Overview
Shared Contacts lets monday campaigns use your monday CRM contacts board as its source for campaign recipients, instead of maintaining a separate Marketing Contacts board. Once set up, both products work from the same board, giving you one source of truth for contact data across marketing and sales.
Your team can manage contact details, lifecycle information, and campaign eligibility in one place. You can segment audiences using CRM data, control which contacts receive campaigns, and keep marketing and sales aligned around the same records.
Before you start
Permissions required
- Only an admin with the Manage Campaigns Settings permission can enable Shared Contacts. Without it, you can view the intro modal, but you'll be asked to contact your admin to proceed
- To share a CRM contacts board, you must be its Owner. Assign yourself as Owner before continuing if you're not already
Account requirements
- You have at least one CRM contacts board in your account
- Shared Contacts hasn't already been set up (only one shared board is allowed per account)
- No other Shared Contacts setup is currently running for your account
How to set up Shared Contacts
Step 1: Start the setup
Go to your monday campaigns contacts board and click Set up shared contacts in the board header. A tooltip appears explaining that Shared Contacts connects CRM and campaigns through one board. Click Set up to continue.
Step 2: Review what will change
A modal explains what setup will do:
- Contacts from CRM and campaigns will be managed through one shared board
- Campaigns users will move to the shared board, and existing contacts will remain available
- Any workflows connected to your current contacts board will need to be reconfigured afterward
Click Start setup to continue, or Keep current setup to cancel.
Step 3: Select your CRM board
Choose the CRM contacts board you want to share from the dropdown, which shows the board name, workspace, and contact count for each option.
Leave Include Campaigns contacts in the shared board checked to migrate your existing campaigns contacts into the CRM board. Uncheck it if you'd rather start with only the contacts already on the CRM board.
Click Confirm to proceed, or Back to return to the previous screen.
Step 4: Map additional columns (optional)
If you kept campaigns contacts included, a column mapping screen shows any campaigns columns that couldn't be matched automatically. For each one, you can:
- Map it to an existing CRM column of the same type
- Map it to a new column, which creates a matching column on the CRM board
- Choose not to map it, which skips that column's data
A column can only be mapped once, and only columns of the same type can be mapped to each other. Click Map columns to confirm, or Back to change your board selection.
Step 5: Let setup finish processing
Setup runs in the background while you keep working. A progress notification tracks board setup, contact migration, and name splitting, and lets you know when everything is complete.
What happens during setup
Setup makes the following changes:
- Board configuration – the CRM board is configured so campaigns can read and write to it, and the First Name, Last Name, Email Subscription Status, Is Marketing Contact, and Legal Basis columns are added
- Contact migration – if included, campaigns contacts are matched to the CRM board by email. Matching emails update the existing CRM row, new emails create a new row, and contacts without an email always create a new row. Migrated contacts are grouped under "Shared Contacts Migration"
- Name splitting – this always runs. For any contact with an empty first name column, the item name is split at the first space, with everything before it becoming the first name and everything after it becoming the last name
Before migrating, make sure each item's Is marketing contact column is set to either Pending or Is marketing contact, and that Status and Dropdown column values match the labels on the target board. Items that don't meet this won't be copied over.
How to use the Shared Contacts board
Once setup is complete, you can start using the shared board directly from monday campaigns.
Step 1: Open the shared contacts board
In the monday campaigns left pane, click Contacts. This opens the shared monday CRM contacts board that monday campaigns now uses as its contact source.
Step 2: Build segments using monday CRM data
Create campaign segments using the columns and data on the CRM board, including lifecycle stage, owner, location, or any custom CRM field. To build a segment, go to Tools > Segments and click Create segment.
You'll see your connected Contacts board under the Segment board section.
Step 3: Choose a segment when sending a campaign
When you send a campaign, select the segment you want to send to. You'll also see which board the segment is based on, so you can confirm you're targeting the right contact source.
Step 4: Manage marketing eligibility
Use the Is marketing contact column on the shared board to control which contacts are eligible to receive campaigns. Change this column to include or exclude contacts from marketing communications.
What happens to existing campaigns and workflows
Segments and scheduled campaigns
Segments built from your old campaigns board are automatically archived once Shared Contacts is enabled. They still appear, grouped under Archived segments in the audience dropdown, but you can't select them. Any scheduled campaign using an archived segment is blocked from sending with a clear error message. Recreate those segments using the shared board, then update your scheduled campaigns to use them.
Automation workflows
Campaign workflows built on the old contacts board are automatically disabled after setup. If a legacy workflow tries to trigger, it's disabled with a message telling you to recreate it on the shared board, no emails are sent to mismatched contacts. Old workflows can't be reactivated on the legacy board, so recreate them using the shared CRM board instead.
Limitations
- Each account can have only one shared contacts board, and you can't switch to a different board through the UI once it's set up
- Only one setup process can run at a time per account
- Contacts are matched by email only. Contacts with the same email are treated as duplicates, and contacts without an email are always created as new rows
- Duplicate emails on your campaigns board are all created as new CRM rows rather than merged. Duplicate emails already on the CRM board are excluded from update matching
- Only the 9 supported column types can be migrated. Mirror, Formula, Integration, File, Timeline, Board Relation, and Color Picker columns can't be migrated
- Large contact lists (10k or more) can take 10 to 30 minutes to process
- Once Shared Contacts is enabled, there's no self-service way to disconnect the boards. Contact support if you need to revert
FAQs
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.