Migrating from Smartsheet to Miro
Miro and Smartsheet both handle brainstorming and user story mapping, but they differ on pricing — Miro comes in $1/user/mo/user/mo lower. This guide covers how to move your team across without losing data, context, or momentum.
At a Glance
- Spreadsheet-familiar interface makes adoption easy for teams transitioning from Excel — minimal training needed for basic use
- Extremely powerful Gantt chart and dependency tracking capabilities, ideal for traditional project management and waterfall methodologies
- Robust automation engine with conditional logic, approval workflows, and automated notifications that scale across the organization
- Best-in-class infinite canvas experience — the gold standard for collaborative whiteboarding with real-time multiplayer editing
- Massive template library with 2,500+ community and built-in templates for user story mapping, retrospectives, journey maps, and more
- Extremely intuitive interface — new users can be productive in minutes, making it ideal for cross-functional workshops
You gain with Miro
- +roadmapping
You leave behind
- −Gantt charts
- −workflow automations
- −custom fields
Migration Steps
Audit and export your current workspace
Before touching Miro, document what lives in Smartsheet: projects and tasks, custom fields, automations, integrations, and team permissions. Export a full CSV backup — most tools support this from Settings → Export. Pay particular attention to any custom fields and workflow automations that your team relies on daily.
Set up your Miro workspace
Create your Miro workspace and replicate your project structure using tasks and projects. Miro starts at $8/user/mo/user/mo with a free tier available — $1/user/mo less than your current Smartsheet spend. Run with a single pilot team before migrating everyone.
Map your workflow equivalents
Find the closest Miro equivalent for each Smartsheet feature your team relies on. projects and tasks in Smartsheet maps to tasks and projects in Miro. Prioritise the critical path: task creation, status tracking, and assignment.
Import your data
Miro supports CSV import for tasks and projects and has 20+ native integrations. For automations that don't have a native equivalent in Miro, Zapier or Make can bridge the gap. Start with your most active project rather than importing everything at once.
Onboard your team
Run a 30-minute walkthrough covering the daily workflow: how to create tasks and projects, update status, and find your board. Miro has a gentle learning curve — most PMs are fully productive within 1–2 days. Focus the session on the UI differences rather than feature training.
Run Smartsheet in parallel for two weeks
Keep Smartsheet read-only while your team works primarily in Miro. This reduces risk and lets people reference historical context — old decisions, archived tickets, past sprint data — without slowing the migration. After two weeks with no new work going into Smartsheet, archive the workspace and make Miro the official home.
Ready to switch?
Read the full Miro review for pricing, integrations, and team fit details.