Smartsheet is similar to Airtable in that it’s primarily a spreadsheet project management tool, but it comes with features to enhance it. It’s a highly customizable application, so you can use premade templates to create the type of project you need and then tweak the details to better suit your needs. Its workflow automation is available to all plan users and includes triggers, alerts, reminders and assignments.
General Features
Given that Smartsheet is essentially an enhanced spreadsheet application, it’s the automations that would sell me on signing up for it. One of the things that drives me crazy about collaborative spreadsheets is that I have no idea when someone’s changed something. With Smartsheet, I was able to create an automated alert for whenever someone added or changed a row. In hindsight, this isn’t the best idea unless you love constant alerts. But hey, I got what I wanted. And it was easy to create that automation.
A lot of my work requires me to do repetitive tasks, so I use copy and paste often. With Smartsheet though, I could set up rows with conditional formatting so I could apply the same format to each row. This cut down so much on the manual work I was doing so I could focus my attention on, well, other manual work that no project management tool can help with.
Another thing I liked about Smartsheet was its project dashboard. When I have to show stakeholders where I am with a project and how much work is left, I don’t want to create a new report every time. The dashboard shows automatically calculated completions and it’s easy to read, whether your stakeholders prefer pie charts or bar graphs.
Smartsheet’s Gantt chart is displayed alongside data in your tables.
Additional Features
There are a couple of features that are nice to have but only available on the higher-priced plans. I found it was much easier to manage a team and their work with the workload management feature. I could see my team’s workload in one window, determine who had too much going on and then reassign a task from a project timeline.
In fact, Smartsheet offers a lot of additional features that help add functionality to its simple spreadsheet platform, but I don’t love that they’re all kind of à la carte. Most of these advanced features for data synchronization, resource management and advanced automations are costly add-ons.
Jeffrey Weide, a project management professional of 20 years, appreciates Smartsheet for its customization features: “There is a great drag-and-drop and customization element to their dashboards that is helpful if you are starting a PMO or other function that requires status updates to leaders across remote or disperse environments.”
Despite not being known for its Kanban boards, the boards in Smartsheet are rather good.
Cost
The free plan only allows you two sheets and it lacks forms, template sets, API calls, proofing and other advanced features, so it’s really only suitable for my personal projects. I do like that there are 100 automations per month on the free plan. However, the Pro plan only costs $12 per user per month if you pay monthly and it unlocks a lot of the advanced features from Smartsheet. The Business plan costs $24 per member per month (billed monthly).
Customer Service
On one hand, Smartsheet is easy to use. On the other hand, it’s a complex system and I needed help figuring out a few things at times, but live support wasn’t readily available. I had to make do with the help center. In fact, there’s no live support for the free or entry-level plan. It’s an add-on that costs more and is only available to Business and Enterprise plan users. It’s the same story with email support.
With all that said, the help center is useful and I was able to figure out how to do something without having to resort to sending an email or spending more money.
Mobile App
There are a few frustrations I’ve had with Smartsheet’s mobile app, such as project planning, but I think that’s just because of the medium. I like that I can access reports easily and it’s scaled well for my phone. Plus, the offline feature is fantastic for when you don’t have service or a Wi-Fi connection. And the times I’ve used the barcode scanner, it was quick and easy.
Who should use it:
Project teams that prefer spreadsheets for data and project management are likely to take to Smartsheet quickly. The automated workflows, forms and proofing features make it much easier to get work done quickly and efficiently, whether you’re collaborating with teammates, clients or both.
Learn more: Read our Smartsheet review.
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