In today’s busy business world, having the right project management tools is crucial. Smartsheet is a powerful platform that helps you plan better and finish projects faster. But how useful it is depedns on what you need it for. Smartsheet works well in many cases, but it might not be the perfect fit for every project.
Keep reading to find out more about what Smartsheet is, its features and benefits, and when it might be the right choice. We’ll also discuss Baserow’s no-code database and application builder and why it could be a better option for more advanced needs.
What is Smartsheet?
Smartsheet is a flexible work management platform that feels like a spreadsheet but packs in powerful project management and collaboration features. It helps teams streamline their workflows, improve visibility, and boost productivity, making it easier to handle various tasks and projects.
Think of Smartsheet as your digital spreadsheet designed for project management. You can create customizable sheets, use Gantt charts, Kanban boards, and Calendar views, and it’s easy to assign tasks, set deadlines, and track milestones, keeping everything on track and within budget.
One of the best parts about Smartsheet is its real-time collaboration. Teams can work together seamlessly, with automated alerts and reminders keeping everyone in the loop. Plus, workflow automation helps save time by taking care of repetitive tasks. It integrates smoothly with tools like Google Workspace and Slack, and offers a powerful API for custom integrations.
But it’s not all perfect. Smartsheet has some limitations, especially when it comes to handling large datasets, which can be challenging for data-heavy projects. It’s also a closed-source, proprietary software, meaning you can’t self-host or customize the storage infrastructure. This is often a dealbreaker for businesses in highly-regulated industries.
If you’re looking for a Smartsheet alternative, check out Baserow. It’s an open-source, no-code platform that offers more flexibility. Baserow supports self-hosting, has advanced features, higher resource limits, and better customization options at a lower cost, making it a more secure and adaptable choice, especially for businesses with strict data governance and security needs.
Smartsheet’s top features
Variety of views
Smartsheet makes it easy to organize and visualize your data with its flexible interface. You can switch between Grid, Gantt, Kanban, and Calendar views to see your projects from different angles and manage them efficiently.
Automation
Tired of repetitive tasks? Smartsheet’s no-code automation capabilities let you set up workflows that handle reminders, notifications, and approvals automatically. This not only saves you time but also minimizes human error.
Integration capabilities
Smartsheet plays well with others, integrating natively with popular tools like Google Workspace, Microsoft Office 365, Slack, DocuSign, and more. This means you can connect it to your existing systems and keep your workflow smooth and uninterrupted.
Collaboration tools
Teamwork is a breeze with Smartsheet’s real-time collaboration features. Share project updates, attach files, add comments, and set notifications all within one platform. This keeps everyone on the same page and enhances teamwork.
Dashboards and reporting
Get a clear view of your projects with customizable dashboards and robust reporting tools. Managers can easily track project statuses and performance metrics, helping them make informed decisions and monitor the overall health of their operations.
Templates
Choose from a variety of ready-made, customizable templates to kickstart your projects. Whether you’re planning an event, managing a project, tracking sales, or handling IT tasks, these templates save you time and effort in setup.
What are the main benefits of Smartsheet?
Smartsheet is a project tool that simplifies planning, tracking, automating, and reporting on projects. It pulls everything together in one place, so everyone knows exactly what’s happening and what’s needed to keep things moving smoothly. With a clear view of all projects, you can easily gauge the health of your business and make better decisions. Managers get real-time updates without the need to constantly chase information, and teams can collaborate more effectively, which ramps up productivity and communication.
Smartsheet use cases
- Track inventory: Small to medium-sized businesses can use Smartsheet’s customizable fields to keep tabs on inventory. This includes details like product information, supplier contacts, and stock levels, making inventory management efficient and straightforward.
- Manage a CRM: Its linking capabilities make it ideal for lightweight CRM systems. You can easily track client interactions, manage sales funnels, and keep all customer information centralized in one place.
- Content planning: For marketing teams, it’s a great tool for planning and tracking content across multiple channels. You can assign tasks, set deadlines, and link to resources, streamlining the content management process.
- Budget tracking: Finance teams can use Smartsheet to manage budgets, track expenses, and generate financial reports, ensuring better oversight and planning.
- Versatility across industries: Smartsheet is used in a variety of fields including event planning, IT and operations management, HR management, construction project management, and healthcare administration.
- Organize and collaborate on projects: It provides visually engaging data views and real-time collaboration features, making it a great choice for project management tasks. It allows different team members to work together seamlessly on shared tasks, timelines, and deliverables.
How to use Smartsheet
To get started with Smartsheet, first, create an account and log in. Your workspace begins with a new “sheet,” which can be customized from various templates like project management, marketing trackers, or CRM systems, or you can start fresh with a blank sheet. Add columns for different data types (text, dates, checkboxes) and rows for tasks or projects. You can visualize your data using flexible views like Grid, Gantt, Card, and Calendar to suit your workflow.
For managing tasks and projects, simply assign tasks to team members, set due dates, and track progress with status columns and checkboxes. You can create task dependencies to manage timelines. And for collaboration, share your sheet with team members, set permissions, and use comments and attachments to keep all communications and files in one place.
Automation features let you set up workflows that send alerts, update rows, or generate reports based on specific triggers. Integrate seamlessly with tools like Google Workspace, Microsoft Office 365, and Slack, streamlining workflows and keeping all your tools connected. Use dashboards to get real-time insights into project metrics and performance, allowing you to display relevant information for your team in a customizable format.
How Smartsheet handles relationships
Smartsheet is a good tool for managing work and automating processes, but it doesn’t handle relationships in the same way traditional relational databases do. While it provides several tools to handle data relationships, these tools require careful setup and management.
Here’s how Smartsheet manages relationships and the associated complexities:
Basic linkages and cell linking
Smartsheet allows basic relationships between sheets through cell linking. You can link cells from one sheet to another, enabling dynamic updates across sheets. This feature ensures values stay current across a collection of sheets without manual data entry. However, it lacks the robustness of relational database relationships.
Cross-sheet references
For more complex relationships, Smartsheet provides cross-sheet references. This allows users to create formulas that pull data from multiple sheets, using functions like VLOOKUP and INDEX/MATCH. This method provides a way to aggregate and manipulate data, though it can become cumbersome with very complex datasets.
Reports
Smartsheet offers reporting features that allow data aggregation from multiple sheets into a single view. This helps visualize and manage related data, providing a consolidated overview without needing direct relational capabilities.
Data collection with forms
Smartsheet forms can be used to collect data directly into sheets. While this doesn’t handle relationships directly, it helps structure data that can later be linked or referenced.
Automations
Automations in Smartsheet help manage workflows across related data in different sheets. These automations can trigger actions based on changes in data, helping maintain data integrity and indirectly managing relationships.
Limitations compared to relational databases
Smartsheet does not support true relational database features such as foreign keys, complex joins, or normalized data structures. Instead, it relies on linking, referencing, and reporting to manage relationships. This approach can be less scalable and more complex to manage, especially with large datasets.
When not to use Smartsheet
While Smartsheet is a great tool with lots of features, it’s not perfect for every situation. If any or all of the following points apply to you, it might be worth considering Baserow as an alternative. Here are some scenarios where Smartsheet might not be the best fit for your needs:
Handling large datasets
If your projects involve managing massive datasets, Smartsheet’s capacity limits—20,000 rows, 400 columns, and 500,000 cells per sheet—might be too restrictive. For extensive data entries or robust relational databases, Smartsheet can slow down or become cumbersome.
Need for self-hosting
If your organization requires full control over its data for compliance or security reasons, Smartsheet might not be the best choice. Since it’s a cloud-based, proprietary platform, businesses in highly regulated industries like healthcare or finance may prefer an open-source, self-hosted solution to ensure data remains within their infrastructure.
Cost considerations
Smartsheet can get expensive, especially if you need advanced features or have a large team. For example, the Business plan is $32 per user per month, with a minimum of three users. This can add up quickly, making it more costly than other tools. Plus, certain power features are only available as paid add-ons or under the Enterprise plan.
Integration limitations
While it integrates with many third-party tools, achieving specific integrations might require additional platforms like Zapier, which introduces extra costs and complexity. This can be a drawback for businesses with sophisticated integration needs.
Performance issues
The software can experience lag, especially when approaching its size limits or using advanced features. This can hinder productivity, particularly for large-scale projects.
Proprietary platform
As a closed-source platform, Smartsheet users rely on the company for updates and custom functionalities. This limits the ability to modify the software to better suit specific needs, unlike open-source tools that offer greater flexibility.
Security and compliance
Using Smartsheet means depending on it to ensure the software’s security and to patch vulnerabilities. This might not be ideal for organizations with strict data governance and compliance requirements, which often prefer solutions that offer complete control over data security.
How much does Smartsheet cost?
Smartsheet’s pricing plans are designed to accommodate individuals, small teams, and large enterprises. Before committing to a subscription, you can take advantage of a free 30-day trial to evaluate the platform.
Free Plan
Pricing: Free
Overview: Best for individuals new to task and project management.
Features & limits:
- 1 user with up to 2 editors
- 2 sheets
- Various views: Gantt, Grid, Card, Calendar
- Dashboards and reports
- 500 MB attachment storage
- 100 automations per month
Pro Plan
Pricing: $9 per user/month (billed monthly) or $7 per user/month (billed annually)
Overview: Suitable for individuals and teams needing to track, share, and manage projects.
Features & limits:
- All Free Plan features
- Up to 10 editors (paid license required for editing)
- Unlimited sheets and viewers
- Unlimited dashboards, reports, and forms
- 20 GB attachment storage
- 250 automations per month
- Integrations with Microsoft 365, Teams, Google Workspace, Slack, Box, Dropbox
- Email support
- Max of 10 users
Business Plan
Pricing: $32 per user/month (billed monthly) or $25 per user/month (billed annually)
Overview: For businesses managing multiple projects and programs.
Features & limits:
- All Pro Plan features
- Unlimited free editors
- 1 TB attachment storage
- Unlimited automations
- Additional integrations: Resource Management, Brandfolder, Adobe Creative Cloud, Tableau, PowerBI (extra licenses required)
- Activity log, Document builder, Proofing
- Access to Smartsheet University (extra fees)
- Standard and Professional Support (extra fees)
- Minimum of 3 users required
Enterprise Plan
Pricing: Custom
Overview: For organizations needing advanced security and scalability.
Features & limits:
- All Business Plan features
- Single sign-on/SAML
- Directory integration and account discovery
- Enterprise Plan Manager
- WorkApps and Work Insights for data analysis
- Unlimited attachment storage
- Access to professional support
- Smartsheet Advance (extra fees)
Consider the hidden costs
Smartsheet is packed with great features, but it’s important to be aware of the additional costs and limitations that come with it. Enhanced functionalities often come as add-ons, which can lead to higher expenses over time. Plus, Smartsheet enforces specific row limits per sheet, meaning that extensive data might require you to manage multiple sheets.
Integrating with all third-party tools might also necessitate using third-party bridging solutions, adding both complexity and cost. What’s more, as a proprietary platform, its customization options are also limited compared to open-source alternatives, and it carries the risk of vendor lock-in, making any future transitions potentially challenging and costly.
What’s the best alternative to Smartsheet?
If you’re on the hunt for a flexible, secure, and powerful alternative to Smartsheet, Baserow is a fantastic option. Baserow is a no-code database and application builder with advanced features and a user-friendly spreadsheet-like interface, making it a great fit for a variety of business needs.
Here are some reasons to choose Baserow over Smartsheet:
Open-source flexibility
Baserow’s open-source nature means you can customize and extend it however you like, avoiding the limitations of vendor lock-in. Tailor the platform exactly to your requirements.
Self-hosting capabilities
Unlike Smartsheet, Baserow can be self-hosted, giving you full control over your data. This ensures compliance with strict data governance and security rules like GDPR and HIPAA, which is crucial for highly regulated industries.
Cost-effective
Baserow offers a more affordable solution compared to Smartsheet, especially when you consider the additional costs for Smartsheet’s add-ons and premium features. Baserow offers great free plans, and when self-hosted, plans include unlimited databases, rows, and storage. Premium plans start at just €5 per user per month, providing additional features like advanced permissions, and priority support. See Baserow’s pricing.
Scalability and performance
Baserow is built for scalability and can handle large datasets without sacrificing speed or stability. It supports 250,000 rows per workspace and 20GB of storage per workspace on the Enterprise Cloud plan, and unlimited records when you self-host, making it ideal for extensive data management needs.
API-first design
With Baserow’s API-first approach, you get greater automation and integration capabilities. You can automate virtually any action within Baserow, enhancing productivity and efficiency.
Permissive licensing
Baserow’s permissive MIT license allows you to modify and build upon the source code without extra fees, offering a level of customization that Smartsheet can’t match.
User-friendly interface
Transitioning from platforms like Excel or Smartsheet is seamless with Baserow’s intuitive interface. If you’re familiar with traditional spreadsheets, you’ll find Baserow easy to navigate and use.
Extensive integration options
Baserow integrates smoothly with a wide range of tools such as Make, n8n, Bubble, and Zapier, making it easy to connect with your existing workflows.
Vibrant community
The platform has a supportive community and extensive technical documentation. This community-driven approach helps with deployment and scaling, ensuring you have all the resources you need.
Diverse views and collaboration
It offers various views like Grid, Calendar, Form, and Kanban. Combined with real-time collaboration features, it makes team projects more efficient and organized.
FAQs about Smartsheet
What is Smartsheet and how does it work?
Smartsheet is a work management and automation platform that combines the familiar look of a spreadsheet with advanced project management and collaboration tools. It helps teams manage tasks, track project timelines, automate workflows, and collaborate in real time.
How can Smartsheet benefit my business?
It can boost productivity by streamlining workflows, improving visibility across projects, and facilitating better collaboration. It helps businesses plan, track, automate, and report on work in one place. This means real-time project visibility, improved accountability, and enhanced team collaboration, making it easier to manage complex projects efficiently.
What integrations does Smartsheet offer?
Smartsheet integrates with a wide array of popular tools and platforms like Google Workspace, Microsoft Office 365, Slack, Salesforce, Jira, and many others. These integrations allow you to connect Smartsheet with your existing workflows.
Is Smartsheet suitable for managing large datasets?
Smartsheet is versatile, but it has limits on data capacity—up to 20,000 rows, 400 columns, and 500,000 cells per sheet. If you need to manage large volumes of data, these restrictions might be a drawback, as it can slow down or become cumbersome with extensive datasets.
Can Smartsheet be self-hosted?
No, Smartsheet is a cloud-based platform and cannot be self-hosted. All data is stored on Smartsheet’s servers, which might not be ideal for businesses with strict data governance and compliance needs.
Does Smartsheet offer a free trial?
Yes, Smartsheet provides a free 30-day trial, so you can explore its features and see if it meets your needs before committing to a subscription.
What types of projects can be managed with Smartsheet?
It can be used across various industries and project types, including event planning, IT and operations management, HR management, construction project management, and healthcare administration. Its customizable templates and views make it suitable for a wide range of project management needs.
What is the best alternative to Smartsheet?
Baserow offers open-source flexibility, self-hosting capabilities, and cost-effective pricing, making it a more customizable and secure option for businesses with strict data governance requirements. With Baserow, you get the freedom to modify the platform to fit your specific needs, ensuring greater control over your data and processes.
Get started with Baserow
Thinking Smartsheet isn’t the right fit for you? Check out Baserow instead. Baserow is an open-source, no-code database and application builder that combines the simplicity of a spreadsheet with the power of a relational database. Whether you’re managing small projects or dealing with large datasets, Baserow offers the flexibility and scalability to create custom solutions tailored to your needs.
It’s perfect for businesses with complex requirements. You can build custom applications with extensive functionality and, because it can be self-hosted, you can run it on your own infrastructure, giving you complete control over your data and making it an excellent choice for organizations with strict data governance and security needs.
Baserow comes with a variety of pre-built templates to help you get started quickly. From product management and planning to HR, marketing, IT, sales, and finance, there’s a template for nearly every need. Simply import your data, and you’re ready to go.
It’s easy to integrate data for analysis and reporting, visualize it through different views, and link it across multiple tables for complex workflows. Collaboration is a breeze with set permissions, comments, and real-time updates. The platform also supports detailed reporting, automated workflows, and integration with popular apps like Slack, Mailchimp, and Stripe.
For developers, Baserow uses modern tools and frameworks like Docker, Django, Nuxt, and Vue, making it easy to write plugins or contribute to the platform. The robust API allows for custom integrations, ensuring Baserow can adapt to your specific business needs.
Ready to get started? Create an account with Baserow today!
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