How to use SeatGuard

Install it, connect it once, run a scan, then review guest access with your board owners.

Before you start

• A monday.com account. SeatGuard's main screen (the Administration View) is for account admins. Members, viewers and guests see a "not available" message there.
• The admin who connects SeatGuard approves the permissions it asks for. They can see and change who has access to boards and docs, so connect it with an admin account.
• Board owners who will take part in access reviews must be members (not viewers or guests), because viewers and guests cannot act through the monday API. They are reported as skipped.
• Accounts with up to 10 seats get every feature free. Larger accounts start with a 14-day trial of every feature.

1. Install

1. Open SeatGuard in the monday.com marketplace and choose Install.
2. Approve the permissions monday shows. The list is the one in the privacy policy on this website.

2. Open SeatGuard

Click your profile picture, then Administration, then Admin apps (at the bottom of the left menu), then SeatGuard.

3. First-time setup

The first time an admin opens SeatGuard, a short setup guide runs:

1. Welcome. A short overview.
2. Connect SeatGuard. This opens monday's own authorization page in a new browser tab. Approve it there. SeatGuard needs this connection so scans, reminders and approved changes can run when nobody has SeatGuard open. If the connection ever breaks, a banner offers "Reconnect SeatGuard" to any admin.
3. Thresholds. Choose how many days without activity make a guest, a member or a board count as stale.
4. Schedule and alerts. Choose how often scans run and which notifications you want.
5. First scan. SeatGuard reads your users, teams and boards. You can close the tab while it runs, and monday will notify you when it finishes.

4. Find your guests and exposed boards

• Overview shows totals for stale guests, shareable boards and docs, docs open to everyone at the account, and inactive members.
• Guests lists every guest, with last activity and what they can access. Open a guest to see exactly which boards and docs they can reach. You can remove access, or remove access and deactivate, after a confirmation that names everything that will change. You can undo for 10 minutes.
• Boards & docs lists shareable boards and docs and who can see them.

5. Run an access review

1. Open Access reviews and choose New campaign. Pick which boards to include, set a deadline and decide on reminders.
2. Start it. SeatGuard adds an Access review tab to each board in the campaign and notifies each board owner in monday.
3. Each owner opens the tab, chooses Keep or Revoke for every person, and submits. Owners can save a draft, and can undo a submission for 10 minutes. Access given through a team cannot be revoked by the owner; it is passed to the admin as a follow-up.
4. Follow progress on the campaign page, send reminders, and see overdue boards escalated to you.
5. Export the evidence from the Audit trail as CSV or a PDF report (a paid-plan feature for accounts over 10 seats).

6. Recover seats and tidy boards

• Seat recovery suggests members who could become viewers or be deactivated, and estimates the headroom you would have at your next renewal. Applying suggestions frees active seats now; the number of seats you pay for changes only when you lower it at renewal.
• Stale boards lists boards with no recent activity. You can archive them now, or after a notice to their owners. Archived boards can be restored from monday's Archive.

7. Settings, plan and uninstall

Use Settings to change thresholds, the scan schedule, notifications and your renewal date, and to see your plan. To remove SeatGuard, uninstall it from your monday account. Everything SeatGuard stored about your account is then deleted automatically.

Need help?

Email support@dashapps.net, or see the Support page on the SeatGuard website, seatguard.dashapps.net/support.