Overview
The monday.com integration reads which of your people hold a monday.com seat, and what kind of seat each one holds — so you can compare the seats you pay for against the seats actually being used.
What the connection is for
monday.com prices by seat and distinguishes between seat kinds — an admin, a full member, a guest and a viewer are not the same commitment. A sign-in record cannot tell those apart: two people who both open monday.com every day may hold very different licences. Only monday.com’s own account data can say which, and that is what this connection is built to read.
Key Benefits
- Seat-level accuracy — the count of seats you hold, by kind, rather than a count of people who signed in
- Reconciliation against your contract — the seats in your monday.com agreement compared with the seats assigned
- Unused-seat visibility — assigned seats with no corresponding activity, which are the ones worth reclaiming at renewal
What you get
- A self-serve connection on the Integrations page
- Your API token stored encrypted, and checked against monday.com when you connect
- Connection status visible to your team, showing whether the token was accepted
Prerequisites
You need a License Logic account and a monday.com administrator. The monday.com side takes about five minutes.
License Logic Requirements
- Account: active License Logic subscription
- Role: a role holding Settings: Edit — that is what the Connect action checks
- Page: Integrations in the left sidebar, which requires Integrations: View
If the Integrations page is missing, or Connect does nothing. These are two different permissions. Integrations: View shows the page and the tiles; Settings: Edit is what allows a connection to be made. A user can hold the first without the second, see the tile, and be unable to complete the connection. Your License Logic administrator grants both in People → Roles.
monday.com Requirements
- Account: an active monday.com account
- Role: a monday.com admin. The API token inherits the permissions of the account that generated it, so a token created by a regular member can only see what that member can see
- Recommended: a dedicated admin service account, rather than a named person’s login — see the note below
- Network: nothing to install. License Logic calls monday.com outbound over HTTPS
Use a service account, not a person. The token runs with the permissions of whoever generated it. If it is generated on a named individual’s login, the integration inherits that person’s view of your account — and it stops working the day they leave, change role, or regenerate their own token for an unrelated reason. A dedicated admin account used only for integrations avoids all three.
Setup Guide
There is one connection method: a monday.com personal API token. Steps 1 and 2 are done in monday.com; step 3 is done in License Logic.
Step 1: Create a service account (recommended)
Add a user in monday.com dedicated to this integration and give it the admin role. Name it something unmistakable — License Logic Integration — so nobody later mistakes it for a person and deactivates it during a leaver process.
This consumes a monday.com seat. That is worth knowing before you create it. If you would rather not spend a seat, you can generate the token on an existing admin account instead — accepting that the connection is then tied to that person’s account.
Step 2: Generate the API token
Signed in as the account that will own the connection:
- Open the profile menu (your avatar, bottom left)
- Go to Administration → Connections → Personal API token
- Copy the token
The same value is available at profile menu → Developers → API token → Show. The token is a long string beginning eyJ.
Regenerating the token immediately invalidates the previous one. If anyone regenerates this account’s API token later, every integration using it stops working at that moment — including this one. That is another reason to use an account nobody else has a reason to touch.
Step 3: Connect in License Logic
- In License Logic, click Integrations in the left sidebar
- Find the monday.com tile and click Connect
- Optionally enter your Account slug — the first part of your monday.com URL, for example
acmeinacme.monday.com. This is used only to label the connection and can be left blank - Paste the API token from Step 2
- Click Connect
License Logic encrypts the token, stores it, and makes one authenticated call to monday.com to check it. The tile shows the connection as verified if that call succeeds. If it does not, your token is still saved — see Troubleshooting.
| Field | Required | What to enter |
|---|---|---|
| Account slug | No | The first part of your monday.com URL. Labels the connection only. |
| API token | Yes | The personal API token from Step 2. Stored encrypted; never shown again. |
What Data Is Synced
Users and seat kind
From monday.com’s GraphQL API, the users query returns everyone in your account with the seat kind each one holds:
| Field | Used for |
|---|---|
id |
Internal key |
name |
Display name |
email |
The join key to your License Logic employee records |
kind |
The seat kind — admin, member, guest or view_only. This is the field that separates a paid seat from one that is not |
status |
ACTIVE, INACTIVE or PENDING. Only active seats count as assigned |
last_activity |
Identifies assigned seats with no recent use |
created_at |
When the seat was first taken |
department |
Where present, for grouping by team |
Written against monday.com’s current fields, not the deprecated ones. monday.com has deprecated the older
is_admin,is_guest,is_view_only,is_pendingandenabledbooleans in favour ofkindandstatus, with removal scheduled for October 2026. Building on the replacements now means this integration does not break on that date.
Results are paged, so account size is not a constraint.
Where the purchased number comes from. monday.com does not publish an endpoint reporting how many seats you have bought — only who currently holds one. So the assigned side comes from the API and the purchased side comes from your monday.com contract in License Logic. That combination still answers the question that matters (bought against used); it is just worth knowing which half comes from where, particularly if your contract record is out of date.
Read-only, and narrow. The integration reads the account’s user list. It reads no boards, items, updates, files or board data of any kind, and it writes nothing. Note that the token’s reach is bounded by the account that generated it — which is the control you hold, and the reason the setup steps recommend a dedicated service account.
Where Your monday.com Data Appears
monday.com data lands in the places you already use to answer licence questions, rather than in a separate monday.com area you would have to remember to visit.
Applications
Your monday.com row on the Applications page shows seat facts rather than sign-in counts:
- Total licences — the seats you hold, sourced from the monday.com API rather than typed in by hand
- Assigned — how many of those seats are actually allocated to a person
- Breakdown by licence type — entitled against assigned, per licence, ordered so the largest gap is first. That top row is the one worth acting on, and it is rarely the alphabetically-first one
- Idle seats — the difference, which is the number that converts into a renewal conversation
Application drill-down
Opening monday.com shows every seat holder and the kind of seat they hold, with their last activity. Guests and view-only users are visible as such, so a headcount is not mistaken for a paid-seat count.
Insights → Employee
Each employee’s record gains monday.com as a source alongside SSO sign-in, desktop agent and card-spend data. Opening a person shows the applications they hold, so a leaver review or a role change can see the monday.com seat in the same place as everything else they hold.
Suppliers and renewals
Because seat counts arrive as data rather than as a number someone typed into a contract, your monday.com agreement can be compared against actual allocation as the renewal approaches — which is the moment the difference is worth money.
Guests and viewers are counted separately from paid members, deliberately. Rolling every account holder into one number is how a seat report ends up saying you are over-licensed when you are not. The breakdown by kind is the point of reading this field at all.
Two switches, not one. A tenant needs the integration connected and the licence display enabled for it. That is deliberate: it stops a seat panel appearing for a tenant whose connection cannot actually compute one, which would show an empty panel rather than an honest absence. We enable both together and tell you when we have.
Sync Schedule & Refresh
Daily sync
License Logic reads monday.com once per day, overnight UTC, in the same window as our other licence integrations. Each run replaces the previous day’s picture, so revoked seats and new assignments are both reflected without anything to reconcile by hand.
Initial sync
Your first sync is scheduled once your connection is confirmed, and completes in seconds to a minute or two, depending on how many people are in your monday.com account.
What triggers a sync
- Initial connection — your first sync is scheduled once your connection is confirmed
- Daily scheduled sync — automatically, once per day
- Reconnection — reconnecting with new credentials resumes syncing on the next scheduled run
A failed sync leaves yesterday’s data in place. If a run cannot complete — monday.com is unreachable, or the credential has been revoked — License Logic keeps the previous successful result rather than emptying the panel. “This tenant has no licences” and “we could not read them today” look identical on screen, so we never let a failure produce the first one.
Disconnecting monday.com
Disconnecting deletes your stored monday.com credentials. They are removed from the database outright, not disabled behind a flag, so reconnecting means entering them again, and any data already synced is removed with them. Your monday.com account itself is untouched, but you may need to issue a new credential there if you did not keep the original.
To disconnect:
- Go to Integrations in the left sidebar
- Find the monday.com tile (showing “Connected”)
- Click Disconnect
- Confirm in the dialog
Revoking from the monday.com side
In monday.com, regenerate or revoke the API token on the account that owns it (profile menu → Administration → Connections → Personal API token). The connection stops working immediately, and nothing else about that account is affected. Deactivating the service account entirely has the same effect.
Revoking on the vendor side and disconnecting in License Logic are independent. Doing both is the complete removal: one stops the credential working, the other removes our copy of it.
Security & Data Handling
What License Logic holds
A single monday.com API token — never a user password. License Logic cannot sign in to monday.com as a person, and the token can be revoked without touching anyone’s account. Optionally, your account slug, which is not a secret.
| Control | Detail |
|---|---|
| Encryption at rest | AES-256-GCM with a random initialisation vector per value, applied before the value is written to storage |
| In logs | Never written. Connection events are logged with the credential values redacted |
| Retrievable via API | Never returned — not even to your own administrators. The connection-status endpoint is built from the non-secret fields only, so a secret cannot be read back through it |
| In transit | TLS 1.2 or above, passed in a request header or form body. Never placed in a URL or query string |
| Who can connect or disconnect | Only a user holding Settings: Edit in your License Logic tenant |
| Who can see the connection status | A user holding Integrations: View. Status shows the non-secret settings, whether the connection is verified, and when it was made |
| Tenant scope | Stored against your License Logic tenant. Connect, status and disconnect are all keyed on the caller’s own tenant, so no request from another customer can reach your connection |
| Permissions the token carries | Whatever the generating account holds in monday.com. License Logic cannot widen this — if you want to narrow what we could ever see, narrow the account |
Verification on connect
When you click Connect, License Logic stores your credentials and then makes one live call to monday.com to check them. The tile shows verified if that call succeeds.
A failed check never discards your credentials. They are stored first and checked second, deliberately: a network problem on our side must not cost you a credential you have already generated. If the check does not succeed, the tile reports that the credentials were saved but not yet confirmed, and you can correct the details without going back to monday.com to issue a new one.
Access control
- Settings: Edit is required to connect or disconnect
- Integrations: View is required to see the Integrations page and connection status
- All endpoints are authenticated through your License Logic session
Data retention
Credentials are retained until you disconnect, at which point they are deleted from the database outright rather than disabled behind a flag.
Revoking the token in monday.com stops the connection immediately, whether or not you also disconnect in License Logic. Doing both is the complete removal.
For more about License Logic’s security practices, see our Security Policy or contact security@licenselogic.co.
Troubleshooting
“Credentials saved, verification pending”
The token was stored but monday.com did not accept it. In order of likelihood:
- The token was truncated. These tokens are long; a copy that missed the start or end is the single most common cause. Copy it again, from the field rather than from a screenshot or a chat message
- The token was regenerated. Generating a new token on that account invalidates the old one instantly. Paste the current value
- The account was deactivated or lost its admin role
Your token is stored either way, so you can correct it by reconnecting — you do not need to generate a new one in monday.com unless the old one is genuinely invalid.
The Connect button does nothing, or the tile is missing
This is almost always permissions. Integrations: View shows the page; Settings: Edit is required to actually connect. Ask your License Logic administrator to check both in People → Roles.
Connected, but no data has appeared yet
Your first sync is scheduled once your connection is confirmed, so data appears shortly after rather than the instant you click Connect. If the tile shows the connection as verified, the credential side is done. If nothing has appeared after your first scheduled sync, contact support and we will look at the run.
Which account slug should I enter?
If your monday.com is at acme.monday.com, the slug is acme. It is optional and is only used to label the connection, so leaving it blank affects nothing.
Frequently Asked Questions
Does License Logic receive our monday.com password?
No. The connection uses an API token that your administrator generates inside monday.com. It can be revoked at any time without affecting the account it belongs to.
Can License Logic change anything in monday.com?
No. The integration reads account and seat information. It does not create, edit or delete boards, items, users or settings. Today it does not read anything at all.
Does the token give you access to our boards and their contents?
The token carries the permissions of the account that generated it, so technically it is scoped by that account rather than by us. This is why the guide recommends a dedicated service account: it is the mechanism you control. What License Logic is reads is the user list and seat kinds — not board contents.
Will connecting cost us a monday.com seat?
Only if you create a dedicated service account for it, which is the recommendation. Using an existing admin account costs nothing extra but ties the connection to that person.
Who at our company can see this connection?
Anyone with Integrations: View can see that monday.com is connected, the account slug, and whether the token was verified. The token itself is never shown to anyone, including your own administrators.
What happens if we disconnect?
The stored token is deleted from License Logic, and any monday.com data already synced is removed with it. Your monday.com account itself is untouched — the token remains valid there until you revoke it.
Support
If you need help with the monday.com integration:
- Email: support@licenselogic.co
- In-app chat: click the chat icon in the bottom-right corner of License Logic
- Security questions: security@licenselogic.co
When contacting support, please include your company name, your monday.com account slug, and a description of the issue. Never send a credential by email — if we need to look at a connection, we can do so from our side.
If you would like to be told when the sync for this integration is enabled, say so and we will add you to the notification list for it.