Managing projects or organising data can sometimes feel overwhelming. Airtable and Smartsheet are two tools that many teams rely on to make things easier. Each tool has its strengths and is designed for different needs. This blog will explore their features and differences to help you decide which one suits you best.
Introduction to Airtable and Smartsheet
What is Airtable?
Airtable is a cloud-based tool that works like a mix of a spreadsheet and a database. It helps you manage data in a very flexible and visually pleasing way. You can create custom workflows, organise your projects, and collaborate with your team—all without needing advanced technical knowledge.
Key Features:
- Custom Views: You can switch between grid, calendar, kanban, and other views.
- Real-Time Collaboration: Multiple users can update data simultaneously.
- Integration Options: Works well with tools like Slack, Google Workspace, and Zapier.
- Custom Fields: Add text, numbers, attachments, or dates to your records.
What is Smartsheet?
Smartsheet is a project management tool that combines spreadsheet-like functionality with advanced planning features. It is designed to help teams track tasks, manage workflows, and collaborate efficiently.
Key Features:
- Gantt Charts: Perfect for tracking project timelines and dependencies.
- Automation Tools: Helps streamline repetitive tasks.
- Collaboration Features: Allows users to leave comments, tag team members, and attach files.
- Granular Permissions: Lets you control who can view or edit data.
Ease of Use
Airtable: Simple and Customisable
Airtable’s interface is clean and easy to navigate. It offers flexibility in how you view and manage data. Whether you prefer lists, grids, or visual boards, Airtable has options that suit everyone.
Who Will Like Airtable?
- Teams that value customisation.
- Small businesses managing creative projects.
Smartsheet: Familiar for Spreadsheet Users
Smartsheet feels more like a traditional spreadsheet but adds project management tools on top. If you’re used to Excel or Google Sheets, you’ll find Smartsheet easy to pick up.
Who Will Like Smartsheet?
- Teams managing complex projects.
- Companies needing advanced planning features like resource management.
Features Comparison
| Feature | Airtable | Smartsheet |
|---|---|---|
| Views | Grid, Kanban, Calendar, Timeline | Grid, Gantt, Card, Calendar |
| Collaboration | Real-time updates | Comments, tags, file attachments |
| Integrations | Zapier, Slack, Google Workspace | Office 365, Salesforce, Jira |
| Automation | Interactive workflows | Workflow builder |
| Reporting Tools | No-code report builder | Advanced dashboards |
Advanced Features
Airtable: Great for Building Custom Solutions
Airtable works well if you want to create apps or tools for your team. For example, you can build a content calendar, an inventory tracker, or even a CRM. Its relational database feature connects data across different tables, making your workflow more efficient.
Example:
Let’s say you’re tracking inventory. Instead of manually updating spreadsheets, Airtable links items and warehouses automatically. Update one, and the changes reflect everywhere.
Smartsheet: Powerful for Large Teams
Smartsheet offers tools like Dynamic View and Control Center, which help manage resources, track team workloads, and identify bottlenecks. It’s ideal for businesses with larger teams or more structured workflows.
Example:
A marketing team planning a big campaign can use Smartsheet to manage tasks, timelines, and approvals across departments.
Pricing
| Plan | Airtable | Smartsheet |
|---|---|---|
| Free | Limited records, basic views | Two sheets, basic features |
| Mid-Tier | $20/user/month | $9/user/month |
| Business | $45/user/month | $19/user/month |
| Enterprise | Custom pricing | Custom pricing with add-ons |
Smartsheet is generally more affordable for larger teams, while Airtable’s flexibility might justify its higher cost for smaller, creative teams.
Strengths and Weaknesses
Airtable
Strengths:
- Customisable views for any project.
- Relational database reduces duplicate data.
- Easy to use, even for non-technical users.
Weaknesses:
- Can get expensive for large teams.
- Lacks some advanced project management tools.
Smartsheet
Strengths:
- Advanced tools for project planning.
- Affordable for larger teams.
- Strong resource management capabilities.
Weaknesses:
- Feels less modern compared to Airtable.
- Limited database functionality.
Which One Should You Choose?
Choose Airtable if:
- You need flexible data organisation.
- Your projects require custom workflows.
- You want an intuitive, visually appealing interface.
Choose Smartsheet if:
- You manage large teams or complex projects.
- You need advanced planning features like Gantt charts.
- Your focus is on improving team collaboration.
Can You Use Both?
Yes, some businesses use Airtable for creative projects and Smartsheet for operational tasks. Integration tools like Zapier can help sync data between the two platforms, ensuring smooth workflows.
Conclusion
Both Airtable and Smartsheet are excellent tools, but they cater to different audiences. Airtable is best for teams needing flexibility and creativity, while Smartsheet shines in structured, project-heavy environments.
Think about your team’s size, budget, and workflow needs before deciding. Both tools offer free trials, so test them out to see which one feels right for you.
Stay tuned for more comparisons to help you find the perfect productivity tools!
Detailed Features Breakdown
Views and Visualisation
Airtable
Airtable offers multiple ways to view your data. You can choose between grid, calendar, kanban, gallery, or timeline views. Each view is customisable, making it easy to visualise and interact with data the way you prefer.
Example:
If you’re planning a content calendar, you can switch to the timeline view to see all your scheduled tasks in a linear format.
Smartsheet
Smartsheet also provides various views, such as grid, Gantt, card, and calendar. While these are helpful for project management, they feel closer to traditional spreadsheets.
Example:
A Gantt chart in Smartsheet allows project managers to track tasks, dependencies, and timelines all in one place.
Collaboration
Airtable
Airtable allows real-time collaboration, where multiple users can update records simultaneously. Users can add comments and attachments directly within a record, making it great for teamwork.
Pros:
- Collaboration feels intuitive.
- Teams can track changes easily.
Cons:
- Limited permission settings on lower-tier plans.
Smartsheet
Smartsheet also supports collaboration but takes it a step further with granular permissions. Users can control who can view, edit, or share sheets and workspaces.
Pros:
- Suitable for large teams with strict data security requirements.
- Great for structured collaboration.
Cons:
- Slightly steeper learning curve.
Automation
Airtable
Airtable’s automation tools are simple yet effective. You can set up workflows to trigger actions like sending emails, updating records, or generating notifications. It integrates well with apps like Zapier, allowing for even more automation possibilities.
Example:
Set up a workflow where every new task added to Airtable automatically sends a notification to your team on Slack.
Smartsheet
Smartsheet’s automation is more advanced. It offers workflow builders that allow for multi-step processes. You can also set up approval flows, ensuring tasks move smoothly between team members.
Example:
Create an approval process for marketing materials where team leads receive notifications for review and can approve or reject directly within Smartsheet.
Integrations
Airtable
Airtable integrates with many popular apps, including Slack, Google Workspace, and Zapier. These integrations make it easy to automate workflows and sync data across platforms.
Smartsheet
Smartsheet supports integrations with Office 365, Salesforce, and Jira, among others. These are particularly useful for large organisations using enterprise-grade tools.
Integration Strengths:
- Airtable is better for creative and lightweight workflows.
- Smartsheet is better for large-scale enterprise tools.
Reporting and Dashboards
Airtable
Airtable includes a no-code report builder, which allows you to create high-level overviews of your data. While helpful for small projects, it lacks the depth needed for large-scale operations.
Smartsheet
Smartsheet excels in reporting. It offers advanced dashboards where you can track project progress, view key metrics, and analyse data trends. These dashboards are customisable, making them a powerful tool for managers.
Mobile Apps
Both Airtable and Smartsheet offer mobile apps for managing tasks and projects on the go. Airtable’s app feels more intuitive and visually appealing, while Smartsheet’s app focuses on functionality and is better for detailed project management.
Best Use Cases
Airtable: Ideal for Small Teams and Creative Projects
- Content calendars.
- Event planning.
- CRM for small businesses.
Smartsheet: Ideal for Large Teams and Structured Projects
- Project management.
- Resource tracking.
- Complex workflows.
Pros and Cons
| Tool | Pros | Cons |
|---|---|---|
| Airtable | Customisable views, relational database, great for creativity | Expensive for large teams, lacks enterprise features |
| Smartsheet | Advanced project management, affordable, excellent dashboards | Less visually appealing, limited database capabilities |
Real-World Scenarios
Airtable in Action
A small marketing agency uses Airtable to manage client campaigns. They track tasks, deadlines, and budgets in one place. The team loves the visual options, which make it easy to share updates with clients.
Smartsheet in Action
A construction company uses Smartsheet to manage projects across multiple sites. They rely on Gantt charts to track timelines and Dynamic View to ensure team members only see data relevant to their roles.
Summary: Which Tool Fits Your Needs?
Airtable and Smartsheet are both excellent tools, but each shines in different areas. Here’s a quick recap to help you decide:
Choose Airtable If:
- You prefer a visually appealing and flexible tool.
- Your team needs custom workflows and data organisation.
- You manage smaller projects or creative tasks.
Example Use Case:
A graphic design studio can use Airtable to manage a project pipeline, track client feedback, and maintain a content library—all in one place.
Choose Smartsheet If:
- You handle large-scale projects requiring advanced planning.
- Your organisation needs resource and portfolio management.
- You value robust reporting and collaboration features.
Example Use Case:
A manufacturing company can use Smartsheet to track production timelines, manage team workloads, and monitor budgets across multiple locations.
Can You Use Both Tools Together?
Yes, using Airtable and Smartsheet together can be beneficial for some organisations. For instance:
- Airtable can manage creative workflows, marketing plans, or vendor data.
- Smartsheet can oversee larger projects, resource allocation, or strategic initiatives.
To keep everything synced, tools like Zapier can integrate the two platforms, ensuring updates made in one are reflected in the other.
Airtable vs Smartsheet: The Future in 2024
As of 2024, both Airtable and Smartsheet continue to evolve, with new features and updates aimed at improving user experiences. Airtable is leaning more into app-building and customisation, making it a go-to for tech-savvy teams. Smartsheet, on the other hand, remains the choice for structured project management with its enterprise-focused approach.
Key Takeaway:
Evaluate your team’s needs, budget, and goals before choosing. If possible, take advantage of free trials to get a hands-on experience.
Frequently Asked Questions (FAQs)
1. Is Airtable good for large businesses?
Airtable can work for large businesses, but its higher cost and focus on creative workflows may not suit every large organisation. It’s better for smaller teams or departments.
2. Does Smartsheet work for freelancers?
Smartsheet is more suited for team environments. Freelancers might find it too complex unless their work involves managing multiple stakeholders.
3. Can I switch from Airtable to Smartsheet or vice versa?
Yes, both tools allow data import/export, making transitions manageable. However, adapting to a new workflow might require some effort.
4. Are there any free alternatives to Airtable and Smartsheet?
Free options like Google Sheets and Trello offer basic functionality but lack the advanced features and integrations of Airtable and Smartsheet.
Final Recommendation
Both Airtable and Smartsheet can help streamline workflows and improve productivity.
- If flexibility and modern design matter most, Airtable is your tool.
- If advanced planning and resource management are priorities, Smartsheet will serve you better.
By aligning the tool with your specific requirements, you can make your team more productive and efficient in 2024.