgrade button. Applying, editing and deleting existing templates keep working as normal. Billing is handled by monday.com through your account's own billing settings, and cancelling is done there too. If you cancel and have more than three templates saved, nothing is deleted — you keep applying and editing all of them, and you're asked to remove one only if you try to create a fourth.

Permissions and what the app stores

The app runs entirely inside monday.com. There is no Stonewren server, no database, and no account for you to create: the app's code is served as a static page and every read and write goes directly from your browser to monday's own API, authenticated as you.

What it reads

On the board you are working on, the app reads the board's columns and subscriber list (to offer owner and status options), and the current item's subitems when you use Capture. In a bulk run it also reads the names of the items you selected, so it can tell you which items the run will apply to and name any item whose subitem failed. It does not scan other boards and does not read your updates, files or personal profile data.

What it writes

Subitems on the items you apply a template to, and — when you use Undo — the deletion of exactly those subitems. Nothing else on your boards is created, changed or removed.

Where templates live

Your templates are stored in monday.com's own app storage, inside your account, using the storage API that monday provides for exactly this purpose. They are not copied to any Stonewren system and are not visible to Stonewren. Uninstalling the app leaves your subitems in place; the stored templates are removed with the app's data by monday.

Full details are in the privacy policy.

Troubleshooting

The owner, status or date didn't get filled in

The app can only set a column that exists on your subitems board — which is a separate board from the one you see, with its own columns. If your subitems have no People, Status or Date column, those parts of the template are skipped, and the app tells you which ones it skipped rather than failing silently. Add the missing column to the subitems board (open any subitem and add the column there), then apply again.

Someone is missing from the owner dropdown

Owner options come from the people subscribed to the current board. Add them as a board subscriber in monday and reopen the view.

Subitem Templates isn't in the views list

Check that the app is installed on the account, then look under Installed apps in the "Explore more views" search — installed apps are listed separately from monday's built-in views. If you have just installed it, refresh the page once.

The tab is empty, or a template won't save

Refresh the item view. If it happens again, it usually means a monday API call was rejected — the app shows the error text it received, and forwarding that text to support is enough for us to identify the cause.

A colleague can't see a template I saved

Templates are shared per account. Confirm you're both in the same monday.com account rather than two accounts under one company, and ask them to refresh the view.

Applying a template created duplicate lines

Applying twice creates two sets. Use the undo button in the confirmation message straight after the second apply, or delete the extra subitems on the board.

Support

Email support@stonewren.dev. Replies come from the person who built the app, normally within one working day (UK time). Bug reports that include the board type, what you clicked, and any error text the app showed get fixed fastest.

Feature requests are genuinely welcome — the app is small enough that a good suggestion can ship in days rather than quarters.

Changelog

Version 1.1 — July 2026

Applying to many items at once, from the board's selection bar: live progress, cancel mid-run, and a single undo for the whole run. Over-limit selections now name the items that will receive the template rather than just counting them.

Version 1.0 — July 2026

First release: templates with owners, statuses and relative due dates; apply with progress; capture from an existing item; undo an apply; account-wide template sharing; Free and Pro plans.