FAQ

How does the client approve without a monday seat? You send a signed link for one change request. The link is long, random, valid for 30 days by default (you can choose 7, 14, 30 or 60), and works for that request only. Whoever has the link opens a simple web page, reads the change and its cost, and approves or rejects. The page does not give access to your board or any other data, and you can revoke the link at any time.

Is the approval legally binding? The app records the client’s typed full name, the time, a keyed hash of their IP address and a hash of the terms shown, and gives you a printable approval record. It is not an e-signature service and does not produce qualified electronic signatures. Whether the record is enough for your contract is your decision; see the terms.

Can the client change their mind? A link allows one decision. To start over, withdraw or revoke the request and send a new link.

What happens if I edit a request after sending it? If you change the amount, hours, schedule impact, title or description, the open link stops working and the request returns to Draft with a note. You send a new link, so the client never approves a price that has changed.

What does the client see? Your company (name, logo and color on Pro, otherwise “Your service provider”), the reference, title, description, reason, amount, hours and schedule impact, and the project summary when a project is linked: original value, approved so far, this change and the new total.

What happens when the link expires? The status stays Sent and the view shows “link expired”. Nothing else changes. Send a new link if you still want the decision.

How long is the approval record available? While the link lives plus 90 days. It is a printable HTML page, not a PDF.

Does the app send email? No. Change Requests sends monday notifications, and it can write the approval link into a link column so that monday’s own email automations send it to the client.

Is my data stored by Kayabyte? The change requests themselves live on your monday.com board. The app stores its settings, register configuration, approval link records, decision records and the other records listed in the privacy policy, in monday code storage. Your board data is read from monday when needed.

Which fields does a change request have? Reference number, title, description, reason, amount, hours, schedule impact in days, project, requested by, client contact name and email, approval link, status, approved by and decided at.

What are the statuses? Draft, Sent, Approved, Rejected, Withdrawn and Invoiced.

Can I price by hours? Yes. Enter an amount directly, or hours times the hourly rate you set for the register. Money is in your account currency. Several currencies per project are not supported yet.

What is the project roll-up? For each project: original contract value (a column you pick), approved changes total, pending changes total and revised contract value. On Pro the app writes the totals into number columns on the project item, after every decision and hourly. The board view shows the same figures with percent growth on every plan.

How do I add the item view to a project item? Open the project item in monday, then: item card > + > Explore more views > Item Views Center > Installed Apps > Change Requests > Add to item. The item view then shows that project’s change requests and its totals, and lets you log a new one. Add it on items of the project board; on a register item it shows the request and its approval record.

What does the Change Requests view show on my project board? When registers use the board as their project board, the view shows a summary per project (original, approved, pending, revised, growth) for each of them, with a button to open the register board. Admins and board owners also get a small “Set up another register” action.

How do I know what to bill? Filter the register to Approved, or look at the “approved but not invoiced” total. Mark changes as invoiced one by one or in bulk when you have billed them. The app does not connect to invoicing systems.

Who is reminded, and when? On Pro, the requester and the board’s watchers get a reminder when a request has been Sent for 3 days and again at 7 days without a decision, once each. Pro also has a weekly digest of pending approvals and approved-not-invoiced changes.

What can I ask Sidekick? Three things, in plain words: which change requests are open and their total value, optionally for one project (“What change requests are open?”); what is approved but not invoiced (“What can we bill?”); and how a project’s scope has grown, with the original and revised value, the percent growth and the number of changes by reason. Sidekick only reads, never changes a request, a status or a board, and follows the same access rules as the board view: view-only users and guests get nothing. Sidekick needs monday’s AI features on your account.

Does the app use any other AI? No. The only AI is monday’s own Sidekick, which uses AI monday credits. The app sends no content to any third-party AI service.

Does it generate PDFs or collect e-signatures? Not in this version. The approval record is printable HTML. Also not included: email sending, sync with invoicing systems, subitems as change requests and several currencies per project.

What are the limits of the plans? Free allows 5 change requests sent per month, Basic 50, and Pro and Business unlimited. The register, approval links, printable record, CSV export and Sidekick are on every plan. The branded approval page, project roll-up write-back, reminders and weekly digest start at Pro, and several register boards at Business. Nothing is deleted if you downgrade. See pricing.

Who can do what? Account admins and register board owners configure the app. Members create, edit and send requests (an owner can restrict sending to owners). View-only users read. Guests get nothing.

Which languages are supported? English, German, Spanish, French and Portuguese, for the board view and the approval page. The approval page follows the client’s browser language. Notifications use the language of the manager who last saved the settings.

What happens when I uninstall? The app’s stored data is deleted, the access token is revoked and approval links stop working. Your change requests stay on your board, because they are items in your monday.com account.

Where is my data stored? In monday code storage in the EU. See the privacy policy.

I need help. Email support@kayabyte.dev. We aim to answer within one business day, and always within two.

Who can see the approval link in the Approval link column? Everyone who can open the register board can see and open that column, and anyone with the link can approve or reject for the client. If that is a problem, don’t map an Approval link column: the app then shows the link only in the board view, to people who can send requests, and you copy it from there. Board view-only users and guests never get the link from the app.

Which people see project names and contract values? Only people who can open the project board themselves. Someone who can open the register but not the project board sees the requests without project names, project summaries or contract values, and can’t link a request to a project.

Can I use one project board for several registers? Yes, but each register needs its own roll-up columns (Approved, Pending and Revised totals) on the project board. The app refuses a column that another register already writes to, because each register only knows its own requests.

Can I change the currency? Yes, in the account settings, but only while no request is waiting for the client’s decision (the currency is part of what a client approves). Existing amounts are not converted.

Why is my description cut off or refused? A Description column of type Long text holds up to 2,000 characters. A Text column holds 500, and the app refuses a longer description instead of cutting it. Choose a Long text column in Settings.

Can I undo “Mark invoiced” or change a decided request? Not in the app. A decided request is a record of what the client approved. If you marked a request invoiced by mistake, change its Status on the board in monday. The app asks you to confirm before it marks requests as invoiced.

What happens to the numbering when I remove the app from a board? Reference numbers are never reused. If you set the register up again on the same board, numbering continues after the last number. The decision records of the removed register are deleted.