Boards are easy to create and hard to retire. A practice that adopted Monday.com for client work often ends up with a board for onboarding, another for BAS, one for the year-end rush, and a handful of one-off boards nobody wants to delete. The history is useful. The structure around it no longer matches how an accounting practice runs.
This guide explains how to move that work into Portal 360 with the free Monday.com importer: what it reads, how boards, groups and items map across, and how to preview, run and undo an import safely.
What the Monday.com importer does
The Monday.com importer is a free app in the Portal 360 Marketplace. It reads your data from Monday.com and creates it in Portal 360. It is one way and read only. Portal 360 never changes, writes to or deletes anything in Monday.com, so your boards stay exactly as they are.
It imports:
- Workspaces
- Boards
- Groups
- Items and sub-items
- Updates
- Files
- People
- Dates
- Status columns
You choose which workspaces and boards to bring across, and you map each one to a Portal 360 client, entity or task group.
How Monday.com words map to Portal 360
Monday.com organises work as workspaces, boards, groups and items. Think about what each level means in your practice before you map anything.
| In Monday.com | What it usually means in a practice | Decision to make |
|---|---|---|
| Workspace | A team or department | Which workspaces to bring across |
| Board | A client, a service or a process | Map each board to a client, entity or task group |
| Group | A stage or time period on a board | Groups come across with the items in them |
| Item | A piece of work | Items come across with their people and dates |
| Sub-item | A step within the work | Imported with its parent item |
| Status column | Where the work is up to | Map to Portal 360 statuses |
The decision that matters most is the board. A board per client maps naturally to a client in Portal 360. A board per process, such as one board for every BAS, usually maps better to a task group, with the clients identified in the items.
What it does not do
- It is not a two-way sync. Changes in Portal 360 do not go back to Monday.com.
- It does not write to Monday.com. It only reads.
- It never sees your password. You sign in on Monday.com's own page.
- It is not an official Monday.com app. It is a Portal 360 app that reads from Monday.com using the access you approve.
Step by step
- Connect Monday.com. Open Marketplace > Apps, choose the Monday.com importer and click Connect. A secure pop-up opens on Monday.com's own sign-in page. Log in and approve read-only access.
- Choose workspaces and boards. Select only what you want in Portal 360.
- Map each board. Choose a client, entity or task group for each one.
- Match people by email. For each person, match, invite or skip.
- Map status columns and other fields. Match each Monday.com status to a Portal 360 status. Statuses, priorities, tags and custom fields can all be mapped where your boards use them.
- Run the dry-run preview. Check the counts, conflicts, possible duplicates and skipped items.
- Confirm. Nothing is written to Portal 360 until you do.
Tidy up status columns first
Status columns are where boards drift. One board uses "Working on it", another uses "In progress", a third has "Stuck" with no equivalent anywhere else. Before you import, write down the statuses you actually want your team to use in Portal 360, then map every Monday.com status onto that short list. A few minutes here saves hours of cleaning up afterwards.
Reading the preview
The dry-run preview shows counts, conflicts, possible duplicates and skipped items. Compare the item count with what you see on the board. If two boards describe the same client, the preview is where you will spot the possible duplicate, so you can fix the mapping before anything is created.
Re-running and rolling back
You can re-run an import without creating duplicates, which helps when work continues in Monday.com while you check the result. Each import can be rolled back, so a mapping mistake is something you can undo and redo rather than something you have to live with.
Security and control
- Only owners and admins can import, and every import is logged.
- You can disconnect and revoke access at any time.
- Tokens are stored encrypted.
A sensible order of work
- Import one board that matters, such as a current client, and check it against Monday.com.
- Adjust your mapping from what you learn.
- Import the rest.
- Invite your team and move new work across.
- Retire boards as the work on them finishes.
Getting help
The importer is free and built for you to run yourself. If you want our team to do it, the migration program is a fixed A$2,999 per practice (ex GST), and covers your data transfer and the setup of the whole of Portal 360.
In short
The Monday.com importer reads boards, groups, items and sub-items, updates, files, people, dates and status columns, lets you map them to Portal 360, and previews everything before it writes a thing. It is free, read only and one way. A Portal 360 account is required.
Monday.com is a trademark of its owner. Portal 360 is not affiliated with or endorsed by Monday.com.