Overview of Trello and Smartsheet
Trello and Smartsheet are both popular project management platforms, but they serve different audiences and use cases. Trello is known for its Kanban-style boards and straightforward approach, making it ideal for teams looking for visual task tracking and simplicity. Smartsheet offers a more complex, spreadsheet-like environment with multiple views, automation, and reporting tools. While Trello excels for small teams and everyday workflow organization, Smartsheet is built for larger projects requiring advanced project planning, tracking, and customization.
- Trello: Best for simple, visual task management via boards and cards
- Smartsheet: Best for complex projects needing consolidation, automation, and custom views
Key Takeaways
- Trello uses Kanban boards for easy, visual task tracking; Smartsheet supports grid, card, Gantt, and calendar layouts for versatile project planning.
- Trello has a generous free plan, while Smartsheet is paid-only with more advanced features and stronger security options, including SOC 2 compliance.
- Smartsheet is better for teams needing automation and reporting, but Trello wins for straightforward collaboration and simplicity.
- Automation, user permissions, and integrations vary by plan—check your critical needs before deciding.
| Feature | How Trello handles it | How Smartsheet handles it | Best for |
|---|---|---|---|
| Boards/Sheets | Kanban boards for task tracking (10 boards per Workspace on free plan) | Sheets with grid, card, Gantt, calendar views; 20,000 rows per sheet (on paid plans) | Trello: Visual task management Smartsheet: Complex project planning |
| Automation | Basic workflows for tasks and notifications | Advanced automation for project workflows and reporting | Trello: Everyday tasks Smartsheet: Complex automation |
| Integrations | Not publicly specified | Not publicly specified | Check platform-specific integration lists |
| User permissions | Controls by board; supports two-factor authentication | Granular permissions, SAML SSO, SOC 2 compliance | Smartsheet: Higher security/regulatory needs |
| Collaboration tools | Task comments, activity tracking, notifications | Discussion, activity logs, advanced reporting | Both: Team visibility |
| Templates | Available in various categories | Available for projects, portfolios, more | Both: Fast setup |
| SOC 2 | Not publicly specified | SOC 2 Type II compliant | Smartsheet: Best for compliance |
| Activity tracking | Board activity feed, card history | Detailed sheet activities, reporting | Smartsheet: Deeper audit trail |
| Mobile apps | Available | Available | Both: Remote work |
Pricing and Plan Comparison
Trello offers a free plan suitable for individuals and small teams, with limits of 10 boards per Workspace and 10MB per file attachment. The Standard plan starts at $5 per user/month and loosens these limits. The Premium plan costs $10 per user/month (billed annually), unlocking advanced features for larger groups.
Smartsheet does not have a free plan. Paid plans start at $7 per user/month (Pro) and $25 per user/month (Business), each adding more capacity and features. Free trials are available. Pro plans allow up to 20,000 rows per sheet and 250MB per attachment. Smartsheet pricing suits businesses ready to invest in enhanced controls and advanced workflows.
Value depends on your team’s size and project needs. Trello’s free offering is powerful for lean teams or simple tracking, while Smartsheet scales better for managing company-wide projects with regulatory or integration requirements.
Core Features and User Interface
Trello revolves around Kanban boards, where work moves through lists in the form of cards. This layout is straightforward and ideal for task-based collaboration. Templates help teams get started in areas like marketing, HR, or basic project tracking. Simplicity is a major draw: most users understand Trello’s interface within minutes.
Smartsheet, by contrast, adopts a spreadsheet-like interface called Sheets. Users can view project data in grids, boards, Gantt charts, or calendars. This flexibility supports timelines, dependencies, and more complex data. Templates are available for projects, portfolios, and operational workflows, making it suitable for teams requiring more than simple task lists.
Automation Capabilities
Trello includes basic automation (sometimes called “Butler”) for repetitive tasks, like moving cards or auto-assigning team members on due dates. This is most useful for everyday routines and reducing manual updates on boards.
Smartsheet delivers robust automation to streamline multi-step business processes. You can set up alerts, request approvals, update data across sheets, and even schedule complex workflows. Automation in Smartsheet stands out for teams orchestrating large projects or managing high-volume updates amongst multiple users or departments.
Collaboration and Activity Tracking
Both platforms support real-time collaboration tools. Trello enables commenting on cards, mentions, and notifications. Activity tracking is available through board feeds and card histories, promoting transparency and keeping everyone in the loop.
Smartsheet expands on these basics with discussion threads, more detailed activity logs, and advanced reporting. As projects scale, this level of oversight is valuable for auditing and status updates across multiple initiatives.
Integrations and Add-ons
Not publicly specified for either platform. While both are known to offer popular third-party integrations and API support, the specifics depend on your subscription plan and company requirements. If integrations are critical, review documented add-ons for each platform or consult customer support for your use case.
User Permissions and Access Management
Trello allows member roles and board-level permissions, with optional two-factor authentication for added security. These controls are suitable for most small to medium businesses aiming for a straightforward setup.
Smartsheet provides more advanced access controls, including granular permissions for sheets, SAML-based SSO, and SOC 2 compliance. For teams handling sensitive data or regulated industries, Smartsheet’s permission model and identity features are a stronger fit.
Security and Compliance
Trello offers two-factor authentication and data encryption. However, SOC 2 compliance and other regulatory credentials are not publicly specified for Trello.
Smartsheet delivers enterprise-grade security, highlighting SOC 2 Type II compliance and SAML-based single sign-on. For organizations requiring verified security and compliance standards, Smartsheet is the clear leader between the two.
Choosing the Right Solution: Trello or Smartsheet?
Decide based on project complexity, team size, and security needs:
- Choose Trello if you want a free, intuitive board-based tool for day-to-day workflow tracking and basic collaboration. It’s best for small teams, startups, or departments managing checklists or pipelines without heavy reporting or compliance.
- Choose Smartsheet if your projects involve multiple teams, advanced reporting, automation, or regulatory requirements. Its sheet-driven approach is well-suited to PMOs, operations, and businesses planning to scale.
Review your must-have features, especially around automation, reporting, compliance, and access controls, before adopting either platform for growing or regulated business environments.
FAQs: Trello vs Smartsheet
Which platform is better for project management: Trello or Smartsheet?
Trello is easier for simple projects and visual task management. Smartsheet is better for complex projects that need advanced tracking, automation, and reporting.
How do Trello and Smartsheet differ in terms of features and flexibility?
Trello is Kanban-based with basic features for simplicity. Smartsheet offers grid, card, Gantt, and calendar views, advanced automation, and detailed reporting for flexible, large-scale management.
Is Smartsheet more secure than Trello?
Yes. Smartsheet is SOC 2 Type II compliant and offers SAML SSO. Trello offers two-factor authentication but does not publicly specify broader compliance.
Can Trello and Smartsheet integrate with other tools I use?
Not publicly specified. Both are known for offering third-party integrations and API support, but details depend on your plan and requirements.
Which is more cost-effective for teams: Trello or Smartsheet?
Trello is more cost-effective for small teams, thanks to its free plan. Smartsheet is pricier but may offer better value for organizations needing advanced features.
How does automation compare between Trello and Smartsheet?
Trello’s automation is basic, best for routine board tasks. Smartsheet supports complex, multi-step automation suitable for business process management.
Which offers better customization: Trello or Smartsheet?
Smartsheet offers more customization through various views, automation, templates, and reporting. Trello keeps customization simple and board-centered.