Boards get messy. Items go overdue. Timers keep running. Statuses go stale.
Even with automations in place, these problems keep showing up. That’s because monday.com’s native automations are reactive. They only respond after something changes. For teams managing dozens or hundreds of workflows, that’s not enough.
Automation has come a long way on monday.com, but this limitation is holding back operations teams from true scalability and governance. Reactive tools respond to problems. Proactive tools prevent them.
The Hidden Limitation: How Reactive Automation Falls Short
Reactive automation is event-based. That means something must change first: a status updates, a new item is created, or a date arrives. Only then does the automation run, and only on that single item.
For example:
- A task is marked as done, so it notifies the manager
- A date arrives, so the item is moved
These are helpful, but they don’t clean up your boards or enforce consistency at scale.
They don’t:
- Scan your board for overdue tasks
- Alert you about stale or idle items
- Update dozens or hundreds of records in one sweep
- Ensure timers aren’t running days after they should stop
For admins and operations teams, this creates a maintenance gap. Boards slowly get cluttered. Data gets outdated. And soon, the very system that was supposed to simplify your workflow becomes another source of friction.
Proactive Automation: A New Class of Control
What if you could scan your boards every day, flag overdue tasks, stop running timers, and clean up stale items without touching a single status or waiting for something to change?
What if your workflows didn’t just react, but anticipated?
Imagine automation that doesn’t wait for an item to update. Instead, it checks every item on a schedule you define, evaluates conditions, and takes action across the board. This isn’t about adding more rules; it’s about establishing true operational oversight that runs on autopilot.
That kind of functionality has never existed inside monday.com, until now.
Automation Scheduler brings this vision to life. It lets you run proactive automation sequences on a schedule, scanning your entire board and acting on every match. The result: clean boards, enforced rules, and consistent data without the manual upkeep.
This is how your boards stay clean, consistent, and scalable.
That kind of proactive functionality doesn’t exist natively on monday.com. But now, it does.
Use Cases: Where Proactive Automation Shines
Let’s take a closer look at some specific types of bulk automations that were nearly impossible before Automation Scheduler.
1. Daily Overdue Task Management
Every morning, scan for tasks that are overdue. Change their status, notify owners, or escalate them to a manager.
2. Time Tracking Enforcement
Each day at 5 p.m., scan for items with active timers. Stop them automatically to ensure accurate logs.
3. Weekly Cleanup
Every Friday, archive completed items that haven’t been touched in over 14 days. Keep boards focused without manual cleanup.
4. Pipeline Expiry Checks
Weekly, flag deals that have exceeded the typical sales cycle length for review.
Flag outliers in your sales process.
5. Time Tracking Enforcement
Each day, scan for items stuck in “In Review” for 3+ days. Notify team leads to take action.
Make sure work continues without unnecessary delays.
6. Weekly Cleanup
Every Friday, check for upcoming software renewals.
Prompt team leads to confirm seat utilization and reassign or cancel as needed.
We’re just scratching the surface of what’s possible with proactive automation. Chances are, your teams have board maintenance routines of their own ready to be automated.
Put Board Maintenance on Autopilot
Take control of your monday.com workflow with Automation Scheduler: a powerful way to eliminate manual board maintenance using scheduled, rules-based automation.
Inside Automation Scheduler: How It Works
Automation Scheduler was purpose-built by CarbonApps to add proactive automation to monday.com. It adds functionality monday doesn’t natively support, including:
Filter Recipes (Identifiers)
Define which items to process. Filters can be created using combinations like:
- Status + Date (e.g., Completed before today)
- Status + Number (e.g., Urgent tasks with priority score above 3)
- Time Tracking (e.g., Timer is currently running)
- Last Updated (e.g., Items untouched in 7 days)
Action Recipes
Define what should happen to matching items. Actions can:
- Change status
- Notify people
- Stop timers
- Archive items
- Push dates
- Trigger another automation
Triggers
You can run automations:
- On a set schedule (e.g., daily at 5 p.m.)
- On demand with the click of a button
Each automation is board-wide. You aren’t limited to one item at a time. This makes cleanup, oversight, and governance faster, easier, and repeatable.
Who It’s For
If you’re responsible for data quality, operational consistency, or board governance in monday.com, this tool is for you.
- Admins: Maintain board health without hours of manual scanning and cleanup. Perfect for streamlining status updates, archiving, and daily check-ins.
- Operations Teams: Keep workflows consistent and enforce process rules. Use automation to eliminate bottlenecks and maintain team accountability.
- IT/Systems Architects: Deploy repeatable automations that reduce risk and manual oversight. Ensure compliance and standardization across every workspace.
- Power Users: Build scalable systems that actually manage themselves. Create automation stacks that keep your processes running, even when you’re not.
Automation Scheduler isn’t just a nice-to-have. For growing teams, it’s critical infrastructure for sustainable board management as you scale.
Start Scheduling Automations Today
Take control of your workflow with a reliable solution that replaces redundant board maintenance on monday.com.
