Migrating from Smartsheet to Monday.com
The main reason teams move from Smartsheet to Monday.com is roadmapping. Monday.com's approach — highly visual and intuitive interface with color-coded boards — one of the easiest pm tools for non-technical teams to adopt — suits startup and scaleup teams that have outgrown Smartsheet's model. Here's how to migrate without losing historical context.
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
- Highly visual and intuitive interface with color-coded boards — one of the easiest PM tools for non-technical teams to adopt
- Exceptional flexibility with 200+ templates and 30+ column types, making it adaptable for product, marketing, HR, CRM, and operations use cases
- Powerful no-code automations and integrations allow teams to build sophisticated workflows without developer assistance
You gain with Monday.com
- +roadmapping
- +sprint planning
- +backlog management
- +time tracking
Migration Steps
Audit and export your current workspace
Before touching Monday.com, 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 Monday.com workspace
Create your Monday.com workspace and replicate your project structure using items and boards. Monday.com starts at $12/user/mo/user/mo with a free tier available — budget $3/user/mo more per user. Run with a single pilot team before migrating everyone.
Map your workflow equivalents
Find the closest Monday.com equivalent for each Smartsheet feature your team relies on. projects and tasks in Smartsheet maps to items and boards in Monday.com. Monday.com supports custom fields — recreate your Smartsheet field schema here first. Gantt-style timeline views are available if your team used them in Smartsheet. Prioritise the critical path: task creation, status tracking, and assignment.
Import your data
Monday.com supports CSV import for tasks and projects and has 20+ native integrations. After importing, rebuild your key automations — Monday.com's automation engine can replicate most rules you had in Smartsheet. 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 items and boards, update status, and find your board. Expect a moderate ramp — most engineers and PMs hit their stride within a week. The biggest adjustment is usually the sprint ceremony workflow.
Run Smartsheet in parallel for two weeks
Keep Smartsheet read-only while your team works primarily in Monday.com. 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 Monday.com the official home.
Ready to switch?
Read the full Monday.com review for pricing, integrations, and team fit details.