Smartsheet Product Guide

TrustRadius Insights
July 2, 2024
Product Guides, Vertical-Specific

Smartsheet Product Guide

Thinking about purchasing Smartsheet? Check out our in-depth guide, synthesized from authentic user reviews. We’ve summarized users’ thoughts about how well Smartsheet works for them.

Highlight the Right Reviews

Throughout the guide below, there are links directly to reviews. Select the reviewers most relevant to you, and those links will be highlighted in blue.






Project Management and Planning

Task Management

User consensus seems to lean positively towards Smartsheet’s task management capabilities. Reviewers appreciate the platform’s ability to efficiently assign tasks, track project progress, and manage calendars. The feature that stands out the most is the ease of creating visualizations based on task progress, which aids in understanding project status at a glance. Users find Smartsheet particularly useful for managing project queues, automating workflows, and streamlining repetitive tasks without the need for coding skills. The platform’s flexibility in adapting manual processes into automation has been a time-saving benefit for many users. Additionally, the clear and organized format of Smartsheet allows for easy tracking of tasks, assigning responsibilities to team members, and maintaining productive communication threads throughout project lifecycles. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“Smartsheet is great for any project or task management that you need to perform that can be best structured with a spreadsheet style template. It also allows you to create a diverse array of visualizations based on members progress in various tasks.”Analyst in Other, Internet, 10,001+ employees

“Being able to track everything in a clear format; assign tasks to teammates; reply to requester and keep a running conversation thread.”Contributor in Marketing, Telecommunications, 1001-5000 employees

“Smartsheet has been fundamental to achieve a group task of project management. Without a doubt, I have been able to obtain a great formality in the simple processes; it has given a systematic projection so that all the departments use it to control the procedures of the tasks.”Executive in Marketing, Marketing & Advertising, 1001-5000 employees

Project Tracking and Updates

Users consistently praise Smartsheet for its robust project tracking and updates capabilities. They highlight the platform’s effectiveness in providing visibility into task status, managing resource allocation, and delivering frequent and reliable updates on project tasks. Smartsheet excels in project and task management, automated workflows, and reporting on task and project statuses. Users appreciate the significant value and return on investment gained from improved visibility into project and task statuses. Additionally, they find Smartsheet to be a budget-friendly project management tool that aids in keeping projects on track and organized. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“Being able to track everything in a clear format; assign tasks to teammates; reply to requester and keep a running conversation thread.”Contributor in Marketing, Telecommunications, 1001-5000 employees

“Proper schedule tracking keeps projects on track; Notify owners of schedule changes; Allowed us to track who is responsible for what.”Project Manager in Other, Construction, 201-500 employees

Gantt Charts and Planning

Users consistently highlight Smartsheet’s Gantt charts and planning features as key strengths of the platform. They appreciate the ability to visualize tasks, track progress, and manage project schedules effectively through the Gantt chart view. The flexibility and customization options within the planning tools allow for improved project organization and resource allocation. Users find that Smartsheet’s Gantt charts enhance project planning accuracy and streamline the scheduling process, ultimately leading to better project outcomes. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, , 9, 10, 11, 12, 13, 14, 15)

“Smartsheet has tools such as Gantt charts, files sharing and automation features that empower teams to execute and complete projects with speed and accountability.”Project Manager in Information Technology, Financial Services, 5001-10,000 employees

“Easily creates table schedules with preset column types for different types of information. Generates a Gantt chart from tables with little complication.”Professional in Other, Design, 201-500 employees

“PROS: Gantt charts for projects with dependencies for project scheduling and management.”Employee in Information Technology, Computer Software, 11-50 employees

Collaboration and Communication

Collaboration Tools

Users consistently praise Smartsheet for its robust collaboration features, highlighting the ease of sharing information and the ability to work together effectively on projects. The platform’s collaboration tools have been commended for streamlining communication among team members and stakeholders, ultimately enhancing productivity and project success. While some users mention minor limitations in terms of real-time multi-user editing, the overall sentiment leans towards the positive, with users valuing Smartsheet’s contribution to facilitating teamwork and collaboration within organizations. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, , 14, 15)

“Collaboration with stakeholders”Project Manager in Information Technology, Information Technology & Services, 11-50 employees

“Easy collaboration & note sharing.”Director in Marketing, Glass, Ceramics & Concrete, 51-200 employees

“The easy to use dashboard has enabled us to get a comprehensive view of projects across the entire business.”Professional in Human Resources, Staffing & Recruiting, 11-50 employees

Team Communication and Reporting

Users have expressed mixed feelings about Smartsheet’s team communication and reporting capabilities. Some users appreciate the platform for enhancing communication efficiency and providing reliable reporting features. However, others have raised concerns about the complexity of reporting and the need for more advanced communication tools. It seems that while Smartsheet offers some benefits in team communication and reporting, there is room for improvement to meet the diverse needs of users in these areas. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“Smartsheet solves the gap in communication which is one of the primary reasons projects fail.”C-Level Executive in Professional Services, Information Technology & Services, 51-200 employees

“It has streamlined and eliminated a number of manual processes over the past few years, and are constantly finding new ways to use the product.”Project Manager in Other, Events Services, 1001-5000 employees

“We currently have two different request system processes going for website needs and updates and then a separate request queue for marketing automation needs.”Contributor in Marketing, Telecommunications, 1001-5000 employees

Document Sharing and Management

Users consistently praise Smartsheet’s document sharing and collaboration features. The ability to share documents in real-time, leave comments, and collaborate with team members has significantly improved workflow efficiency for many users. Reviewers highlight the ease of sharing files, the intuitive interface for managing documents, and the reduction in errors due to the live nature of shared spreadsheets. Additionally, the platform’s document management capabilities have been commended for streamlining internal communication and ensuring data is easily accessible across different teams. Users appreciate the convenience of sharing updates, creating sharable reports, and automating workflows within the platform. Smartsheet’s document sharing and management functionalities have proven to be valuable assets for enhancing collaboration and productivity within organizations. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, , 14, 15)

“The best thing about Smartsheet for me is that it is a collaborative tool. It is very nice to be able to leave comments, and make edits on a live document that is shared with my peers.”Manager in Product Management, Sporting Goods, 10,001+ employees

“The community of Smartsheet is amazing if there are any questions or problems the community is eager to help.”Manager in Legal, Consumer Goods, 10,001+ employees

“It’s great for timelining, and sharing timelines amongst team members. It doesn’t solve all resourcing needs, so those are solved for in other programs/software.”Project Manager in Other, Marketing & Advertising, 1001-5000 employees

“The easy to use dashboard has enabled us to get a comprehensive view of projects across the entire business. It has streamlined internal communication with ease of sharing information across different teams.”Professional in Human Resources, Staffing & Recruiting, 11-50 employees

Integration and Customization

Integration with Excel and Other Tools

Reviewers also appreciate Smartsheet’s ability to connect with multiple software tools and its ease of exporting to Excel. However, some users have expressed concerns about the limitations in row count compared to Excel and the challenges of real-time multi-user editing. Despite these drawbacks, Smartsheet’s integration with Excel and other tools remains a valuable feature for many users, enhancing their workflow and productivity. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“The similarity to Excel is very helpful to us and users in the organization as they felt comfortable using it.”Consultant in Corporate, E-Learning, 1-10 employees

“One can easily check that the row count is significantly less than Excel hence data with significantly less number of observations can be created.”Manager in Professional Services, Financial Services, 10,001+ employees

“Smartsheet is great for: Project schedule management such as creating Gantts with a breakdown of tasks, understanding processes with many steps complexities and interdependencies and creating simple reports.”Professional in Other, Design, 201-500 employees

Templates and Customization

Users have expressed varied opinions regarding Smartsheet’s customization and template features. Some reviewers have highlighted the limited customization options, citing integration limitations and security concerns as drawbacks. On the other hand, positive feedback has been given for the ease of use and the ability to create personal portfolios using a wide range of templates. While some users find the customization capabilities to be extensive and beneficial for project tracking, others have mentioned challenges with formatting and branding capabilities. The availability of in-built templates has been appreciated by some, while others have suggested the need for more features and improved customization options. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, , 11, 12, 13, 14, 15)

“More templates for common business cases for different types of companies would be amazing. Would love some templates for product management.”Manager in Product Management, Sporting Goods, 10,001+ employees

“Has a very extensive collection of templates for different types of dashboards. Can be used to cover project operations that would normally depend on marketing agencies, making it possible to cover project marketing to a certain extent.”

“Some Smartsheet management and access rules can take some tweaking to work properly. This may be a case of offering more info to admins so they can apply these better and with more efficiency.”Manager in Marketing, Information Technology & Services, 501-1000 employees

File Management and Sharing

Users generally express satisfaction with Smartsheet’s file management and sharing features. They appreciate the ability to upload and share files easily within the platform. Some users find the integration of file attachments within cells to be a particularly useful feature. However, there are some concerns raised about limitations in file customization and sharing options, such as the inability to link Smartsheet to external file storage services like Dropbox. Despite these minor drawbacks, overall feedback suggests that Smartsheet offers a reliable and efficient solution for managing and sharing files within teams and projects. (Source Reviews: 1, 2, 3, 4, 5, , 7, 8, 9, 10, 11, 12, 13, 14, 15)

“I would like to be able to link Smartsheet to our Dropbox files.”Executive in Finance and Accounting, Architecture & Planning, 1-10 employees

“The software allows us to attach files on cells within the sheet. Other softwares don’t have this feature.”Engineer in Information Technology, Hospitality, 51-200 employees

“Allows sharing all kinds of files from the platform.”

Workflow and Resource Optimization

Workflow Automation

Users generally praise Smartsheet’s robust workflow automation capabilities, highlighting its efficiency in streamlining processes and saving time on repetitive tasks. The platform’s automation features empower employees to create solutions without the need for coding skills, enhancing collaboration and task management across departments. While some users mention limitations in customization and security concerns, overall, Smartsheet’s workflow automation functionality is well-received for its ability to simplify workflows and improve productivity within organizations. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, , 12, 13, 14, 15)

“The reduced learning curve for most users was very important to us because of the time saved. It is hard to quantify the amount of money saved on time alone.”Consultant in Corporate, E-Learning, 1-10 employees

“Lacks some clearly essential functions for working with business processes, such as a mapping system directly to the processes. Workflows cannot be designed and modeled within the platform, which sometimes limits our view of the work.”

“Every department that is using Smartsheet replicates their typical manual processes into automation provided by Smartsheet. To create Automation no coding skills are required, so employees feel empowered to create their own solutions and save a lot of time on repetitive tasks.”Manager in Legal, Consumer Goods, 10,001+ employees

Resource Management

User consensus seems to lean towards mixed opinions on Smartsheet’s resource management capabilities. While some users appreciate its ability to track resource allocation and dependencies between tasks, others find it lacking in features compared to more specialized tools like Primavera or Microsoft Project. The platform’s capacity for managing resource utilization, overutilization, and underutilization is acknowledged positively by some, yet there are calls for enhancements in areas such as resource loading and customization options for scheduling classifications. It appears that Smartsheet’s resource management functionality may be sufficient for basic task management but falls short in meeting the demands of more complex projects requiring advanced resource planning features. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14)

“It depends on the work. I would recommend Smartsheet for small and easy task management but not for IT or resource management. They are a very cheap alternative to any other similar option.”Analyst in Marketing, Computer Software, 501-1000 employees

“CONS: Add more of the features that Primavera/Microsoft Project has – more logic/complex logic for complex projects; Resource loading; Customize the dates that a schedule classifies as working days.”Project Manager in Other, Construction, 201-500 employees

“We use it within our Marketing and Events operations to manage nationwide events that we put on. It allows us to coordinate resource management across several teams to make sure our assets are not double booked and are being fully utilized.”Analyst in Marketing, Automotive, 5001-10,000 employees

Project Scheduling

While some users praise Smartsheet for its ease of use and ability to create Gantt charts and project schedules, others express a desire for more advanced features found in tools like Primavera or Microsoft Project. The platform’s flexibility in allowing customization and setting dependencies is appreciated by many, but some users find limitations in terms of complex logic and customization options for schedules. It seems that Smartsheet is well-suited for simpler projects and smaller teams, but may not fully meet the needs of users handling larger, more intricate projects that require sophisticated scheduling capabilities. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13)

“Great for straightforward, more simple projects. Great for smaller projects. Great way of allowing multiple users to edit schedules and easy to share.”Project Manager in Other, Construction, 201-500 employees

“We found that Smartsheet more than adequately meets our needs. We use Smartsheet as a lightweight project management tool primarily to develop and track schedules and activities.”Consultant in Professional Services, Management Consulting, 11-50 employees

“There tends to be a lot more manual manipulation of sheets than expected. Things can get out of date quickly if project managers don’t stay on top of it. This requires daily interaction with the tool.”Consultant in Human Resources, Management Consulting, 201-500 employees

Client and Team Management

Client and Stakeholder Management

Users generally appreciate Smartsheet’s client and stakeholder management capabilities, noting that it enhances communication, fosters better client relationships, and improves project consistency. The platform allows for client visibility into project timelines, aiding in client satisfaction and project success. Some users find the tool useful for maintaining accountability with clients and hitting project milestones effectively. Additionally, Smartsheet’s ability to track customer onboarding projects and provide a transparent plan for both customers and vendors is highlighted as a valuable feature for stakeholder management. The platform’s collaborative nature enables effective client collaboration, allowing for the identification of delays and effective forecasting to address potential issues promptly. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, , 9, 10, 11, 12, 13, 14, 15)

“Smartsheet solves the gap in communication which is one of the primary reasons projects fail.”C-Level Executive in Professional Services, Information Technology & Services, 51-200 employees

“We assign tasks to employees with priority and due dates so that we can keep up with over 200 active projects in our current work log. I have never had any problem with customer service when I have needed them.”Executive in Finance and Accounting, Architecture & Planning, 1-10 employees

“Being able to count on so many tools, usability within Smartsheet becomes a bit limiting, not because it is difficult to work with, but because it requires a high level of expertise to cover all areas of the project in question.”

Team and Department Coordination

Users generally praise Smartsheet for its team and department collaboration features. Reviewers consistently highlight the platform’s ability to facilitate smooth coordination among team members and departments. Users appreciate how Smartsheet streamlines task assignment, fosters teamwork, and enhances overall productivity within organizations. The platform’s intuitive interface and customizable functionalities make it a valuable tool for managing diverse projects and processes across different teams. Despite some minor concerns raised about user administration and legacy software integration, Smartsheet’s team and department coordination capabilities are widely regarded as effective and beneficial for enhancing collaboration and project execution. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“Smartsheet is being used to manage all types of company collaborations under one single platform. Teams have an easy way of managing tasks and sharing of files through its simple interface.”Program Manager in Product Management, Telecommunications, 10,001+ employees

“It has help me to define, follow and monitor the achievement of my weekly/monthly goals in terms of prospecting.”Professional in Sales, Information Technology & Services, 1001-5000 employees

“If you’re using Smartsheet as a replacement to Microsoft Project and then Smartsheet is a no brainer. It works great as a tool for Project Managers to effectively manage their team and keep projects on track.”Manager in Information Technology, Information Technology & Services, 51-200 employees

Project Planning and Execution

Users generally praise Smartsheet’s project planning and execution capabilities. They appreciate how the platform simplifies resource allocation, improves the accuracy of project planning, and enhances communication among team members. Reviewers highlight the software’s ability to create detailed project schedules, Gantt charts, and milestone summaries, which aids in breaking down complex projects into manageable tasks. Additionally, users value Smartsheet for its visibility into task status, resource management features, and the ease of reallocating resources as needed. Despite some concerns about software dependency and delays in technical support, users acknowledge the significant value that Smartsheet brings to their project planning and execution processes. (Source Reviews: 1, 2, 3, 4, 5, 6, 7)

“The software as I mentioned earlier is quite good and complete and has allowed us to improve the execution of tasks and processes, increase productivity and profitability.”Analyst in Sales, Telecommunications, 5001-10,000 employees

“I think it can be improved because it delays the processes when issues occur and there is no support. I suggest that in the next version release they have telephone support or live chat.”Analyst in Sales, Telecommunications, 5001-10,000 employees

Security and Visualization

Security and Access Control

Users generally express mixed opinions about Smartsheet’s security and access control features. While some reviewers appreciate the data security measures in place and the ease of controlling access to sensitive information, others have raised concerns about limitations in customization and integration that could potentially impact security protocols. The platform’s ability to provide permission-based team collaboration tools is acknowledged positively, yet there are reservations about the administration of users and security settings, particularly in certain licensing tiers. It seems that the overall sentiment regarding security and access control in Smartsheet is a balance between its strengths and areas for improvement. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, , 15)

“Limited customization has also refrained us from using the software to the full capacity because all the needs are not catered by the software.”Project Manager in Information Technology, Information Technology & Services, 11-50 employees

“One can easily check that the row count is significantly less than Excel hence data with significantly less number of observations can be created.”Manager in Professional Services, Financial Services, 10,001+ employees

“Real time Multi-user edit is a pain for all collaboration tools and Smartsheet is no exception.”Manager in Professional Services, Financial Services, 10,001+ employees

Dashboard and Visualization

Users consistently highlight the intuitive nature of Smartsheet’s dashboard and visualization tools, emphasizing their effectiveness in providing real-time updates and facilitating data-driven decision-making. While some reviewers suggest room for improvement in terms of customization options and visual appeal, the overall sentiment leans towards the positive, with users valuing the platform’s ability to streamline information sharing and enhance visibility into key project metrics. The dashboard and visualization features in Smartsheet are recognized for their role in improving operational efficiency and promoting transparency across teams. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, , 11, 12, 13, 14, 15)

“Charts, Cards and Dashboard components could be more customizable in the visual aspect. Compared to Power BI features, Smartsheet Dashboards do not look exciting. We need more colors, more charts, possibility to put animated images on background, etc.”Professional in Sales, Information Technology & Services, 1001-5000 employees

“The drag-and-drop cards that are used for quick sharing; The Gantt charts to visualize tasks; The notification center; The dashboard displaying KPIs in real-time”Project Manager in Information Technology, Financial Services, 5001-10,000 employees

“Immediate visualization into the current financial state of the business has been crucial, especially during changes to our business as a result of COVID-19”Project Manager in Other, Events Services, 1001-5000 employees

Tracking and Reporting

Time and Progress Tracking

Users generally appreciate Smartsheet’s time and progress tracking features for their ability to streamline workflows and enhance productivity. While some users find the platform to be a bit challenging to adapt to initially, the overall consensus is positive regarding the tool’s effectiveness in tracking project timelines and ensuring tasks are completed in a timely manner. The real-time tracking capabilities of Smartsheet are particularly valued for providing visibility into project progress and facilitating better time management practices. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“We found users weren’t as keen on adopting the tools built with Smartsheet. We lost time manually updating matrices affecting dashboards due to lack of functionality.”Engineer in Quality Assurance, Biotechnology, 51-200 employees

“Improved time delay.; Reduced brainstorming sessions.; Improved visibility on tasks/leaves/activities/ideas/projects.; Timely triggers to remind tasks.”Manager in Professional Services, Financial Services, 10,001+ employees

“Projects are delivered on time and on budget; Teams are working more collaboratively; Resources are better allocated.”Project Manager in Marketing, Marketing & Advertising, 51-200 employees

Calendar and Milestone Tracking

Users generally appreciate Smartsheet’s diverse views and milestone management capabilities. The calendar feature allows for easy visualization of project timelines and progress, while the ability to track milestones effectively aids in project planning and execution. Some users find the calendar and milestone tracking functionalities to be intuitive and helpful in keeping projects on track. However, there are also users who feel that there is room for improvement in terms of enhancing the user interface for these specific features. Despite some mixed opinions, the general consensus leans towards acknowledging the value that Smartsheet brings in terms of calendar and milestone tracking within project management. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12)

“Smartsheet handles most projects very well. If you get into a number of subprojects it can get a little tougher to configure everything, but it still handles the display well. Smartsheet does have a learning curve that is built upon many Excel skills, but the user interface for changing the milestones and project sections could be a little more intuitive.”Account Manager in Customer Service, Hospital & Health Care, 11-50 employees

“Great for straightforward, more simple projects. Great for smaller projects. Great way of allowing multiple users to edit schedules and easy to share. Very similar to Microsoft project but does not have all the features to produce more complex projects. Not good for large, complex projects that you need more complex logic for. Can’t edit dates/calendar/bar chart like I would like to.”Project Manager in Other, Construction, 201-500 employees

“A specific scenario in which Smartsheet is well suited is for creating project timelines that follow the waterfall management methodology. It is quick to create milestones, define dependencies, and assign resources. It is also well suited for project updates to quickly change dates due to unforeseen delays.”Account Manager in Product Management, Health, Wellness and Fitness, 11-50 employees

Data Entry and Management

User opinions vary regarding Smartsheet’s data entry and management features. Some users appreciate the ease of data entry and the ability to organize information effectively. They find the platform useful for maintaining accurate records and streamlining workflows. However, others express concerns about limitations in customization and security issues related to sensitive data. It seems that while some users find Smartsheet’s data entry and management capabilities beneficial for their needs, others feel that there are areas for improvement to fully meet their requirements. (Source Reviews: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15)

“Smartsheet provides a dynamic and intelligent way to manage work teams, tasks, and projects effectively. Its interface makes all the difference and helps us keep all our project and task information organized while moving forward.”Executive in Sales, Management Consulting, 11-50 employees

“SS caused our data entry to become very inaccurate; People think and organize differently this does not allow for individualized organization styles which causes a lot of problems when users impose their own organization methods.”Director in Information Technology, Non-profit Organization Management, 11-50 employees

“We use it to integrate it with Power BI to have live dashboard basis information input by users for live tracking.”Manager in Professional Services, Financial Services, 10,001+ employees

About the Author

TrustRadius Insights
TrustRadius Product Guides are created by synthesizing user reviews to identify commonly discussed topics. These guides highlight common use cases, frequently used features, and more. While this is a beta feature, it is our mission is to provide you with the best information possible to make confident and trusted technology decisions. If you feel something is missing or incorrect, please let us know.

Sign up to receive more buyer resources and tips.