Overview

Smartsheet exists for a specific audience: people who think in spreadsheets but need project management capabilities. If you've ever built a Gantt chart in Excel using conditional formatting hacks, Smartsheet is your upgrade path. It takes the familiar row-and-column structure and adds proper dependencies, automations, and collaboration features.

The interface looks like Excel with PM superpowers, because that's exactly what it is. Rows are tasks, columns are fields, and formulas work similarly to what spreadsheet users already know. For organizations where Excel is the unofficial operating system, Smartsheet offers a transition path that doesn't require relearning how to think about data.

That spreadsheet DNA is both strength and limitation. Users comfortable with Excel ramp up quickly. Users who prefer visual, card-based interfaces (Monday, Trello) find Smartsheet's rows and columns dated. The tool hasn't modernized its aesthetic to match newer competitors, it's functional rather than delightful.

Features Deep-Dive

Sheets and Gantt Charts

Smartsheet's core experience is sheets, essentially enhanced spreadsheets with built-in project management. Each row is a task, and columns track properties: assignee, status, start date, end date, duration, predecessors. Switch to Gantt view and those dates become visual timeline bars with dependency lines.

The Gantt functionality is robust. Dependencies (finish-to-start, start-to-start, etc.) automatically adjust downstream tasks when dates change. Critical path highlighting shows which tasks directly impact project completion. For organizations used to Microsoft Project, Smartsheet's Gantt feels familiar but cloud-native.

Formulas work like Excel. SUM, VLOOKUP, IF statements, allowing calculated fields without external tools. Power users build sophisticated tracking systems using formula logic, which is harder (or impossible) in card-based PM tools.

Automation and Workflows

Smartsheet automations trigger on conditions: when a row changes, when a date arrives, when a form is submitted. Actions include sending notifications, updating cells, requesting approvals, or creating rows in other sheets.

The automation builder is visual but less intuitive than Monday's natural language approach. Complex workflows are possible but require understanding conditional logic. For organizations with existing process documentation, translating those processes to Smartsheet automations is straightforward.

Approval workflows route requests through stakeholders with audit trails, useful for organizations with formal sign-off requirements.

Dashboards and Reports

Dashboards aggregate data from multiple sheets into executive-friendly views. Charts, metrics, shortcuts, and embedded sheets create command centers for portfolio visibility. For organizations reporting to leadership, dashboards eliminate manual PowerPoint updates.

Reports pull filtered data across sheets, "show all tasks assigned to me across all projects" or "show overdue items in Q1 initiatives." This cross-sheet visibility helps with personal productivity and portfolio management.

Resource Management

Resource Management by Smartsheet (formerly 10,000ft) is a separate product that integrates for workforce planning. It handles resource allocation, capacity planning, and utilization tracking at a level beyond the core Smartsheet product.

For professional services firms and agencies billing by the hour, this integration provides genuine workforce management capabilities. It's an additional cost but fills gaps that core Smartsheet lacks.

Pricing Analysis

Smartsheet's pricing has tiers that escalate with features. Free tier is very limited, one user, two sheets. Pro at $9/user/month (annual) adds unlimited sheets, Gantt, forms, and basic automations. Business at $19/user/month adds advanced workflows, unlimited automation, and dashboards. Enterprise adds admin controls and premium support at custom pricing.

A 25-person team on Business pays $475/month, comparable to Asana Business or Monday Pro. The value proposition depends on whether your team prefers spreadsheet-style or card-based interfaces.

Resource Management pricing is separate and significant, starting around $10/user/month for resource planning features. Organizations needing full workforce management should budget for both products.

Who Is This For?

Smartsheet excels for:

• Excel power users who want PM features without abandoning spreadsheet thinking
• Construction and manufacturing teams with detailed scheduling and dependency requirements
• Professional services firms tracking project financials alongside tasks
• IT and PMO teams managing formal project portfolios with governance requirements
• Organizations with complex Gantt needs that simpler tools can't satisfy

Smartsheet's ideal user thinks in rows and columns. They want formulas, data manipulation, and the ability to structure information precisely. If someone says "I just want to build this in Excel," Smartsheet is often the answer.

Who Should NOT Use This

Smartsheet will frustrate you if:

• You prefer visual, modern interfaces: Smartsheet looks like a spreadsheet because it is one. Teams who chose Monday or Notion for aesthetics will find Smartsheet dated.
• You want ease of use: The spreadsheet paradigm requires comfort with that model. Teams unfamiliar with Excel face a learning curve that more intuitive tools avoid.
• You value collaboration features: While Smartsheet has comments and sharing, it's not as collaboration-forward as Asana or Monday. Real-time co-editing exists but feels less fluid.
• You're mobile-first: Smartsheet's mobile app works but can't match the desktop experience for complex sheets. Teams living on phones will find limitations.
• You want a modern all-in-one: Smartsheet focuses on sheets and Gantt. For docs, wikis, and communication, you'll need other tools. Notion and ClickUp offer more integrated experiences.

Bottom Line

Smartsheet is the right tool for the right user, someone who thinks in spreadsheets and needs proper project management. The Gantt capabilities are robust, formulas enable sophisticated tracking, and the familiar paradigm reduces training for Excel-fluent teams.

For organizations not already spreadsheet-centric, Smartsheet's interface feels like a step backward from modern PM tools. The aesthetic hasn't evolved, and the experience prioritizes power over polish.

If your team would instinctively build a project tracker in Excel, try Smartsheet. If they'd instinctively build it in Trello or Notion, look elsewhere.

FAQ

Smartsheet vs Excel: when should I switch?

Switch when you need: real-time collaboration, automatic Gantt charts with dependencies, workflow automation, forms, dashboards, or audit trails. Stay in Excel if you're a solo user doing simple tracking. Smartsheet adds $9-19/user/month but removes the version control chaos and manual work of Excel-based PM.

Is Smartsheet good for construction projects?

Yes, Smartsheet is popular in construction for schedule management. Gantt charts with dependencies, critical path analysis, and baseline tracking align with construction planning needs. Integration with Resource Management helps with crew scheduling. Many construction firms prefer Smartsheet's detailed scheduling over more casual tools like Monday.

Can Smartsheet integrate with Microsoft 365?

Yes, integration with Microsoft 365 is a strength. Import/export with Excel, sync with Outlook calendars, store files in OneDrive, and embed sheets in SharePoint. For Microsoft-centric organizations, Smartsheet feels like a natural extension of the ecosystem.

How does Smartsheet compare to Asana?

Different paradigms: Smartsheet thinks in rows and Gantt charts; Asana thinks in tasks and portfolios. Smartsheet suits detailed schedulers; Asana suits cross-functional coordinators. Smartsheet's Gantt is more sophisticated; Asana's collaboration features are stronger. Excel users prefer Smartsheet; non-spreadsheet users prefer Asana.

What's the learning curve?

For Excel users, minimal, the interface is familiar and concepts transfer. For non-spreadsheet users, expect 1-2 weeks to feel comfortable. Advanced features (complex formulas, automations, dashboards) require additional learning. Smartsheet's University provides free training courses.