Migrating from Monday.com to Smartsheet
Smartsheet and Monday.com both handle project tracking and resource management, but they differ on pricing — Smartsheet comes in $3/user/mo/user/mo lower. This guide covers how to move your team across without losing data, context, or momentum.
At a Glance
- 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
- 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
You leave behind
- −roadmapping
- −sprint planning
- −backlog management
Migration Steps
Audit and export your current workspace
Before touching Smartsheet, document what lives in Monday.com: 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 Smartsheet workspace
Create your Smartsheet workspace and replicate your project structure using tasks and projects. Smartsheet starts at $9/user/mo/user/mo with a free tier available — $3/user/mo less than your current Monday.com spend. Run with a single pilot team before migrating everyone.
Map your workflow equivalents
Find the closest Smartsheet equivalent for each Monday.com feature your team relies on. projects and tasks in Monday.com maps to tasks and projects in Smartsheet. Smartsheet supports custom fields — recreate your Monday.com field schema here first. Gantt-style timeline views are available if your team used them in Monday.com. Prioritise the critical path: task creation, status tracking, and assignment.
Import your data
Smartsheet supports CSV import for tasks and projects and has 20+ native integrations. After importing, rebuild your key automations — Smartsheet's automation engine can replicate most rules you had in Monday.com. 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. Expect a moderate ramp — most engineers and PMs hit their stride within a week. The biggest adjustment is usually the project hierarchy.
Run Monday.com in parallel for two weeks
Keep Monday.com read-only while your team works primarily in Smartsheet. 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 Monday.com, archive the workspace and make Smartsheet the official home.
Ready to switch?
Read the full Smartsheet review for pricing, integrations, and team fit details.