How to Use External Signing Links to Include Everyone

Not everyone is on monday.com. External signing links let anyone — contractors, partners, clients, family members, and former colleagues — sign a Group Card without needing an account. Here is how to use them.

How to Generate an External Signing Link

1. Open your Group Card and go to the Invite Contributors step
2. Click Copy External Link to generate a unique signing URL
3. Share the link anywhere — Slack, email, WhatsApp, Teams, or text message

Anyone who opens the link can write a message, add a GIF, choose a font style, and submit their signature. No login, no account creation, no friction.

Where to Share the Link

External links work anywhere you can paste a URL:

• Slack — drop it in a channel or DM for quick access
• Email — include it in a message to people outside your organization
• WhatsApp or SMS — reach teammates who communicate primarily on mobile
• Microsoft Teams — share with partner organizations on different platforms
• Social media DMs — for personal connections like family or friends

A 2024 McKinsey report found that the average knowledge worker uses 11 different apps daily. Meeting people where they already are — instead of asking them to log into yet another tool — dramatically increases participation.

When to Use External Links

Contractors and Freelancers

Contractors often work closely with your team but do not have monday.com seats. An external link ensures they can contribute to farewell cards, thank-you notes, and celebration moments alongside full-time employees.

Partner Teams and Clients

Cross-company relationships matter. When a client contact is leaving or a partner team ships a joint project, an external link lets people outside your workspace sign the card.

Former Colleagues

Farewell cards are more meaningful when former teammates contribute. Share the link with alumni who have already left the company — their messages add depth and history that current team members cannot replicate.

According to LinkedIn’s 2024 Workplace Learning Report, 94% of employees say they would stay longer at a company that invests in their development and relationships. Maintaining those connections, even after someone leaves, reinforces a culture that people want to be part of.

Family and Friends

For personal milestones — birthdays, new babies, retirements — sometimes the card should include people outside the office entirely. External links make this easy.

Combining monday.com Notifications and External Links

You do not have to choose one method or the other. For most cards, the best approach is both:

1. Invite monday.com users via the workspace notification — they see it in their bell icon and can sign in one click
2. Share the external link in Slack or email for everyone else

This ensures maximum participation without requiring anyone to change their workflow. The organizer dashboard inside Group Card shows signatures from both sources in a single view, so you always know who has signed regardless of how they accessed the card.

Security and Privacy

External signing links are unique per card. They allow signing only — external visitors cannot see other contributors’ messages, access your monday.com workspace, or modify the card in any way beyond adding their own signature. The link can be revoked at any time from the organizer dashboard.

Get Started

Next time you create a card, try the external link feature. Copy the link, share it in one channel outside monday.com, and watch your participation rate climb.