How-to guide
Count Done Subitems on the Parent Item ('3 of 7 Done') in monday.com
monday.com only shows a status distribution bar natively. How to write real '3 of 7 done' counts and percentages into parent columns you can automate on.
Updated Published
Direct answer: monday.com has no native way to put a done-subitem count like “3 of 7” on the parent. The built-in summary shows only a colored status distribution bar. To get real numbers, write two rollup rules into parent Numbers columns: COUNT_BY_LABEL (Done) for the done count and COUNT for the total. Percentage and status-flip variants use the same setup with a different function.
What does monday.com show natively?
Right-click the subitem Status column header and choose Show summary on parent item. The parent row gets a colored bar showing the distribution of subitem statuses; hovering reveals percentages. That bar is all monday.com offers natively for subitem completion, and it’s useful for scanning a board.
What it can’t give you is a number. The bar is a mirror-type summary: automations can’t react to it, formula columns can’t read it, and exports and many dashboard widgets treat it as empty. There’s no “3”, no “7”, no “43%” anywhere you can use. If a glanceable bar is all you need, use it and stop — it’s free.
How do you count done subitems on the parent?
SubItems Pro writes subitem aggregates into real parent columns. For the done count:
- Add the Rollup Sync board view to your board and authorize it once (standard monday.com OAuth, one time per account).
- Add a Numbers column on the parent board and call it “Done”.
- Create a rule: source = the subitem Status column, function = COUNT_BY_LABEL, labels = your “Done” label, target = the “Done” column.
- Save with auto-sync on.
The parent now shows 3 when three subitems are marked Done, and webhooks update it within moments of any subitem change. Pick multiple labels if more than one counts as complete. “Done” plus “Skipped” is common. Syncs are unlimited and never consume plan actions. The free plan covers one board and one rule. Setup details live in the user guide.
How do you get the “of 7” total?
Add a second rule with COUNT into another Numbers column (“Subitems”). COUNT tallies subitems that have a value in its source column, so point it at a column every subitem fills in.
Because both results are ordinary parent columns, a formula column can read them (formulas only choke on subitem values). So a display string is one formula away:
CONCATENATE({Done}, " of ", {Subitems}, " done")That gives you the literal “3 of 7 done” text on every parent, driven entirely by subitem statuses.
Want a percentage instead of a count?
Swap the function to PERCENT_BY_LABEL: same source Status column, same Done label(s), targeting a Numbers column such as “Progress %”. The parent shows a rounded whole number, 43 when 3 of 7 subitems are done. Subitems with no status set still count toward the total, so the percentage reflects true completion rather than “percent of the ones somebody remembered to label.”
A percentage is usually the better choice for dashboards and sorting; the raw count is better when people ask “how many are left?” Full progress-display options are in showing subitem progress on the parent item.
Can the parent status flip when enough are done?
Yes. THRESHOLD_STATUS turns the count into an action. Configure the labels that count as done, a threshold percentage, a label to set when the threshold is met, and a fallback label. Example: when ≥ 80% of subitems are Done, set the parent to “Ready for review”, otherwise “In progress”. This and the other status-driven approaches are walked through in setting the parent status from subitem statuses.
Does this work for dropdown labels too?
Yes. Dropdown columns take the same two counting functions, which matters when subitems are tagged by category rather than status: “how many deliverables are tagged Client-facing?” A subitem whose dropdown cell holds several labels counts once if any of them match your chosen set.
Which function do you need?
| You want on the parent | Rule | Target column |
|---|---|---|
| Done count (“3”) | Status → COUNT_BY_LABEL (Done) | Numbers |
| Total subitems (“7”) | COUNT | Numbers |
| ”3 of 7 done” text | Both rules + a formula column | Formula |
| Percent done (“43”) | Status → PERCENT_BY_LABEL (Done) | Numbers |
| Status flip at 80% | Status → THRESHOLD_STATUS | Status |
| Dropdown tag tally | Dropdown → COUNT_BY_LABEL | Numbers |
For everything else subitems can roll up, see the complete subitem rollup guide.
Frequently asked questions
Does monday.com count completed subitems natively?
No. The native 'Show summary on parent item' option displays a colored status distribution bar on the parent (hover for percentages), but there is no built-in way to get a done count as a number you can sort, chart, or automate on.
How do I show '3 of 7 subitems done' on a monday.com parent item?
Write two rollup rules into parent Numbers columns: Status → COUNT_BY_LABEL with your Done label for the done count, and COUNT for the total. In SubItems Pro both update automatically via webhooks, and a formula column can combine them into a '3 of 7 done' display.
How do I show the percentage of subitems done instead of a count?
Use PERCENT_BY_LABEL with your Done label, targeting a Numbers column. The parent then shows a rounded whole number like 43, measured against all subitems (including ones whose status is still blank), so it reflects true completion.
Can more than one label count as done?
Yes. COUNT_BY_LABEL and PERCENT_BY_LABEL take a set of labels, so you can count 'Done' plus 'Skipped' (or any combination) as complete in a single rule.
Can the parent status flip automatically when enough subitems are done?
Yes. Use THRESHOLD_STATUS: when at least N% of subitems match your chosen labels, the parent status is set to one label, otherwise to a fallback label. For example, 80% done sets the parent to 'Ready for review'.
Does counting work for dropdown columns too?
Yes. Dropdown columns support COUNT_BY_LABEL and PERCENT_BY_LABEL as well. A subitem whose dropdown cell holds several labels counts once when any of its labels match the ones you picked.