Smartsheet is a spreadsheet-based project management platform that helps teams plan, track, and manage work in one central location. It combines the familiar layout of spreadsheets with powerful project management features like automated workflows, real-time collaboration, and customizable dashboards.
Many businesses use it to coordinate complex projects across different departments. The platform works well for organizations that need detailed project tracking and are willing to invest time in setup and training.
It may not be the best fit for smaller teams looking for simple, quick solutions. This review covers what Smartsheet can do, how it compares to other tools, and whether the cost matches the value it provides.
Key Takeaways
- Smartsheet is a customizable spreadsheet-based project management tool with advanced features for complex workflows.
- The platform requires significant time investment to learn and set up properly but offers powerful automation and collaboration capabilities.
- Pricing is higher than most competitors, making it best suited for larger organizations with specific project management needs.
What Is Smartsheet?
Smartsheet is a cloud-based project management tool that uses a spreadsheet interface to help teams plan, track, and manage their work. The platform serves over 85% of Fortune 100 companies and offers features for collaboration, workflow automation, and content management in a single workspace.
Overview of Smartsheet
Smartsheet is a project management app built around a familiar spreadsheet layout. Users can create sheets to organize tasks, assign team members, set deadlines, and track progress across projects.
The platform goes beyond basic spreadsheets by adding project management features like Gantt charts, calendars, card views, and automated workflows. The tool works as a dynamic workspace where teams can collaborate in real-time.
Multiple users can edit sheets simultaneously, leave comments, attach files, and receive notifications about updates. The spreadsheet format makes it easy for new users to start working without extensive training.
Smartsheet offers customization options that let teams adapt the platform to their specific needs. Users can create templates, set up custom fields, and design workflows that match their processes.
This flexibility allows different departments to use the tool in ways that work best for them.
Smartsheet Inc. and History
Smartsheet Inc. operates as the company behind the platform. The software company focuses on transforming traditional work management into what they call “dynamic work.”
Their platform combines project management, collaboration tools, and workflow automation into one system. The company has grown to serve millions of users across various industries.
Smartsheet's client base includes businesses of all sizes, from small teams to large enterprises. The platform has become particularly popular among organizations that need structured project management but want the flexibility of spreadsheet-based tools.
Types of Projects and Use Cases
Smartsheet works for many different types of projects and industries. Teams use it for marketing campaigns, product launches, event planning, construction management, and IT projects.
The platform handles both simple task lists and complex multi-phase projects. Common use cases include:
- Resource management – tracking team capacity and workload
- Budget tracking – monitoring project expenses and forecasts
- Campaign management – coordinating marketing activities and deliverables
- Construction projects – managing schedules, permits, and contractors
- Software development – planning sprints and tracking bugs
The spreadsheet-based approach works well for teams that need detailed data tracking and reporting. Organizations use Smartsheet when they want more structure than basic spreadsheets provide but need more flexibility than rigid project management software offers.
Core Features of Smartsheet
Smartsheet combines spreadsheet functionality with project management tools to help teams track work and collaborate. The platform offers multiple viewing options, customizable dashboards for tracking progress, and automation features to reduce manual tasks.
Spreadsheet-Like Interface
Smartsheet's grid view provides a familiar spreadsheet-like interface that most users can navigate without extensive training. The grid supports formulas and functions similar to Excel, allowing teams to perform calculations and organize data in rows and columns.
Users can add various column types including text, numbers, dates, dropdowns, and checkboxes. The platform supports advanced formulas that work within a single sheet or pull data from multiple sheets at once.
This makes it possible to create dynamic project trackers that update automatically based on cell values. Role assignment and dependencies can be configured directly in the grid.
Users can assign tasks to team members, set due dates, and link related items to show how work connects across the project.
Views: Grid, Kanban, Calendar, Gantt, and Card
The same data can be displayed in five different view types depending on team needs. Grid view shows information in spreadsheet format, while Gantt charts display project timelines with task dependencies and duration bars.
Kanban board view organizes work into columns representing different stages or statuses. Cards move across the board as tasks progress.
Calendar view shows all date-based items on a monthly or weekly calendar layout. Card view presents information as individual cards with customizable fields.
Timeline view provides a visual representation of project schedules with the ability to track critical path analysis for identifying bottlenecks. Users can switch between views instantly without changing the underlying data.
Dashboards and Reporting Capabilities
Dashboards in Smartsheet compile data from multiple sheets into a single visual display. Teams can add widgets like charts, metrics, reports, and web content to create custom monitoring screens.
The platform generates reports by pulling specific data from one or multiple sheets based on filter criteria. Reports update automatically when source data changes.
Users can create summary reports, metric sheets, and status trackers without manual data entry. Reporting capabilities include pie charts, bar graphs, and line charts for visualizing trends.
Dashboards can be shared with stakeholders who need visibility without editing access to underlying sheets.
Workflow Automation and Automated Workflows
Automation in Smartsheet reduces repetitive tasks through trigger-based actions. Users can set up automated workflows that send alerts, update cells, move rows, or change task status based on specific conditions.
Common automations include approval requests, reminder notifications, and status updates. When a date approaches or a checkbox changes, the system can automatically notify assigned team members or escalate to managers.
The platform supports multi-step workflows with conditional logic. Teams can create approval chains where tasks move through different stages based on responses.
Automated workflows can also copy rows to other sheets or lock rows when work is complete.
Collaboration and Teamwork
Smartsheet provides multiple ways for teams to work together on projects, with tools for real-time updates, document sharing, and communication. The platform includes features for commenting, file attachments, and specialized views that control what different team members can see and edit.
Collaboration Tools and Features
Smartsheet offers several built-in collaboration features that let team members work together in real time. Multiple users can edit sheets simultaneously, with changes appearing instantly for everyone viewing the document.
The platform includes notification settings that alert team members when tasks are assigned, deadlines approach, or updates occur. Dynamic View gives sheet owners control over what specific users can see and edit.
This feature creates custom views that display only relevant rows and columns for each team member, which helps maintain data security while still enabling collaboration. WorkApps takes this further by building custom applications that bring together multiple sheets, reports, and dashboards into a single interface for specific teams or projects.
The platform also includes automated workflows that can assign tasks, send reminders, and update team members without manual intervention. Team members receive updates through email notifications or can check an activity log within the sheet itself.
Document and Content Collaboration
Smartsheet handles document collaboration through its attachment feature and integration with cloud storage services. Users can attach files directly to rows, making it easy to keep project documents connected to specific tasks or items.
The platform supports attachments from Google Drive, OneDrive, Box, Dropbox, and Evernote. Brandfolder integration allows teams working with marketing assets and brand materials to connect their digital asset management directly to their project sheets.
Teams can link to approved brand assets without leaving Smartsheet, which streamlines content collaboration for marketing and creative projects. The platform also supports proofing and approval workflows for visual content.
Team members can mark up attached images and documents with comments, request changes, and track approval status.
Comments and File Sharing
The commenting system in Smartsheet works at both the row and sheet level. Users can add comments to specific rows to discuss individual tasks or items, and these comments create a threaded conversation that maintains context.
Team members can tag other users with @ mentions to bring their attention to specific discussions. File sharing happens through row-level attachments, which keeps files organized alongside the relevant project information.
Each row can hold multiple file attachments, and users can preview many file types without downloading them. Comments can also include attachments, making it simple to share supporting documents during discussions.
Smartsheet tracks all comment history and file versions, so teams can review past discussions and access previous versions of documents when needed.
Integrations and Add-Ons
Smartsheet connects with hundreds of business tools through native integrations and third-party add-ons. The platform works with major enterprise systems like Microsoft Office, Google Workspace, and Salesforce to keep data flowing between applications.
Popular Integrations
Smartsheet offers native integrations with commonly used business tools that most teams already rely on. The platform connects directly with Google Workspace applications, allowing users to attach files from Google Drive and import data from Google Sheets.
Microsoft Office integration lets teams work with Excel files and sync data between platforms. Communication tools like Slack integrate seamlessly, sending automated updates and notifications to team channels.
The Salesforce integration enables teams to pull CRM data into Smartsheet and push project updates back to Salesforce records. Users can also connect Adobe Creative Cloud to attach design files and manage creative workflows.
Business intelligence tools integrate through direct connections. Power BI and Tableau can pull live data from Smartsheet for reporting and visualization.
The QuickBooks integration syncs financial data for budget tracking and invoice management.
Third-Party Add-Ons
The Smartsheet marketplace offers additional add-ons beyond native integrations. Some integrations come included with Business and Enterprise accounts, while others require separate purchases.
Bridge, Smartsheet's integration platform, allows users to build custom workflows between Smartsheet and other applications. This tool enables more complex automation scenarios that go beyond basic data syncing.
Teams can create multi-step workflows that trigger actions across multiple systems. Third-party developers have created specialized add-ons for specific industries and use cases.
These add-ons extend Smartsheet's functionality into areas like resource management, time tracking, and advanced reporting.
Integration With Enterprise Systems
Enterprise-level integrations support large organizations with complex tech stacks. Smartsheet connects with major CRM platforms to maintain customer data synchronization across systems.
IT teams can set up single sign-on through enterprise identity providers. The platform supports API access for custom integrations that development teams can build.
Organizations with unique requirements can create tailored connections between Smartsheet and proprietary systems. Enterprise accounts receive priority support for integration setup and troubleshooting.
Security and Compliance
Smartsheet provides enterprise-grade security features designed to protect user data and meet regulatory requirements. The platform uses multiple layers of security controls, from encryption to access management, while maintaining compliance with major industry standards.
Data Protection and Encryption
Smartsheet encrypts data both in transit and at rest to protect information from unauthorized access. The platform uses TLS 1.2 or higher for data transmission and AES 256-bit encryption for stored data.
The company operates data centers with physical security measures and redundancy systems. Smartsheet maintains regular backups and disaster recovery procedures to prevent data loss.
Users can also export their data at any time to create additional backup copies. Data protection extends to the application level through features like activity logs and audit trails.
These tools let administrators track who accesses specific sheets and what changes they make. Smartsheet also allows organizations to set data retention policies based on their business needs.
User Permissions and Access Control
Smartsheet offers granular permission settings that control what users can view, edit, or share. Sheet owners can assign different access levels ranging from viewer to admin permissions.
The platform supports sharing at the individual user, group, or organization level. Multi-factor authentication adds an extra security layer by requiring users to verify their identity through a second device.
Single sign-on (SSO) integration allows organizations to manage user authentication through their existing identity providers. This reduces password-related security risks and simplifies access management.
Administrators can set sharing restrictions to prevent users from sharing content outside the organization. They can also monitor sharing activity and revoke access when needed.
Compliance Standards
Smartsheet maintains compliance with several major standards including SOC 2 Type II, ISO 27001, and HIPAA. The platform meets GDPR requirements for organizations handling European user data.
These certifications require regular third-party audits of security practices. The company provides compliance documentation and data processing agreements to help customers meet their own regulatory obligations.
Smartsheet also offers features like data residency options for organizations with specific geographic requirements. Businesses remain responsible for configuring their Smartsheet environment correctly and training users on security practices.
The shared responsibility model means organizations must implement their own policies and procedures alongside the platform's built-in protections.
Plans, Pricing, and Value
Smartsheet offers four main pricing tiers designed to scale with different team sizes and needs. The platform starts at $7 per user per month and includes options ranging from a free plan with basic features to customized enterprise solutions.
Smartsheet Pricing Breakdown
Smartsheet uses a per-user, per-month pricing model across all paid tiers. The Pro plan starts at $7 per user per month when billed annually.
The Business plan costs $25 per user per month with annual billing. These prices include unlimited sheets and dashboards.
Both paid plans provide access to core project management features like automation and integrations. The Enterprise plan requires custom pricing based on specific organizational needs.
This tier includes advanced security features, dedicated support, and enhanced administrative controls that larger organizations typically require.
Plan Comparison: Free, Pro, Business, and Enterprise
The free plan allows up to two editors and provides basic sheet functionality. Users can create unlimited sheets but have limited collaboration features and no automation capabilities.
The Pro plan supports unlimited editors and includes 5,000 automation actions per month. It adds forms, integrations with popular tools, and basic reporting features.
This tier works well for small teams starting with project management software.
The Business plan increases automation to 25,000 actions per month and adds advanced features like resource management, timeline view, and enhanced dashboards. Teams get access to premium integrations and expanded storage options.
The Enterprise plan includes everything from Business plus unlimited automation, advanced security controls, single sign-on, and dedicated account management. Organizations with complex workflows and compliance requirements typically choose this tier.
Free Trial Options
Smartsheet offers a 30-day free trial for both Pro and Business plans. The trial provides full access to plan features without requiring a credit card upfront.
Users can test all capabilities including automation, integrations, and collaboration tools during the trial period. Teams can invite other members to evaluate the platform together before committing to a paid subscription.
Usability and User Experience
Smartsheet balances spreadsheet familiarity with project management capabilities, making it accessible for basic tasks while requiring more effort for advanced features. The platform works across multiple devices, though the mobile experience differs from desktop functionality.
Ease of Use and Learning Curve
Smartsheet uses a spreadsheet-style interface that feels familiar to users who work with Excel or Google Sheets. People can start creating basic sheets and entering data without much training.
The grid view makes it simple to add rows, columns, and basic formulas. However, the learning curve steepens when users explore advanced features.
Setting up automations, creating dashboards, and building custom workflows takes more time to master. Some teams find that without clear guidelines, different members set up their sheets in inconsistent ways, which can create confusion across projects.
New users should expect to invest time in learning the system before they can use its full capabilities.
Mobile and Desktop Applications
The desktop experience works well on both Windows and macOS through web browsers. Users get access to all features and can work with large sheets without performance issues.
The interface scales properly on different screen sizes. The mobile apps for iOS and Android offer a different experience.
Basic tasks like viewing sheets, updating cells, and adding comments work smoothly on phones and tablets. Users can check project status and make quick updates while away from their desks.
Complex tasks become harder on mobile devices. Building new sheets, setting up automations, and managing multiple workspaces work better on desktop.
The mobile app serves as a companion tool rather than a full replacement for the desktop version.
Onboarding and Resources
Smartsheet University provides structured learning paths for new users. The platform includes video tutorials, templates, and step-by-step guides that cover basic and advanced topics.
The template library gives teams a starting point for common use cases. Pre-built templates for project tracking, event planning, and resource management reduce setup time.
Users can customize these templates to fit their specific needs. Support documentation covers most features in detail.
The help center includes articles, community forums, and webinars. Companies with enterprise plans get access to dedicated support teams who can help with implementation and training.
Advanced Capabilities
Smartsheet extends beyond basic project management with tools that handle complex business needs like automated workflows, resource allocation, and financial tracking across multiple projects.
AI Tools and Conditional Logic
Smartsheet includes AI-powered features that automate routine tasks and help teams make faster decisions. The platform uses conditional logic to trigger specific actions based on predefined rules.
For example, users can set up automated alerts when a task reaches a certain status or when budget thresholds are exceeded. These automation features work through formulas and conditional formatting that highlight important information without manual intervention.
Teams can create workflows that assign tasks automatically, send notifications, or update project schedules based on changes in other cells. The system also supports cross-sheet formulas that pull data from multiple sources to create comprehensive reports and dashboards.
Resource and Portfolio Management
The platform provides tools for tracking resource allocation across multiple projects simultaneously. Project managers can view team workload tracking in real-time to identify overbooked or underutilized employees.
This visibility helps balance workloads and prevent burnout. Portfolio management features let organizations oversee multiple projects from a central dashboard.
Users can compare project timelines, monitor progress, and reallocate resources as priorities shift. The system tracks capacity planning by showing how many hours each team member has available versus assigned work.
Human resources teams can use these tools to plan staffing needs and identify skill gaps. The resource management panel displays who is working on what projects and when they will become available for new assignments.
Time, Task, and Expense Tracking
Smartsheet handles task tracking through customizable sheets that display project schedules in various formats. Teams can log hours directly within sheets, making time tracking part of the daily workflow rather than a separate process.
Budget tracking and expense tracking features connect financial data to specific projects and tasks. Users can set budget limits, record actual expenses, and compare planned versus actual costs.
The platform calculates variances automatically and flags projects that exceed their budgets. Campaign tracking capabilities allow marketing teams to monitor deliverables, deadlines, and spending across multiple initiatives.
The system supports custom fields for tracking specific metrics relevant to different types of projects or campaigns.
Customer Support and Training
Smartsheet provides multiple support channels for users who need assistance. The platform also offers educational resources through Smartsheet University to help users learn the system.
Support Channels and Availability
Smartsheet offers several ways for users to get help when they encounter issues. Users can access email support, phone support, and live chat depending on their subscription plan.
The company provides a help center with articles and documentation that covers common questions and troubleshooting steps. Customer support ratings show some inconsistency across reviews.
Based on verified user feedback, customer support scores around 4.2 out of 5, which is lower than other aspects of the platform like features and ease of use. Some users report delays in getting responses or difficulty reaching support staff.
Higher-tier plans typically include priority support and faster response times. Enterprise customers often receive dedicated account managers who can provide more personalized assistance.
Education and Learning Resources
Smartsheet University serves as the main training hub for users at all skill levels. The platform includes video tutorials, webinars, and certification programs that cover basic functions and advanced features.
The learning materials are organized by topic and difficulty level. Users can find guides for specific tasks like creating automated workflows, building dashboards, or setting up resource management.
Live training sessions and on-demand courses are available depending on the subscription level. Some users note that the learning curve can be steep without proper training.
The flexibility of Smartsheet means teams need clear guidelines to maintain consistency across projects.
Smartsheet vs. Competitors
Smartsheet competes with several established project management platforms, each offering distinct features and pricing structures. Monday.com stands out as a direct competitor, while numerous other alternatives cater to different team sizes and workflow requirements.
Comparison With Monday.com
Monday.com provides a visual workflow platform that emphasizes customization and ease of use. Both platforms offer spreadsheet-like interfaces, but Monday.com focuses more on colorful boards and visual project tracking.
Smartsheet maintains a traditional spreadsheet feel that appeals to users familiar with Excel. The pricing differs between the two platforms.
Smartsheet's Pro plan starts at $9 per user monthly, while Monday.com's pricing varies based on selected features. Monday.com typically offers more built-in automation at lower tiers, whereas Smartsheet requires higher-tier plans for advanced automation.
Teams seeking simpler onboarding often prefer Monday.com's interface. Smartsheet appeals to organizations that need complex formulas and data management capabilities similar to Excel.
The choice between Smartsheet vs Monday.com depends on whether teams prioritize visual simplicity or spreadsheet functionality.
Alternative Project Management Software
Multiple project management software options compete with Smartsheet in 2025. Airtable combines spreadsheet functionality with database capabilities.
It offers flexible customization for collaborative work. ProofHub provides an all-in-one solution for planning, communication, and project monitoring in a single platform.
Other alternatives include specialized tools for different industries and team sizes. Some platforms offer simpler interfaces for small teams.
Others provide enterprise-level features. Many competitors match Smartsheet's core features at comparable or lower price points.
The market offers hundreds of options across various industries including technology, healthcare, and professional services.