What is Smartsheet? Everything You Need to Know as a Beginner

Recent years have seen significant developments in the modern environment, which has led to a continual search for the best tool to manage tasks smoothly. Finding the right way to bring order to the chaos might be daunting with so many job management tools accessible in the market. 

Among these, Smartsheet is a promising and well-known tool designed to help businesses optimize processes such as task automation, project planning, and team collaboration. Its flexible, spreadsheet-style interface and adaptable resources make it suitable for managing both small teams and large-scale operations.

According to Companiesmarketcap, on March 26, 2025, Smartsheet had a market cap of $7.90 billion USD. The market capitalization, generally known as a market cap, is the whole market value of a publicly traded company’s outstanding shares and is frequently used to measure how much a company is worth.

Companiesmarketcap

Read on for a complete Smartsheet overview, including its features, integrations, restrictions, pricing, and a quick guide on how to start with the tool.

What Does Smartsheet Do?

Smartsheet is a cloud-based tool that helps teams and organizations work smarter. With its easy-to-use and spreadsheet-like interface, Smartsheet makes project management easier, automating workflows, boosting collaboration, and enabling you to manage tasks, automate routine work, and track project progress all in one place. Whether it’s about managing simple tasks or complex projects, Smartsheet’s features, including task management, resource tracking, file sharing, and reporting, make it a great fit. 

Why Use Smartsheet?

Smartsheet makes work and project management easier by giving you one real-time place to see everything, with no more scattered spreadsheets or endless email chains. It keeps things clear by assigning tasks, spotting delays early, and focusing on getting things done rather than just planning. Smartsheet’s strong collaboration tools help teams stay connected no matter where they are, improving communication and keeping everyone on the same page. From managing complex projects to securing your data with permission controls, it also automates routine tasks to speed things up. Moreover, with smart insights and powerful features, Smartsheet helps teams work smarter and make faster, better decisions. 

Benefits of Using Smartsheet

Here are several specific benefits that Smartsheet offers to users seeking to enhance their team workflow and project management processes.  

• Data Insights

With structured sheets and strong reporting features, you could evaluate details instinctively using visual data representations. Alternatively, users could use the system’s formula language to change data into meaningful insights, improving organizational decision-making.

• Robust Reporting

Given Smartsheet’s tailored forms, the team could gather data that flows dependably into their sheets. Once data is gathered, it could be joined from several sheets into easily generated reports and informative, interactive dashboards. Smartsheet’s conditional formatting and filtering capabilities make it easy for you to emphasize specified data subsets and create reports emphasizing substantial patterns and trends. 

• Better Security

Data is secured within the Smartsheet program via its collection of security capabilities, practices, and safeguards. Few instances of security measures provided by Smartsheet include 24/7 event, incident monitoring, and response services via their in-house incident response team, in addition to data storage with NIST-approved ciphers, transport layer security (TLS 1.2), and AES 256 at-rest encryption.

• Scalable Features

Smartsheet’s huge collection of tools enables teams to use features to fit their specific requirements. With adaptable view options, you could begin as small with simple grid sheets or work up to more advanced data representations, such as Calendar views, that align with your project management requirements. Smartsheet’s expert service team could help you develop scalable solutions that enhance data collection and usage.

• Improved Collaboration

Smartsheet users could engage on sheets and share them with other members within and outside the organization. The collaborative features allow you to comment on and review data within similar sheets simultaneously, and transparency options enable simplified approval processes. Team members could effortlessly share crucial details with the project’s key shareholders via improved dashboards and strong reports.

What is Smartsheet Best Used For?

Smartsheet is a flexible solution that helps enterprises address a variety of challenges. Managing resources, organizing content, streamlining workflows, securing digital assets, and automating routine tasks are a few of the key functions supported by its powerful features.  

• Process and workflow management

Smartsheet’s no-code tools, such as Bridge, simplify process and workflow management by enabling users to create flexible, automated workflows with no technical expertise required. These automations help teams by cutting down on manual work, improving data accuracy, and giving them more control with custom logic and permission settings. For enterprise users, Smartsheet goes beyond with WorkApps, allowing them to build no-code apps that simplify portfolio management and daily operations. Additionally, Smartsheet makes collaboration effortless by simplifying review cycles, centralizing feedback, and keeping everything transparent and clear with version control and change tracking.

• Digital asset security

Smartsheet’s advanced security features help keep your digital assets safe. Organizations can easily manage who has access, limit sharing to trusted domains, and protect sensitive data. Its centralized account management makes it simple to control permissions and support smooth collaboration across teams. Also, Smartsheet boosts security through integrations with tools like McAfee MVISION Cloud and Microsoft Defender. For added peace of mind, the Business and Enterprise plans include audit trails and activity logs, giving you clear visibility into changes and user activity to support accountability and transparency. 

• Data and content management

Smartsheet centralizes information into a single source of truth, ensuring simplified data, content management, and improved accuracy throughout integrated systems. With tools including DataMesh, it gathered siloed data from CRMs, ERPs, and other sources, excluding duplicate entry and decreasing errors. Users could evaluate large datasets within Smartsheet to reveal trends and insights. Moreover, Brandfolder by Smartsheet improves content management by forming digital assets, tracking engagement, and optimizing asset performance, all in one platform.

• Resource management

Smartsheet improves resource management by making productivity and team performance better using visual workload tools. Smartsheet’s Workload Heatmap gives managers a clear, easy-to-understand view of who’s available and who’s already swamped, making it easier to balance workloads and prevent burnout. The Workload Schedule highlights team members who are overbooked, so managers can quickly adjust assignments and make sure work is spread out more evenly. Built-in time-tracking tools make it simple to keep track of hours and help teams make better, more accurate estimates for future projects. Plus, with forecasting features that align staffing needs with team growth, Smartsheet supports smarter hiring decisions.

• Task automation

Smartsheet streamlines task automation with no-code workflows, allowing customized notifications and processes prompted by events or schedules. From approval requests to update reminders, teams can modify automations to fit project requirements, while restricting automation creation to selected users. The Notification Center enables tailored alerts, monitoring who gets what and when. Alerts can be sent within Smartsheet or through email, keeping teams united and workflows on track.

How Does Smartsheet Integrate with Your Existing Projects?

Smartsheet integrates smoothly with existing projects by engaging with 119 third-party apps, including Google Workspace, Slack, Microsoft Teams, ServiceNow, Power BI, and Tableau. These integrations make data sharing secure and easy by ensuring transparency across platforms. Additionally, the Smartsheet mobile app gives users the ability to access real-time info, make updates, and complete forms from anywhere. 

• Limited Features

Numerous Smartsheet’s advanced tools are only accessible on higher-priced plans. The free plan is highly limited, enabling only two sheets and restricted users. Features such as AI insights and data analysis need Enterprise or Advanced Work Management plans, which lack visible pricing.

• Functionality Issues

Using advanced features or huge datasets can cause software delay. Performance could deteriorate as sheets approach system restrictions.

• Sheet Limitations

Smartsheet sheets support more than 500,000 cells, 20,000 rows, and 400 columns, with limitations on cell links. These restrictions could not suit complex, data-heavy projects.

• Steep Learning Curve

The spreadsheet-style interface can be complex for users unaccustomed to similar systems.

• Add-On Costs

Key tools such as Control Center, Bridge, and Brandfolder need extra fees. Premium apps like DataTable, Calendar App, and Dynamic View are also paid add-ons. Complete access without additional fees is only accessible via the advanced plan, restricted to enterprise users only.

Smartsheet Plans and Pricing

Smartsheet pricing is organized across various tiers, including a free plan, with a 30-day free trial presented for users exploring the paid versions. 

• Free Plan ($0)

For 1 user, 2 sheets, and up to 2 editors/viewers. It comprises basic views (Gantt, Grid, Card, Calendar), 1 report/sheet, 10 dashboard widgets, 100 automations/month, 30 MB attachment limit, 500 MB storage, and 106 integrations.

• Pro Plan ($12/user/month or $9 billed annually)

Best for teams of 1–10 users with unrestricted viewers. It adds limitless sheets, forms, and reports, rich formulas, and 250 automations/month.

• Business Plan ($24/user/month or $19 billed annually)

Best for teams of 3+ users. It incorporates all Pro features alongside admin controls, timeline views, workload tracking, 1 TB storage, unlimited automations, and free guest users.

• Enterprise Plan (Custom pricing)

Best for teams of 10+. It includes AI formulas, work insights, SAML SSO, WorkApps, advanced security, directory integration, and unlimited storage.

• Advanced Work Management (Custom pricing)

Designed specifically for huge organizations, it includes all Enterprise features, alongside premium tools including Data Shuttle, Dynamic View, Control Center, DataMesh, Pivot App, Calendar App, and Salesforce/Jira connectors.

Smartsheet Alternatives

For organizations looking for a good Smartsheet alternative, there are a few well-known collaborative work management platforms to consider.

• Asana

A flexible web and mobile app that manages team tasks and projects using features such as customizable Kanban boards, forms, calendars, and reporting to visualize work. With a user-friendly interface that supports workflows, it’s perfect for agile teams that seek to organize work in a collaborative, visual way. However, Asana lacks some of Smartsheet’s thorough analytics and automation capabilities.

• Microsoft Project

Designed particularly for project management, it offers strong tools for developing Gantt charts, managing resources, and integrating with other Microsoft Office applications. It is perfect for formal project managers who require advanced scheduling, change tracking, and cost reporting. For lighter-weight team work management, it could be overwhelming. This highlights the key differences in Smartsheet vs. Microsoft Project.

• Monday

With an emphasis on visual project management and team collaboration, it uses Kanban-style boards, ensuring extensive customization and automation options that streamline team workflows. It’s perfect for creative teams looking for a highly visual interface for work management. It might not, however, offer the same range of enterprise analytics and portfolio management as Smartsheet.

• Basecamp

Unlike Smartsheet, Basecamp is an all-in-one project management and team communication tool built for simplicity and ease of use, by combining task management with shared messaging, schedules, docs, and more over a single platform. Basecamp offers a clutter-free experience for small teams looking for a straightforward collaboration solution. Though it lacks the scale and profundity of reporting, it has Smartsheet reporting. 

• Airtable

Combining Smartsheet’s adaptability with a database’s relationship for collaborative and data management, Airtable allows teams to set up tailored bases to organize projects, tasks, and other details. Airtable’s exclusive spreadsheet-database hybrid model surpasses flexible data organization, but it isn’t as definitely geared toward structured team project management as Smartsheet.

• Wrike

Offers tools like task management, collaboration, and project management for creative, enterprise, and marketing teams. Its flexible dashboards, calendars, Gantt charts, and tailored workflows assist teams by simplifying workflows. Though competing with Smartsheet on numerous enterprise features, Wrike could be a practical alternative for huge organizations looking for similar project management tools. 

Smartsheet Features

Smartsheet enables businesses to efficiently scale projects from start to end, given its key features that make it a potent project management tool. 

• Resource Management

Smartsheet assists in balancing workloads using tools such as Workload Heatmap and Schedule, allowing managers to allocate resources effectively, avoid burnout, and track readiness in real time.

• Task Automation

By automating recurring tasks using event or time-based triggers, Smartsheet allows for custom alerts, update requests, and approvals to keep work moving without manual input.

• Content Management

Using tools like Brandfolder, Smartsheet integrates digital assets, making it easy to keep, manage, share, and evaluate content performance from one safe platform.

• Securely Manage Digital Assets

Smartsheet provides enterprise-grade safety with role-based access controls, domain restrictions, audit trails, and integrations with tools including McAfee and Microsoft Defender to safeguard data.

• Integrate Seamlessly with Other Platforms

Smartsheet supports more than 100 integrations with tools such as Google Workspace, Slack, Microsoft Teams, Salesforce, and Tableau, allowing for smooth data flow across systems.

• Process Management

With no-code automation and technologies like Bridge and WorkApps, Smartsheet simplifies workflows so that teams can effectively create, manage, and improve business processes. 

Smartsheet Premium Apps

Here are Smartsheet’s products that improve work management, simplify collaboration, and automate processes, assisting teams in planning and delivering projects effectively.

• Control Center
• Resource Management
• Dynamic View
• Data Shuttle
• Bridge
• WorkApps
• Brandfolder

Smartsheet Services We Offer

Here are Smartsheet’s services that support employment, training, and strategic guidance, ensuring teams capitalize on the platform’s value and drive better outcomes.

• Smartsheet Solution Delivery
• Premium App & Connector
• API Integrations w/Smartsheet
• Smartsheet Training
• Smartsheet Consulting

Conclusion

In short, Smartsheet brings together flexibility, automation, and collaboration tools to support teams of any size. Whether you’re tackling simple tasks or managing complex projects, it helps streamline workflows, improve communication, and turn data into meaningful insights. Given its strong features and scalable plans, it’s no surprise that numerous organizations, these days, are shifting to Smartsheet to keep their work organized and moving forward smoothly.

Why Choose Veridian Solutions for Smartsheet?

Veridian Solutions, a trusted Smartsheet Gold Partner with years of experience, helps organizations get the most out of Smartsheet through tailored solutions and expert support. With hands-on consulting and tailored guidance, Veridian solutions makes it easier for your team to simplify workflows, boost efficiency, and address challenging projects with confidence.

Frequently Asked Questions About Smartsheet

• Are users allowed to automate tasks in Smartsheet?

Yes! Smartsheet’s automation tools streamline approval workflows, notifications, and alerts, reducing manual work, boosting efficiency, and keeping teams focused on what matters.

• How are Smartsheet and Spreadsheet-centric solutions different from each other?

In contrast to traditional spreadsheets, Smartsheet’s collaboration, automation, and reporting features promote teamwork, enhance integration, and boost productivity. 

• How does Smartsheet integrate with other software tools?

Smartsheet works seamlessly with popular tools like Google Workspace, Slack, Salesforce, and others, so everything stays connected and your team stays on the same page.