Smartsheet

Smartsheet

An online work execution platform for any size organization.

4.4/5 (1198 reviews)

Smartsheet Overview

Smartsheet is a SaaS, enterprise-ready cloud app for work management and collaboration, trusted by more than 80,000 businesses and millions of users in over 175 countries.

Regarded for its online project management, collaboration, and file sharing features, Smartsheet's intuitive spreadsheet-like app is used broadly to track and manage diverse types of work including: team projects and task lists, customer information, sales pipelines, event schedules, and business processes.

Customers can access their accounts online or through integrations with leading web services. Smartsheet is a top-rated online project management solution for Google Apps and Salesforce, and is also integrated with leading web apps such as Box, Dropbox and Zapier.

Since 2006, Smartsheet has established a proven track record for ease of use, security, and system availability. Customers include small and medium businesses, Fortune 500 companies, and academic institutions, as well as local and federal government agencies.

The management team is composed of experienced business leaders with a track record of building innovative, easy-to-use business software. The company’s headquarters are located in Bellevue, Washington. Investors include Sutter Hill Ventures, Insight Venture Partners, and Madrona Venture Group.

Pricing

Starting from
US$14,00/month
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Asia, Australia, Canada, China, Europe and 5 others, Germany, India, Japan, Latin America, Middle-East and Africa

Supported Languages

English, French, German, Italian, Portuguese, Russian, Spanish

Smartsheet Reviews

Overall rating
4.4/5
90% positive reviews
630
Excellent
444
Very good
102
Average
17
Poor
5
Terrible
Rick F.

Excellent alternative to traditional spreadsheets and project management tools and processes

Used Daily for 2+ years
Reviewed on 2019/10/08
Review Source: Capterra

We use it for all project implementations to manage collaboration with our clients - project plans, decision logs, issue logs, contact lists, action item lists, document sharing, etc. We also use it internally for similar activities. I even use it on my team for very efficient weekly status reporting. We even link it to JIRA for automatically syncing sheets and reports to that system for managing product releases and product support. We love it!!!

Pros

Very easy to learn and get users onboard quickly. Works much like Excel yet with much more document sharing functionality and the notifications service is most beneficial to us. Very cost efficient in that our clients don't need to purchase a license so we use this to collaborate with them for our project work.

Cons

Very little not to like. Advanced functionality we need to not alwasys there, however, Smartsheet comes out with new features a few times a year and they always very helpful. Biggest complaint is that we have not yet figured out how to provide users edit access to a group and yet limit certain sheets within that group to viewer only. Would also like to see more options for backups and restores.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Sarantos P.

Smartsheet Review

Used Daily for 2+ years
Reviewed on 2019/10/08
Review Source: Capterra

We use the software to track daily, weekly, and monthly tasks. We work with hundreds of clients who send in requests each week, and the software allows us to track the requests, and progress of the tasks.

Pros

Simplicity of use. Minimal downtime. Customer support has been great, and very responsive. Communication when downtime will occur, or when issues are taking place.

Cons

I do not have any issues or complaints regarding the software.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Darrin B.

Quick points

Used Daily for 1+ year
Reviewed on 2019/10/08
Review Source: Capterra

Pros

·Being able to share a spreadsheet with other users in real-time.
· Like that users can complete a form to populate a spreadsheet to include uploading documents and that update requests could be sent to that user if a correction needs to be made or additional info is needed. The user then make the change(s) to the cell requested.

Cons

·Recently a change was made whereas a non-licensed user can no longer send update requests. We use Smartsheet to have student teachers complete some info pursuant to state law. When the student makes an error, we used to send an update request to have them correct a cell. Now only a licensed user can send those notifications, so we most likely will utilize regular emails for these changes or not use Smartsheet for this work.
·As of Monday (9.30.19), how the system used "comments" changed from a pop-up box that let you enter into a field, save that info and now click anywhere and that pop-up box disappeared. Now it opens "Conversations" which now blocks the right side of the spreadsheet and you must now click on the X to close it out. It also holds all of the comments made to the entire sheet which is more info that I need. Typically if a comment is added to a row, I just click on the comment bubble to that row instead of viewing all of the comments to the sheet.
·When an update request is sent and the person makes the correction, this information is not clearly discernible when viewing the sheet. Turning on notifications turns on too many notifications so this was not an option. The workaround is, I add a "note sent"column that I check when an update request is sent. I then review the sheet and look for rows that have "note sent" checked and now no longer have the pending update icon to look for corrections.
·Need better form controls (field limits, date fields, etc.).

Rating breakdown

Ease of Use

Likelihood to recommend

6.0/10
Amanda H.

Collaboration made easy

Used Daily for 1+ year
Reviewed on 2019/10/08
Review Source: Capterra

Smartsheet saves us time and makes it easier to collaborate and share updates across all of our projects. We appreciate the constant improvements and the walk through introduction when bigger changes are rolled out.

Pros

Smartsheet has been a lifesaver for group collaboration. My team runs multiple projects simultaneously, and the scopes of these projects are constantly changing. Smartsheet allows for the team to update their pieces of the puzzle and send alerts about changes in one environment. We've actually replaced endless back and forth emails with the comments function in the comment section so that all pertinent information about an issue exists in the platform itself for easy reference.

We can track our gantt chart, program data, and group communications in one place. I=

We're also utilizing Smartsheet for people outside of our organization. Smartsheet allows us to select the type of visibility that clients have to data (through settings or via dashboards) so we can control the story that we're sharing with our clients. This has been a big time saver as it eliminates the need for extra reporting on data that is already avilailable online. Our clients have shared positive feedback about Smartsheet forms which we've been using to collect survey data and for event registration. The forms have allowed us to cancel our account for SurveyMonkey (which we used for several years previous to Smartsheet).

Cons

The main pain point I have with Smartsheet is the fact that not all of my favorite Excel formulas work in Smartsheet. The formulas also don't always work the same way as they do in Excel so there's a bit of a learning curve.

Smartsheet needs to allow a Time function. We use Smartsheet to register individuals for events, and right now we're having to program Time as a text. This means we can't use formulas to change times based on Timezones.

I also still miss when the recent sheets appeared as tabs at the top of the webpage. The new recent tabs menu works well, but I found the tab view easier to navigate.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Rob D.

We use Smartsheet for Project Management

Used Daily for 2+ years
Reviewed on 2019/10/08
Review Source: Capterra

As I mentioned, we use Smartsheet extensively for project planning and project management. But we also use it to run a help desk for our Electronic Health Record System. Here the forms feature comes in really handy. Users fill out a form to add tasks to the help desk. We also use it to manage our individual tasks and queues. And our development department is building sheets to track donations and plan promotions.

We often export the data and use it to build Tableau reports.

Pros

Projects are easy to set up with the built in functionality. There are lots of built in templates that you can use. But we have found it most helpful to build our own templates. We really appreciate being able to add dependencies, working and non working days, and duration. Then the start and end dates fill in automatically. We have found that the learning curve is not nearly as steep for Smartsheet as it was for Microsoft Project.

Another really helpful feature is being able to use formulas in the Project Plan. Our team schedules our work using a points system. I was able to create formulas that take the number of points for that task and who is assigned to that task to create a point breakdown for each person or team assigned. We then use the linking feature to link the total points for the project, the points accomplished, and the status of the project to a master "Queue" sheet.

Smartsheet has special formula values available for children and ancestors of a task. So, we use a simple =Sum(Children()) formula to add up the points. Actually, the formulas end up being more complicated because we can test whether the row has children or not and do different things depending on the test. For instance, when summing the work completed if the task has no children, then the product of the percent complete and points gives us the number of points completed. If the row is a parent, then the formula sums the children.

Cons

For project planning the resources feature is not as helpful as it could be. The main reason is that if a staff is assigned to a row during a particular time, the resource function assumes that they are 100% allocated for that time. So, if you have three tasks that overlap, the resource allocations shows 300%. We have mitigated that by routinely filling in 30% allocation for each resource. This helps to take into account the fact that a task although it lasts a full week won't take up all the staff's time. One idea I have had recently--but haven't tried yet--is to make a formula that takes the number of points for the task and assigns an appropriate allocation number based on points per week.

The other feature that we haven't found useful is the "Critical Path." How the software determines what is on the critical path is a mystery. I'm not sure why it chooses some tasks that have dependencies filled in, but not others that seem to be just as important.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10

Smartsheet Pricing

Starting from
US$14,00/month
Pricing options
Free Trial
Subscription
Value for money

Plans start at $14.00/mo. (*Users create sheets and decide who and how others can collaborate on them. Collaborators are invited to sheets with edit or view permissions. A user requires a Smartsheet license, collaborators have free access.) Nonprofit, schools, gov't agency receive additional discounts on annual plans.

Smartsheet Features

  • API
  • Activity Dashboard
  • Activity Tracking
  • Automatic Notifications
  • Collaboration Tools
  • Drag & Drop Interface
  • Gantt Charts
  • Multiple Projects
  • Prioritizing
  • Project Management
  • Project Planning
  • Project Time Tracking
  • Project Tracking
  • Projections
  • Task Management
  • Task Planning
  • Task Tracking
  • Third Party Integration

  • Progress Tracking
  • Timesheets

Additional information for Smartsheet

Key features of Smartsheet

  • Access control
  • Access via mobile & tablet devices
  • Activity dashboard
  • Activity management
  • Activity tracking
  • Assignment management
  • Attach files & Google Docs to any task (row)
  • Automatic backup
  • Automatic notifications
  • Automatic reminders
  • Calendar management
  • Calendar sync with Google
  • Card view
  • Cell linking
  • Charting
  • Collaboration tools
  • Collaborative review
  • Collaborative workspace
  • Collapsible sub-tasks
  • Commenting
  • Communication management
  • Custom fields
  • Customizable reporting
  • Dashboard creation
  • Data import / export
  • Data sync
  • Deadline tracking
  • Desktop notifications
  • Document management
  • Document review
  • Document storage
  • Drag & drop interface
  • Email alerts
  • Email integration
  • Email invitations & reminders
  • Email notifications
  • Employee management
  • Familiar spreadsheet-like interface
  • Feedback collection
  • File management
  • File sharing
  • Filtered views
  • Flexible: customize your project to work the way you do
  • Forms management
  • Gantt charts
  • Multiple projects
  • Periodic reporting
  • Permission management
  • Prioritizing
  • Project management
  • Project notes
  • Project planning
  • Project time tracking
  • Project tracking
  • Projections
  • Real time data
  • Real time notifications
  • Real time updates
  • Receiving
  • Recourse management
  • SSL security
  • Scheduled reporting
  • Secure data storage
  • Status tracking
  • Task dependencies
  • Task management
  • Task planning
  • Task scheduling
  • Task tracking
  • Template management
  • Third party integration
  • To-do list
  • User activity monitoring
  • View history of changes on any cell
  • Web forms

Benefits

Seamless integration with Google Apps:
- Sign in with your Google account info
- Sync with Google Calendar
- Works with Google Drive: attach Drive files to any row in Smartsheet
- Update project info from Gmail
- Import/Export between Google Spreadsheet and Smartsheet
- Import Google Contacts
- Open attached Microsoft Project and Excel files in Google Drive

Salesforce integration:

Smartsheet and Salesforce work together for ultimate productivity. Link project sheets to Salesforce accounts, contacts, opportunities or cases for real-time collaboration on project status, files, and discussions. Other perks include:
- Single sign-on from Salesforce
- Create new project sheets from Salesforce
- Link to existing project sheets
- Access key project sheets from any Salesforce account, contact, opportunity or case.

Box integration:

Collaboration takes on new meaning with the Smartsheet and Box integration. The cloud apps are easy to use together and offer instant value. Teams can quickly share and collaborate on files related to specific projects with internal staff as well as external teams, including vendors clients and contractors. Some other benefits include:
- Perfect for the Small Teams or Large Enterprise: Smartsheet and Box are easy to use, don't require IT to install or manage, and immediately deliver value to users
- Add Structure, Save Time: Access files from Box in the context of your project or task
- No Need to Upload New Versions: All changes made to documents in Box are instantly available in Smartsheet
- Share Files with Teams Near and Far: Smartsheet's project sharing and row sending capabilities allow you to share files in Box with other team members with a click of the mouse
- A Little or A Lot: Link a specific document - or an entire folder of documents - to your Smartsheet project

GetApp Analysis

A cloud-based project management solution, Smartsheet is an integrated platform combining essential tools for work management, file sharing, and collaboration. Using a familiar spreadsheet interface that requires zero to minimal learning curve, it enables businesses of all sizes to organize and coordinate work of any kind, from organizing a product launch to structuring budgets or deal pipelines.

Flexible and customizable, you can set it up to your liking, instead of you adapting to it. With all your tasks, files, documents, and processes in one centralized place that your team and collaborators can access anytime, anywhere, running your day-to-day operations doesn’t have to involve numerous phone calls, email or SMS exchanges to get things done.

Smartsheet’s core features include Gantt charts, file sharing, collaboration, alerts and reminders, and reporting.

Smartsheet has the familiar look and feel of an Excel spreadsheet, so there's no need to learn an entirely new software.

What is Smartsheet?

With the simplicity of a spreadsheet but the power of a project management, database, and collaboration solution in one, Smartsheet is used by more than 5 million users and 60,000+ businesses in 175+ countries. The mobile app enables on-the-go project management and task completion, and automated push notifications alert pertinent people of changes in real time.

Workspaces can be created to share sheets, folders, and reports, and a sheet can be published as an interactive sheet or read-only HTML page that you can embed on your website or link in an email. Smartsheet’s cell linking functionality enables you to link data across multiple sheets, such as when you’re aggregating departmental budgets in a single sheet or creating cross-project dependencies. Linked cells automatically update when information in the source sheet changes.

Workspaces, which are areas where sheets, templates, reports, files, and subfolders can be shared and organized, are customizable and brandable.

Smartsheet Main Features

Gantt Charts

Gantt charts are a visual way to plan and schedule projects, assess timelines, analyze resource assignments, and understand task prioritization and dependencies. Smartsheet’s interactive Gantt charts allow teams to stay up to date on the progress of a project through color-coded task status levels that can be set up via a simple rule called conditional formatting. This way, even at a glance, those involved in the project are immediately aware of what’s going on.

Smartsheet’s user-friendly drag-and-drop interface makes it easy for you – even when you’re new to Gantt charts – to update a project, adjust a date, or reassign a task.

Smartsheet Gantt charts make it easy to visualize how a project is progressing and how tasks are related to each other.

File Sharing

At the heart of every team-based project are files that take on various forms – PDFs, documents, spreadsheets, presentations, images, videos, and more. And then there are threaded discussions and free-form notes to keep everyone in the loop and apprised of the project’s progress. Smartsheet enables team members and other stakeholders to collaborate on various pieces of a project through file sharing.

Files and attachments are in one central location, and available to you anytime. To attach an item to a row on your sheet, simply click on the plus sign in the paperclip column or go to the row menu and select Row Attachments from the options. You’re then ready to drag and drop files to the attachment window. You can also click on the Attach button to navigate to the locations of the files you want attached. Attachments can be from your computer or sites such as Dropbox, Google Drive, Evernote, and Box.

The files you share with your team and other collaborators can come from your own computer or third-party document management apps like Evernote, Google Drive, Dropbox, and Box.

Collaboration

For teams to effectively collaborate on tasks, Smartsheet allows you to share your sheets, send row attachments, or publish sheets as a webpage. Multiple people can simultaneously work on a sheet, and the latest version of a shared sheet is available to collaborators anywhere, anytime, and on any device.

Smartsheet’s Highlight Changes feature is a handy tool to visually keep track of recent changes to a shared sheet. Alerts can be set up to notify collaborators of any changes. There’s also a lock feature you can use for rows or columns you don’t want changed. Update requests to rows or columns can be requested, and individual rows can be shared even with others without a Smartsheet account.

An entire sheet can be sent as an email attachment or published as a webpage, which can be accessed by anyone with a link. The published sheet can be made editable or read-only.

With Smartsheet, you can assign tasks to your team, share notes and attachments with them, request updates when needed, and simultaneously work on the same sheet.

Alerts and Reminders

The Smartsheet Alerts and Reminders feature enables you and your team to keep track of changes to a sheet and remember important dates, such as upcoming deadlines, meetings, and board room presentations, among others.

To create an alert for changes made to a sheet, go to the Alerts tab and click on New Notification. Specify who receives the notification, how often, and under which circumstances or conditions. For new reminders, from the Alerts tab, click on the New Reminder button. Identify who gets the reminder and the date it should be sent. Alerts and notifications are received via email.

Smartsheet's alerts and reminders ensure that no sheet updates and important dates fall through the cracks.

Reporting

For a view into the status of your tasks and projects, Smartsheet’s reporting functionality provides high-level insight into tasks that are behind schedule, those that are becoming due, aren’t assigned yet, assigned to a specific person, and so on. Just like sheets, reports can be shared or sent as an attachment. They can also be saved as Excel or PDF files, or sent out on a recurring basis.

To create a report, click on the Add New (+) button and select Blank Report. The Report Builder then lets you select the sheets you want included in the report. Depending on the type of report you need, you can choose a single or multiple sheets. The columns you include in your reports are totally up to you.

Smartsheet reports can show which projects are tracking as expected, lagging behind, due in the following weeks or so, or which of your team members are struggling to meet their goals.

Smartsheet Integrations

Aside from an open API that allows you to build your own integrations, Smartsheet readily integrates with third-party apps such as Microsoft Outlook, Evernote, DocuSign, Box, Dropbox, Google Apps, iCal, Harvest, MailChimp, Marketo, Salesforce, JIRA, Office Timeline, OneLogin, Tableau, Zapier, and many more.

Smartsheet Pricing

When your free 30-day trial expires, you can upgrade to any of Smartsheet’s subscription options: Basic, Team, or Enterprise. Basic is for individuals and is priced at $14 per month, if billed annually. It can accommodate an unlimited number of collaborators, has a total storage capacity of 3 GB, and supports Gantt charts, web forms, mobile, customization, and a total of 10 sheets.

Team is priced at $39 per month, if billed annually, for three creators and unlimited collaborators. Storage space is 45+ GB. The app accommodates 150+ sheets and carries all Basic features plus reporting, user management, groups, and resource management. Each additional creator costs $9 per month.

Pricing for the Enterprise account can be requested from Smartsheet’s sales team. Aside from all the features available in the Team plan, the Enterprise subscription covers unlimited sheets, unlimited file storage, dedicated support, single sign-on, and automated provisioning.

Discounts are available for schools and nonprofits.

Smartsheet Bottom Line

  • Project management software with the familiar look and feel of an Excel spreadsheet
  • Integrated platform for work management, collaboration, and file sharing
  • Enables sheets and reports to be shared or sent to people without a Smartsheet account
  • Has numerous sheet templates available in the templates library
  • Available as a mobile app for the iPhone and iPad, Android, and Kindle Fire

Smartsheet FAQs

Below are some frequently asked questions for Smartsheet.

Q. What type of pricing plans does Smartsheet offer?

Smartsheet offers the following pricing plans:

Starting from: US$14,00/month

Pricing model: Subscription

Free Trial: Available

Plans start at $14.00/mo. (*Users create sheets and decide who and how others can collaborate on them. Collaborators are invited to sheets with edit or view permissions. A user requires a Smartsheet license, collaborators have free access.) Nonprofit, schools, gov't agency receive additional discounts on annual plans.

Q. What are the main features of Smartsheet?

Smartsheet offers the following features:

  • Access control
  • Access via mobile & tablet devices
  • Activity dashboard
  • Activity management
  • Activity tracking
  • Assignment management
  • Attach files & Google Docs to any task (row)
  • Automatic backup
  • Automatic notifications
  • Automatic reminders
  • Calendar management
  • Calendar sync with Google
  • Card view
  • Cell linking
  • Charting
  • Collaboration tools
  • Collaborative review
  • Collaborative workspace
  • Collapsible sub-tasks
  • Commenting
  • Communication management
  • Custom fields
  • Customizable reporting
  • Dashboard creation
  • Data import / export
  • Data sync
  • Deadline tracking
  • Desktop notifications
  • Document management
  • Document review
  • Document storage
  • Drag & drop interface
  • Email alerts
  • Email integration
  • Email invitations & reminders
  • Email notifications
  • Employee management
  • Familiar spreadsheet-like interface
  • Feedback collection
  • File management
  • File sharing
  • Filtered views
  • Flexible: customize your project to work the way you do
  • Forms management
  • Gantt charts
  • Multiple projects
  • Periodic reporting
  • Permission management
  • Prioritizing
  • Project management
  • Project notes
  • Project planning
  • Project time tracking
  • Project tracking
  • Projections
  • Real time data
  • Real time notifications
  • Real time updates
  • Receiving
  • Recourse management
  • SSL security
  • Scheduled reporting
  • Secure data storage
  • Status tracking
  • Task dependencies
  • Task management
  • Task planning
  • Task scheduling
  • Task tracking
  • Template management
  • Third party integration
  • To-do list
  • User activity monitoring
  • View history of changes on any cell
  • Web forms

Q. Who are the typical users of Smartsheet?

Smartsheet has the following typical customers:

Freelancers, Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business

Q. What languages does Smartsheet support?

Smartsheet supports the following languages:

English, French, German, Italian, Portuguese, Russian, Spanish

Q. What type of pricing plans does Smartsheet offer?

Smartsheet has the following pricing plans:

Subscription

Q. Does Smartsheet support mobile devices?

Smartsheet supports the following devices:

Android, iPhone, iPad

Q. What other apps does Smartsheet integrate with?

Smartsheet integrates with the following applications:

Azuqua, Bitium, ClicData, Dropbox, Evernote, Klipfolio, Meisterplan, Salesforce Sales Cloud, Slemma, Zapier

Q. What level of support does Smartsheet offer?

Smartsheet offers the following support options:

Knowledge Base, Online Support, Phone Support, Video Tutorials