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Every 5 minutes

Update monday.com item status from Google Sheets

When a Status cell changes in a Google Sheet, the matching monday.com item is set to the same status within 5 minutes.

Runs
Every 5 minutes
Apps
Google Sheets, monday.com
AI
Not needed
Access
boards:write; Google Sheets (spreadsheets.readonly)

Send this to your assistant

Create a ClickRuntime automation: every 5 minutes, read the Item ID and Status columns from the Tracker tab of my Google Sheet. When a row's status differs from last time, set the status column on that monday.com item to the same label.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Some teams plan in a spreadsheet: a vendor list, a shared tracker with a client, a sheet a manager edits on their phone. The real work lives in monday.com, so statuses drift apart.

Watching the Status column and copying changes to monday.com lets people keep the sheet they know while the board stays correct.

Only rows that changed are sent, so the board's activity log shows real edits and not a full rewrite every 5 minutes.

What you get out of it

  • Edit where you like

    People without monday.com access can still move work forward from the sheet.

  • Only changes are sent

    Rows that did not change are left alone, so item history stays clean.

  • Bad labels caught

    Typos are reported in the run log instead of creating new status labels.

  • Matched by item ID

    Renaming an item in either place does not break the link.

  • Quick to follow

    Changes reach the board within 5 minutes.

How it works

What happens, step by step

  1. Every 5 minutes ClickRuntime reads the Item ID and Status columns from your sheet.

  2. It compares each status with the value it saw last time.

  3. For each row that changed, it sets the same label on the matching monday.com item.

  4. Labels that do not exist on the board are reported in the run log instead of being created.

Before it runs live

  • Connect your Google Sheets account and pick the spreadsheets it may use
  • Connect monday.com

What you get

RunsEvery 5 minutes
Update monday.com item status from Google Sheetstoday, 9:00Succeeded
Run log · ClickRuntime dashboardUpdated 3 items from Tracker • 90214 Vendor contract → Done • 90233 Office move quote → Working on it • 90251 Badge order → Stuck Skipped 1: 90260 label "Waiting" is not on the board

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Google Sheets and monday.com steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
update_monday_com_item_status_from_google_sheets.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, state

SHEET_ID, RANGE, BOARD = "your-spreadsheet-id", "Tracker!A2:C", 1234567890
SET = """mutation ($board: ID!, $item: ID!, $value: String!) {
  change_simple_column_value(board_id: $board, item_id: $item, column_id: "status", value: $value) { id } }"""
def monday(query, **variables):
    resp = http.post("https://api.monday.com/v2", json={"query": query, "variables": variables},
                     headers={"Authorization": credentials.secret("MONDAY_API_TOKEN"), "API-Version": "2024-10"})
    resp.raise_for_status()
    return resp.json()

@on_trigger
def run(event):
    sheet = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    rows = sheet.spreadsheets().values().get(spreadsheetId=SHEET_ID, range=RANGE).execute().get("values", [])
    seen = state.get("seen")
    current = {r[0].strip(): r[2].strip() for r in rows if len(r) >= 3 and r[0].strip().isdigit() and r[2].strip()}
    if seen is None:
        state.set("seen", current)
        return {"note": "starting point saved", "rows": len(current)}
    updated, skipped = [], []
    for item_id, status in current.items():
        if seen.get(item_id) == status:
            continue
        result = monday(SET, board=BOARD, item=item_id, value=status)
        if result.get("errors"):
            skipped.append(f"{item_id} {status}: {result['errors'][0]['message']}")
            current[item_id] = seen.get(item_id)
        else:
            updated.append(f"{item_id} → {status}")
    state.set("seen", current)
    return {"updated": updated, "skipped": skipped}

FAQ

Common questions

How does it know which item a row belongs to?
Each row needs the monday.com item ID in column A. You can copy it from the item's URL, or fill it with the board export automation.
What if someone types a status that is not on the board?
monday.com rejects it and the row is listed as skipped in the run log. The item keeps its old status and the row is tried again when the cell changes.
Does a change in monday.com update the sheet too?
No, this goes one way: sheet to monday.com. Pair it with an hourly board export if you also want the sheet refreshed from the board.
What permissions does it need?
boards:write; Google Sheets (spreadsheets.readonly). Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Update monday.com item status from Google Sheets” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.