SubItems Pro User Guide

SubItems Pro is a monday.com app that removes the manual work around subitems. It does two jobs:

1. Bulk operations — create, clone, and edit subitems across many items at once (Board View, works on multi-selected items).
2. Rollup Sync — automatically roll subitem values up to parent item columns (sums, progress, statuses, dates, assignees, and more), kept in sync by webhooks in the background.

Every feature is available on every plan, including Free. Plans only change how much you can use per month. A 14-day trial at the Pro level starts automatically when you install.

Getting started

Install and open the app

1. Install SubItems Pro from the monday.com marketplace.
2. Open any board and select one or more items (tick the checkboxes on the left of each item).
3. In the item action bar that appears, choose SubItems Pro. The app opens with four tabs: Create, Clone, Edit, and Settings.

For Rollup Sync, add the “SubItems Pro — Rollup Sync” view to your board instead: click + in the board’s view tabs → Apps → choose Rollup Sync.

Requirements

• You need a member or admin seat. Viewer accounts cannot use the app — monday.com does not allow viewers to make API changes, so the app shows a notice instead.
• The board must have (or will get) a subitems column. If your items have never had subitems, SubItems Pro handles the first-time setup automatically during creation.

Create subitems in bulk

Add up to 50 subitems per selected item in one operation — across as many selected items as you like.

1. Select the parent items on your board and open SubItems Pro.
2. On the Create tab, enter the number of subitems (1–50) and a name for them.
3. (Optional) Choose what the new subitems should inherit from their parent item: Copy All (every supported column automatically) or Manual (pick individual columns).
4. Click Create Subitems. A progress indicator shows the batch running; you’ll see a summary when it completes.

Value inheritance — 18 supported column types

New subitems can copy values from their parent item for these column types:

Status	Person	Date
Timeline	Numbers	Link
Email	Checkbox	Phone
Country	Location	Tags
Rating	World Clock	Week
Text	Long Text	Hour

Missing columns are created for you

If you inherit a column that doesn’t exist on the subitem board yet, SubItems Pro creates it automatically — in the same order as the parent board, and for Status columns with the same labels and colors. No manual column setup needed.

Clone subitems (templates)

Copy the subitem structure of one item onto many others — ideal for reusable checklists: onboarding steps, QA passes, delivery phases.

1. Select all the target items that should receive the subitems, and open SubItems Pro.
2. On the Clone tab, pick the source item whose subitems you want to copy.
3. Review the source’s subitem list — untick any subitems you want to leave out.
4. Toggle Include column values on if you want the copies to carry the source subitems’ values (status, dates, people, etc.), or off to copy names only.
5. Click Clone Subitems. Each target item receives its own copy.

Tip: keep one “template” item per board with your standard checklist. Cloning from it takes seconds and keeps every project consistent.

Edit subitems in bulk

Change column values across all subitems of every selected item in one pass — for example, set status to “Done” and move the date on 120 subitems at once.

1. Select the parent items and open SubItems Pro.
2. On the Edit tab, the app loads all subitems under your selection and shows the total.
3. Click Add field, choose a column, and set the new value. Add as many field updates as you like (each column once).
4. Click Update Subitems. All updates apply to every loaded subitem, batched for speed.

17 editable column types: Status, Person, Date, Numbers, Checkbox, Text, Link, Email, Long Text, Rating, Phone, Timeline, Country, Tags, World Clock, Week, Hour.

Rollup Sync — subitem values on the parent, automatically

Rollup Sync watches your subitems and writes aggregated values to parent item columns. Configure a rule once; webhooks keep the parent up to date whenever a subitem changes. Syncs are unlimited on active boards — they never consume actions.

Unlike monday.com’s native subitem summary column (a mirror), Rollup Sync writes to real columns — so the values work in automations, formulas, dashboards, and integrations.

One-time authorization

The first time you open the Rollup Sync view on an account, click Authorize SubItems Pro and approve the monday.com OAuth prompt. This lets the background service update your boards even when nobody has the app open. You only do this once per account.

Setting up a rule

Each rule is: source subitem column → function → parent target column.

1. Open the Rollup Sync view on your board.
2. Click Add Rule.
3. Choose the source column on the subitem board (e.g., a Numbers column “Hours”).
4. Choose the function (e.g., SUM). Available functions depend on the source column type — see the reference below.
5. Choose the target column on the parent board (the app only offers compatible types; e.g., SUM → a Numbers column).
6. (Optional, paid plans) Add a subitem filter so only some subitems count.
7. Turn on auto-sync and click Save. Use Sync now anytime to recalculate on demand.

Function reference — 10 source column types, 25 functions

Numbers → SUM, AVG, MIN, MAX, COUNT (target: Numbers)

Status

• ALL_DONE — writes the label when every subitem shares it (target: Status)
• MOST_COMMON — most frequent label (target: Status)
• COUNT_BY_LABEL — how many subitems have the labels you choose (target: Numbers)
• PERCENT_BY_LABEL — % of subitems with those labels (target: Numbers)
• THRESHOLD_STATUS — if ≥ N% of subitems match your labels, set one parent label, otherwise another (target: Status). Example: “when 80% of subtasks are Done, mark the parent Ready for review.”

Date → EARLIEST, LATEST (target: Date), COUNT_SET (target: Numbers)

Timeline → SPAN — earliest start to latest end (target: Timeline), EARLIEST_START, LATEST_END (target: Date)

Rating → SUM, AVG, MIN, MAX, COUNT (target: Numbers)

Checkbox → COUNT_CHECKED, PERCENT_CHECKED (target: Numbers), ALL_CHECKED — checks the parent when every subitem is checked (target: Checkbox)

Hour → SUM_HOURS, AVG_HOURS — as decimal hours, e.g. 27.5 (target: Numbers)

Time Tracking → SUM_TRACKED, AVG_TRACKED — total/average tracked time in decimal hours, completed sessions only (target: Numbers)

People → COUNT_UNIQUE — unique people/teams across subitems (target: Numbers), MIRROR_ALL — the combined, de-duplicated set of all subitem assignees on the parent (target: People)

Dropdown → COUNT_BY_LABEL, PERCENT_BY_LABEL (target: Numbers), UNIQUE_LABELS — union of all subitem labels (target: Dropdown)

Filtered rollups (Basic plan and above)

Any rule can carry a subitem filter: pick a Status column on the subitem board and the labels that should count. Only matching subitems feed the calculation.

Example: SUM of “Hours” where subitem Status is “Billable” — the parent shows billable hours only.

Subitems whose filter status is unset are excluded (fail-safe). Filters are the only paid capability in Rollup Sync; every column type and function is free.

Good to know

• Progress percentage on the parent: use Status → PERCENT_BY_LABEL with your “Done” label, targeting a Numbers column.
• Rules recalculate when subitems change. Deleted or renamed labels show a warning in the rule editor so you can fix the selection.
• A board counts toward your plan’s board limit once it has saved rules. You can deactivate a board anytime from the plan bar to free the slot.

Plans, actions, and limits

Everything is included on every plan. Plans differ only in monthly volume.

Plan	Actions/month	Rollup boards	Rules/board	Monthly	Yearly
Free	20	1	1	$0	$0
Basic	500	2	5	$8/mo	$6/mo
Standard	2,000	10	10	$18/mo	$14/mo
Pro	5,000	25	10	$38/mo	$30/mo
Business	15,000	50	25	$68/mo	$54/mo
Unlimited	Unlimited	Unlimited	50	$118/mo	$94/mo

• What counts as an action: creating one subitem = 1, cloning one subitem to one target = 1, editing one subitem = 1. Inheritance is free (part of the create). Browsing and selecting are always free.
• Rollup syncs never count as actions — within your active boards, syncing is unlimited.
• Trial: 14 days at Pro level (5,000 actions, 25 rollup boards). After the trial you land on Free — nothing breaks, you just have the Free volume.
• Usage and renewal date are visible anytime on the Settings tab, with a one-click upgrade.
• Subitem filters on rollup rules require Basic or above.

Troubleshooting & FAQ

“This app can’t be used with a viewer account.” monday.com viewers can’t write via the API. Ask an admin for a member seat.

My rollup isn’t updating. Check that (1) the account completed the one-time authorization, (2) auto-sync is toggled on and the rule is saved, and (3) the rule’s source/target columns still exist. Sync now forces a recalculation and surfaces any error.

Rollup shows fewer subitems than I expect. If the rule has a filter, subitems with an unset filter status are deliberately excluded. Remove the filter or set statuses on those subitems.

I hit my monthly action limit. Operations pause until your renewal date, or upgrade from the Settings tab. Rollup syncing on active boards continues either way.

Inherited column didn’t appear on subitems. Inheritance matches parent columns to subitem columns by title and type. If no match exists, the app creates the column — but if a same-titled column of an incompatible type exists, rename one of them and re-run.

Does cloning copy updates/files? Cloning copies subitem names and (optionally) column values. Updates, files, and activity history are not copied.

Where is my data processed? Bulk operations run entirely in your browser against monday.com’s API. Rollup Sync runs on monday.com’s own app infrastructure (monday code); configuration and tokens are stored in monday.com secure storage. No data is sent to third parties.

Support & feature requests

• In-app: click the Feature Request button in the header.
• Email: support@veloapps.in
• Website: veloapps.in/products/subitems-pro

We ship user-requested column types and functions regularly — if something you need is missing, tell us.