Case Study · monday.com Build

Divine Kitchens.
23 boards. One workspace. Every kitchen, every line.

Engagement
18 months, ongoing
Industry
Joinery & Cabinetry
Platform
monday · Make · Xero
Delivered
Nov 2024 → Present
The Challenge

Divine Kitchens were running a growing joinery business on a patchwork of spreadsheets, shared drives, printed schedules and remembered conversations. monday.com was in the stack, but under-used — a few task boards, no real structure, no source of truth.

Every new kitchen meant re-creating the same boards from scratch. Every room was a fresh spreadsheet. Every budget line lived in three places and agreed in none. The tool was there. The system wasn’t. We were brought in to architect the workspace properly — so that monday could become the operating system Divine ran their shop-floor and their office on.

23
Production boards architected and wired together
65+
Native automation recipes running day-to-day
9
Role-based dashboards — office, site, director, finance
0
Legacy spreadsheets left in production use
The Approach

Four layers, one workspace.

We treated monday the way you’d treat a real system: data model first, automations second, views on top, integrations underneath. Four layers, cleanly separated — so every piece can evolve without breaking the next one.

01 — Workspace Architecture

A board for every job, a job for every room.

A parent-child structure built around how Divine actually delivers a kitchen: one master Projects board, per-project Room boards spawned from templates, and connected Task, Budget, PO and Variation boards wired together by mirror columns.

Master Projects Single source of truth for every active kitchen
Room Boards Spawned per-project from standardised room templates
Task Trees Labour, materials & milestones linked by dependencies
Connected Boards Mirror columns keep rollups live across the stack
02 — Automation Recipes

Status moves. The rest follows.

65+ native monday automations handle the everyday choreography — the things that used to be “can you remember to…”. A status goes to Approved, a sub-item is spawned, a date shifts, the right person gets pinged. No humans in the middle.

Status Cascades Sub-item status rolls up to parent item automatically
Date Dependencies Shifting one task re-times every downstream task
Assignment Routing Tasks route to the right trade & site manager by type
Notifications Owner, site, client — each gets the right ping
03 — Dashboards & Views

The right number, the right person, always.

The same underlying boards, filtered and surfaced differently for each role. A site manager on their phone sees today’s tasks and today’s materials. A director sees margin, cashflow and pipeline. A bookkeeper sees bills, POs, retention. One workspace, many lenses.

PM Command Center Live status, budgets & variations across every job
Site Manager Mobile Today’s tasks, today’s materials, nothing else
Director Rollup Margin, cashflow position & pipeline at a glance
Financial Overview Bills vs POs, retention schedule, variation totals
04 — Integration Surface

monday calls out. Systems call in. Nothing drifts.

The monday side of every integration — engineered, not glued. Webhooks OUT fire Make scenarios the instant a status changes. GraphQL mutations let Make write directly back into sub-items. Xero data mirrors in live. Gmail threads thread back to the item that started them.

Webhooks OUT Status changes fire Make scenarios instantly
GraphQL Mutations Make writes sub-item & column values directly
Xero Mirror Tracking categories & bill totals reflected live
Gmail Threading Client emails linked back to the item that started them
Flagship Build

Room Template System — one kitchen, scaffolded in seconds

The single biggest time-save in the workspace. A PM creates a new project item on the Master board — and under a minute later, the full structure exists. Per-room boards are spawned from standardised templates (kitchen, scullery, laundry, bar). Each board arrives pre-populated with the correct task tree, labour line-items, materials list and budget placeholders. Dependencies are wired between tasks and rooms so the Gantt is usable from day one. Mirror columns link everything back up to the parent project. What used to take a PM the best part of a morning now happens while they’re still on the brief call.

01
Project created on Master board
Client, project # & room list captured upfront
02
Room boards spawned from templates
One per room, named and tagged automatically
03
Task tree & budget lines pre-filled
Labour, materials, milestones, placeholders all ready
04
Dependencies & mirrors wired
Gantt usable immediately; rollups live on the parent
05
PM notified, dashboards updated
Team members assigned, kick-off task scheduled
Built With
monday.com Automation Recipes Connected Boards Mirror Columns Formula Columns Sub-items Dashboards GraphQL API Webhooks Workdocs

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