Smartsheet is a cloud-based work management and project management application designed to help teams plan, track, automate and report on work in a structured but flexible way. It combines familiar spreadsheet-style interfaces with collaboration, automation and reporting tools to support a wide range of business processes.
The application addresses common challenges such as lack of visibility across projects, manual status tracking, and disconnected tools. By centralising work in one platform, it helps teams coordinate tasks, timelines and resources more effectively while maintaining accountability.
Smartsheet is designed for organisations that manage ongoing projects, programmes or operational work, including project managers, operations teams, IT, marketing, construction, and enterprise departments that require structured workflows and reporting.
What is Smartsheet?
Smartsheet is a software-as-a-service (SaaS) work management platform that enables teams to manage projects and processes using configurable sheets, dashboards and automated workflows. Its core concept is based on rows, columns and attachments, making it accessible to users familiar with spreadsheets, while extending far beyond basic spreadsheet functionality.
The platform positions itself between traditional project management tools and spreadsheets, offering structure without rigid methodologies. It supports simple task tracking as well as complex, multi-project environments, allowing organisations to scale their work management practices as needs evolve.
Key Features and Capabilities
- Spreadsheet-style sheets for task, project and process tracking
- Gantt, grid, card and calendar views for different planning needs
- Automated workflows for alerts, approvals and status updates
- Dashboards and reports for real-time visibility across work
- Forms for collecting and standardising incoming requests or data
- Collaboration tools including comments, file attachments and notifications
- Resource management capabilities to track allocation and capacity
- Role-based permissions and sharing controls
- Activity logs and change tracking for auditability
- APIs and connectors for extending functionality and integrations
How Smartsheet Is Typically Used
Smartsheet is commonly used to manage projects where visibility, collaboration and reporting are critical. Project managers use it to define tasks, assign owners, set dependencies and monitor progress using Gantt charts and dashboards.
Operational teams often use Smartsheet to standardise repeatable processes such as intake requests, approvals or compliance tracking. Forms are used to capture information consistently, while automated workflows reduce manual follow-up and status chasing.
At a portfolio or programme level, Smartsheet is used to roll up data from multiple sheets into consolidated reports and executive dashboards. This allows leadership teams to track performance, risks and timelines across multiple initiatives without manually compiling updates.
Who Smartsheet Is Best Suited For
Smartsheet is suited to medium-sized and large organisations, as well as growing teams that need more structure than basic spreadsheets but more flexibility than rigid project management frameworks.
It is commonly used by project managers, PMOs, operations teams, IT departments, marketing teams, construction and engineering firms, and enterprise business units managing complex workflows. The platform is also relevant for organisations that require governance, audit trails and controlled access to work data.
Deployment, Access and Integrations
Smartsheet is delivered as a cloud-based SaaS platform accessed through a web browser. It also provides mobile applications for iOS and Android, allowing users to view and update work on the go.
The platform offers integrations with widely used business applications, including Microsoft 365, Google Workspace and Salesforce, as outlined on its official site. Smartsheet also provides an API, enabling organisations to build custom integrations or connect the platform with other internal systems.
Summary
Smartsheet is a flexible work management and project management platform that bridges the gap between spreadsheets and structured project tools. Its combination of familiar interfaces, automation, reporting and collaboration features makes it suitable for a wide range of project and operational use cases.
The platform is particularly strong in environments where visibility, consistency and cross-team coordination are required. Delivered as a cloud-based service with mobile access and integrations, Smartsheet supports organisations looking to manage work at both team and enterprise scale.
Example workflow
A Smartsheet update triggers the connected workflow automatically. No manual work.
Frequently asked questions
Is Smartsheet a project management tool or a spreadsheet?
Smartsheet combines elements of both. It uses a spreadsheet-like interface but includes project management, automation, collaboration and reporting capabilities that go beyond traditional spreadsheets.
Can Smartsheet handle complex project dependencies?
Yes, Smartsheet supports task dependencies and Gantt views, allowing teams to model schedules, dependencies and timelines for complex projects.
Does Smartsheet support automation?
Smartsheet includes built-in automation for alerts, reminders, approvals and updates, helping reduce manual effort and improve consistency.
Is Smartsheet suitable for enterprise use?
The platform is designed to scale and includes features such as permissions, reporting and integrations that are commonly required in enterprise environments.
Can multiple users collaborate in real time?
Yes, Smartsheet allows multiple users to work on the same sheets, with comments, notifications and activity tracking to support collaboration.
Does Smartsheet offer dashboards and reporting?
Smartsheet provides configurable dashboards and reports that pull data from one or multiple sheets to give real-time visibility.