Get started

Before you begin

A monday.com account where you can add apps. Optionally, a project board with one item per project, to link change requests to projects and keep a running contract value.
For the project roll-up, a Number column for the original contract value on the project board (and, on Pro, number columns for the totals, or let the app create them).
An account admin, to authorize the app once.

1. Install and add the board view

Install the app from the monday.com marketplace (install link). Then open a board, click + next to the board views, choose Apps, then the Change Requests view.

Add the item view to project items (optional). The item view lists a project’s change requests and totals on the project’s item card. Open a project item, then: item card > + > Explore more views > Item Views Center > Installed Apps > Change Requests > Add to item. Do this on the project board, not on the register board.

2. Authorize once

The first time, an account admin clicks Authorize as admin. This lets Change Requests read items, send reminders, write statuses, decisions and totals, and record clients’ decisions for the whole account. Other users don’t need to do anything.

3. First-run setup

Choose the register. There are three ways:
- Set up this board. The app uses the columns of this board that already fit and creates the rest. You keep working right here.
- Choose the columns myself in Settings: Project (board relation, optional), Status, Amount, Hours, Schedule impact days, Reason, Requested by, Client contact name and email, Approval link, Approved by, Decided at, Reference number and Description.
- Create a separate register board. The app creates a new board with all the columns, makes you its owner and saves the setup. Then add the view on the new board: click Open the new board, click + in its view bar, choose Apps and Change Requests. The register opens there, already set up. (The monday API can’t add a view for you, so this one step is manual.)
If you start the app on your project board, use the third way: keep the change requests on a separate register board, linked to the project board. Select the project board in “Project board (optional)”, then click Create the register board and add the view on the new board. Don’t add the register’s columns to your project board. When you open the Change Requests view on the project board again later, it shows the summary of each linked register with an Open the register board button, and a small Set up another register action for admins and board owners.
Link projects (optional). Pick the project board and the number column that holds the original contract value. On Pro, pick or create the columns for Approved changes total, Pending changes total and Revised contract value.
Set the basics in Settings. Currency (account currency), an hourly rate if you price by hours, how long approval links are valid (7, 14, 30 or 60 days), watchers, your language, and on Pro your branding.

Create and price a change request

Click New change request in the board view, or on a project item. Give it a title, a description the client will read, a reason (Client request, Unforeseen condition, Design change, Regulatory, Internal error or Other), and the cost: an amount, or hours times your rate. Add the schedule impact in days and the client contact. A reference number such as CR-0007 is assigned, and the request starts as Draft. You can edit a draft freely.

Send it for approval

Choose Send for approval. The app creates the link, shows a copy button and writes the link into the Approval link column. The status becomes Sent.
To send it to the client, use monday’s own automation, for example “When status changes to Sent, send an email” with the link column, or an Outlook or Gmail integration. Change Requests does not send email.
The link is valid for 30 days by default, for one decision. You can revoke it at any time, or withdraw the request.

Editing a sent request. If you change the amount, hours, schedule impact, title or description of a sent request, the open link is voided, the status goes back to Draft with a note, and you must send a new link. The client never approves a price that has changed.

What the client sees

The client opens the link in any browser, with no monday seat. The page shows your company (name, logo and color on Pro; otherwise “Your service provider”), the reference, title, description, reason, amount, hours and schedule impact, and, when a project is linked, the project summary: original value, approved so far, this change and the new total.

The client can: - Approve by typing their full name and ticking “I approve this change and its cost”. - Reject, with a reason (required).

The page is available in English, German, Spanish, French and Portuguese, following the client’s browser language. After the decision, the client sees a confirmation and a printable approval record.

What happens on a decision

The register item gets its Status, Approved by and Decided at.
An update on the item records the decision summary.
The requester and the watchers are notified.
The project roll-up is recomputed (Pro writes it back to the project item).
The link column is cleared and the link stops accepting decisions.

The approval record is a plain HTML page you can print or save from your browser. It is available while the link lives plus 90 days. The app records the client’s typed name, the time, a keyed hash of their IP address and a hash of the terms shown.

The register

The board view shows a table of change requests with filters (status, project, reason, date range) and totals: pending, approved, invoiced and approved but not invoiced. A per-project summary shows original value, approved, pending, revised value and percent growth. Actions: create, edit a draft, send for approval, withdraw, revoke a link, mark invoiced (one or in bulk) and export to CSV.

Reminders and weekly digest (Pro)

A request that has been Sent for 3 and for 7 days without a decision sends one reminder to the requester and the watchers each time. In the account settings turn on the weekly digest: each watcher gets one notification a week listing pending approvals and approved-not-invoiced changes. When a link expires, the status stays Sent and the view shows “link expired”.

Project roll-up (Pro)

With write-back on, the app writes Approved changes total, Pending changes total and Revised contract value into the number columns you picked on the project item. Values are recomputed after every decision and hourly, and only changed values are written.

Who sees what

Account admins and register board owners configure the app. Account-wide settings and authorization are for admins only.
Members create, edit and send change requests. A board owner can restrict sending to owners.
View-only users read the register and nothing else.
Guests get nothing.

Sidekick

Ask monday’s AI assistant “What change requests are open?”, “What is approved but not invoiced?” or “How much has this project’s scope grown?”. Sidekick follows the same access rules and only reads.