Smartsheet

What is Smartsheet

Smartsheet is a software as a service (SaaS) platform for work management and collaboration. It is used to assign tasks, track project progress, manage calendars, share documents, and manage other work, using a tabular, spreadsheet-like user interface. Founded in 2005 by Brent Frei, Smartsheet is headquartered in Bellevue, Washington. The core purpose of the tool is to provide a dynamic workspace that empowers teams to manage projects, automate processes, and scale their work with real-time visibility and control. Unlike traditional spreadsheets, Smartsheet includes powerful features like workflow automation, reporting, and various views like Gantt, Kanban, and Calendar.

Smartsheet Features

Smartsheet offers a wide range of features to help teams manage their work effectively.

• Grids and Sheets: The foundation of Smartsheet is its grid view, which looks like a spreadsheet but has more power. You can attach files, start discussions, and set reminders on individual rows.
• Project Management Views: Visualize your work in multiple ways. Use Gantt charts for project timelines, Card View (Kanban) to manage workflows, and Calendar View to see important dates.
• Dashboards and Reports: Create real-time dashboards with charts, graphs, and key metrics to get a high-level view of your projects. Reports allow you to pull in data from multiple sheets to summarize information.
• Workflow Automation: Automate repetitive tasks without coding. You can set up rules to send alerts, request updates, approve requests, and lock rows based on specific triggers and conditions.
• Forms: Build custom forms to collect data from anyone, inside or outside your organization. The collected information automatically populates your sheets, reducing manual data entry.
• Integrations: Connect Smartsheet with the tools your team already uses, such as Microsoft 365, Google Workspace, Slack, Salesforce, and Jira, to create a unified workflow.
• AI Tools: Smartsheet incorporates AI to help you work faster. It can generate formulas, analyze text and sentiment in your sheets, and provide insights from your data.
• Enterprise-Grade Security: The platform includes advanced security and governance features like single sign-on (SSO), user access controls, and compliance with various industry standards to keep your data safe.

Smartsheet Pricing Plans

Smartsheet offers several pricing tiers designed for different types of users and organizations.

• Pro Plan: This plan is intended for individuals and small teams getting started with project management. It includes core features like sheets, forms, and basic automation.
• Business Plan: Aimed at larger teams and businesses, this plan offers more capabilities, including unlimited automations, advanced reporting with dashboards, and integrations with popular business software.
• Enterprise Plan: This is the most comprehensive plan, designed for entire organizations. It provides enterprise-grade security controls, unlimited storage, premium support, and advanced administrative features.

Smartsheet Free Plan

Smartsheet offers a free plan that is suitable for individuals starting to organize their tasks. The free plan typically includes a limited number of sheets, users, and automation rules. For users who need more advanced features, Smartsheet provides a free trial of its paid plans, allowing them to test the full capabilities of the platform before committing to a subscription.

How to use Smartsheet

Getting started with Smartsheet is straightforward, especially if you are familiar with spreadsheets.

1. Create a New Sheet: You can start with a blank grid, import an existing file (like Excel), or choose from hundreds of pre-built templates for common use cases like project plans, marketing campaigns, or event schedules.
2. Define Your Columns: Customize your columns to track the information you need, such as Task Name, Assignee, Due Date, Status, and Priority.
3. Add Your Data: Enter your tasks and project details into the rows. You can assign tasks to team members by adding their email to a 'Contact List' column.
4. Collaborate with Your Team: Share the sheet with your colleagues and set permission levels (Viewer, Editor, or Admin). Team members can comment on rows and attach files to keep all communication in one place.
5. Set Up Automation: Create simple automation rules. For example, set a rule to send a notification to the assignee when a task's due date is approaching.
6. Build a Dashboard: Create a dashboard to visualize your project's progress. Add widgets like charts to show task status or reports to summarize key metrics from your sheet.

Pros and Cons of Smartsheet

Pros

• Highly Flexible: The platform can be adapted for a wide variety of use cases, from simple task lists to complex portfolio management.
• Familiar Interface: The spreadsheet-like design makes it easy for new users to get started.
• Powerful Automation: The workflow automation engine is robust and can save significant time on repetitive tasks.
• Strong Reporting: Dashboards and reports provide excellent visibility into project and business data.
• Scalability: Smartsheet is built for enterprises and can handle a large volume of data and users.

Cons

• Learning Curve: While the basics are easy, mastering advanced features like complex formulas and automation can be challenging.
• Cost: The pricing can be higher than some competitors, especially for larger teams on the Business or Enterprise plans.
• Interface Can Feel Crowded: With many features and options, the user interface can sometimes feel cluttered and overwhelming for new users.

Smartsheet integrations

Smartsheet integrates with a wide range of popular business applications to help you create a connected work environment. Here are some of the key integrations:

• Microsoft 365: Integrate with Outlook, Teams, and other Microsoft apps to manage work without leaving your favorite tools.
• Google Workspace: Connect with Gmail, Google Drive, and Calendar for seamless collaboration.
• Salesforce: Create a two-way sync between Smartsheet and Salesforce to keep sales and project data aligned.
• Jira: Connect project plans in Smartsheet with development work in Jira for better cross-team visibility.
• Slack: Receive Smartsheet notifications, send information, and take action directly from Slack channels.
• Adobe Creative Cloud: Manage creative workflows by connecting Smartsheet to Photoshop, InDesign, and other Adobe apps.
• Tableau: Export your Smartsheet data to Tableau for advanced data visualization and business intelligence.

Smartsheet Alternatives

If Smartsheet is not the right fit for you, consider these alternatives:

• Asana: A popular project management tool focused on task management and team collaboration. It has a more modern and user-friendly interface but is less flexible for data management than Smartsheet.
• monday.com: A highly visual and customizable Work OS (Work Operating System). It offers strong features for CRM and marketing in addition to project management, making it a versatile alternative.
• Airtable: A platform that blends the features of a spreadsheet and a database. It is extremely flexible for managing structured data and is a great choice for custom application development.
• Trello: A simple, visual, Kanban-based tool for managing tasks and workflows. It is very easy to use but lacks the advanced project management and reporting features of Smartsheet.
• Wrike: A robust project management platform designed for larger teams and enterprises. It offers detailed project planning, time tracking, and resource management features.

Smartsheet API

Yes, Smartsheet provides a comprehensive REST API that allows developers to programmatically access and manage their Smartsheet data. You can use the API to build custom integrations, automate complex workflows, and extend the functionality of the platform.

To get started, you need to generate an API access token from your Smartsheet account. You can do this by logging in, going to Account > Apps & Integrations > API Access, and clicking Generate new access token.

Here is a simple example using the official Python SDK to list all sheets in your account:

import smartsheet

# Your API access token
api_access_token = 'YOUR_API_ACCESS_TOKEN'

# Initialize the client
smartsheet_client = smartsheet.Smartsheet(api_access_token)

# Make sure we don't miss any error
smartsheet_client.errors_as_exceptions(True)

# List all sheets
response = smartsheet_client.Sheets.list_sheets(include_all=True)
sheets = response.data

for sheet in sheets:
    print(f'Sheet Name: {sheet.name}, Sheet ID: {sheet.id}')

For more details, you can visit the Smartsheet Developer Portal.

Smartsheet Affiliate program

Smartsheet offers an affiliate program that allows partners to earn commissions by referring new customers. Affiliates receive a commission for every new paid subscription that comes through their unique referral link. The commission is typically a percentage of the first year's subscription value.

To join the program, you need to apply through their partner network, which is often managed by a third-party platform like Impact Radius or PartnerStack. The application process involves providing information about your website, audience, and promotional methods. Once approved, you will get access to marketing materials, tracking links, and a dashboard to monitor your referrals and earnings. Payments are usually made on a monthly basis after a minimum earning threshold is met. For more specific details, it is best to visit the official Smartsheet affiliate program page on their website.