How to Migrate from Smartsheet to ClickUp

Smartsheet’s spreadsheet interface looks easy at first glance, with cells, rows, and filters.

But many newcomers complain about its steep learning curve, which creates friction in projects and reduces the platform’s overall utilization.

Users often note that Smartsheet is powerful once you climb the learning curve. That’s fine for spreadsheet professionals, less so for busy teams that need momentum this week.

And because large moves are risky, it pays to plan the switch carefully. Oracle reports that more than 80% of data migration projects miss deadlines and mess up schedules.

This guide shows how to migrate from Smartsheet to ClickUp without stalling projects: export cleanly, map columns to ClickUp Custom Fields, and import into a clear structure.

We’ll also touch on how to rebuild views leaders rely on and add light automations so updates happen on time. By the end, you’ll have one workspace the whole team understands.

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Why Teams Move from Smartsheet to ClickUp

In addition to facing a steep learning curve for automation and reporting, users mention managing multiple tabs to monitor their work.

They also experience a mobile app that lags behind the desktop version and encounter feature gaps that cause them to switch tools frequently.

The result? Work sprawl.

People spend 60% of their time sharing links, hunting updates, and reconciling project data across apps rather than moving work forward. When that’s the norm, project managers start looking for one place to plan, discuss, and deliver.

ClickUp solves this challenge by being a converged AI workspace that combines projects, knowledge, and chat in one platform.

Think of ClickUp as a control center for analyzing all workflows and making quicker decisions without switching between tools or third-party apps. It helps you

• Move from conversation into action: Convert any note, chat, or meeting recap into a task in one click
• Keep context where work happens: Pin relevant chat threads to tasks and projects so decisions, files, and next steps live together
• Find anything fast: Use Enterprise Search to surface answers across docs, tasks, and integrated apps, and skip the tab tour
• See team reality at a glance: Teams Hub highlights what’s done, who’s overloaded, and where to adjust, so you can plan with confidence

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⭐ Featured Template

Shift easily with ClickUp’s Project Plan Template for Data Migration. A project plan template like this saves time and resources during your migration!

Get free template

Here are some benefits for your team:

• Preparation leads to improved performance
• Helps reduce the chances of encountering any unforeseen issues
• Improved communication between team members
• Easier identification of tasks and milestones
• Preparation results in more efficient use of resources

Get free template

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Pre-Migration Checklist

Before you move anything, confirm what you have and what you actually need.

A quick audit of your Smartsheet estate prevents surprises mid-import and helps you map like-for-like in ClickUp. Spend an hour here, and you’ll save days later.

Audit your Smartsheet setup

• List items: Active projects, owners, and those who still use each sheet
  
• Note columns: This will become Custom Fields in ClickUp (single select, numbers, people)
  
• Identify primary dates: (start, due dates, actuals) and the rules that govern them
  
• Capture relationships: Predecessors, linked rows, and any cross-sheet references
  
• Inventory content to carry over: Descriptions, comments, and attachments
  
• Screenshot critical views and filters: You will need a reference to recreate after import
  
• Record automations: The common triggers you rely on and the events that trigger them
  
• Check permissions: Do this by sheet and workspace, so the right users retain access after the move
  
• Decide what to archive vs. export from Smartsheet: only migrate what’s current and valuable

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Step-by-Step: How to Migrate from Smartsheet to ClickUp

Here’s a step-by-step breakdown of how to migrate from Smartsheet to ClickUp and shift from your existing PM software (in seconds).

Step 1: Export your Smartsheet data

In the Smartsheet app, you can export any sheet or report to the following formats:

• Microsoft Excel
• PDF
• Image (PNG) (Gantt Chart Only)
• Google Sheets
• Microsoft Project (Gantt Chart Only as XML)

After exporting a sheet or report, your browser saves it on your computer. It stores your exported file in a folder based on your browser settings.

Your export doesn’t include everything. Groupings and summary rows are excluded, and attachments are dropped. To include attachments, you can create a backup of the sheet instead.

Step 2: Prep your data

Open your export in Excel or Google Sheets, normalize column names, and decide which items go into Custom Fields (dropdowns, numbers, people) and which go into the task description.

You can then convert formulas to values, split multi-select cells into distinct entries, and ensure consistent date formats for start and due dates. Next, you can replace predecessor formulas with a simple “Depends on” ID list that you can recreate as dependencies after import.

Then, verify assignees match real ClickUp users, and gather attachments and comments you’ll re-add where needed. Finally, trim archived rows so only live project data is moved.

Step 3: Import data into ClickUp

• Use the Spreadsheets Importer: Upload your Excel/CSV/XML/JSON/TSV/TXT file and map columns to ClickUp task fields or Custom Fields. Pick the target: ClickUp Space → ClickUp Folder → ClickUp List, then confirm each row will create tasks with assignees, statuses, and due dates. Preview your project data, fix any mismatches, and run the import

• Preserve hierarchy (parents + subtasks): To bring structure across, include a path column (for example, Folder Name/Path) using values like [TaskA, SubtaskA]. The importer will attach the first-level subtasks to their parent so your hierarchy survives the move. After import, spot-check relationships and convert any extra levels into nested tasks or dependencies as needed

📽️ Watch a video: Looking to set up your hierarchy in ClickUp? Check out this best practices guide to get started:

1. In the upper-left corner, click your Workspace avatar and select Settings
2. In the All settings sidebar, select Imports / Exports
3. If your Workspace doesn’t have an import or export history, the Select source of import page opens. In the Import from apps section, select Spreadsheet

3. On the Import Destination page, from the Select location dropdown, select a Space 
4. If you plan to import Custom Field data, the Custom Field Type must exist in the Space
5. A List titled Spreadsheet Import is created in the Space you selected
6. From the Year-Month-Day dropdown, select your date format
7. When the Spreadsheets importer opens, drag and drop or upload a spreadsheet. You can also manually enter data
8. A successful upload will open in the Map fields page

Step 4: Recreate views

Before starting with the views, you’ll need to map the data. Mapping means matching the columns in your spreadsheet software to ClickUp Task Fields and Custom Fields. The importer simplifies this by automatically aligning your data with the correct fields. During the import from Smartsheet to ClickUp, you’ll review these matches to ensure accuracy. All fields available in your chosen location are accessible.

1. Grid → List View

Purpose: Both show tasks in a table/spreadsheet format

How to recreate:

• In ClickUp, go to your Space, Folder, or List
• Use the Views Bar at the top and click “+ View”
• Select “List view”
• Customize columns to match your Smartsheet grid (add/remove fields, reorder columns)
• Use filters and grouping to mirror your Smartsheet layout
• Save the view and set as default if needed

2. Card → Board View 

Purpose: Visualize tasks as cards in columns (Kanban)

How to recreate:

• In your ClickUp location, click “+ View” and select “Board view”
• Choose to group cards by Status, Assignee, Priority, or Custom Field
• Drag and drop tasks between columns to update their status or grouping
• Customize card fields to show key info from your Smartsheet cards

3. Calendar → Calendar View 

Purpose: Visualize tasks/events by date

How to recreate:

• Click “+ View” and select “Calendar view”
• Choose the date field to display (start date, due date, etc.)
• Adjust the time period (day, week, month)
• Filter tasks to show only relevant items
• Drag tasks to change dates directly on the calendar

4. Gantt → Gantt View

Purpose: Project planning, dependencies, timelines

How to recreate:

• Click “+ View” and select “Gantt view.”
• Ensure tasks have start and due dates.
• Set dependencies between tasks if needed.
• Adjust timeline, zoom, and filters to match your Smartsheet Gantt.
• Export as PDF if you need to share static snapshots.

5. Reports → Dashboards 

This will help you with custom reporting, analytics, and project overviews.

How to recreate:

• Go to the ClickUp Dashboards section in ClickUp
• Click “+ New Dashboard”
• Add widgets (Task List, Pie Chart, Bar Chart, Time Tracking, etc.) to replicate your Smartsheet reports
• Configure each widget to pull data from the relevant Spaces, Folders, or Lists
• Share or export your ClickUp Dashboard as needed

Tips for a smooth transition

• Before recreating views, ensure all your data (tasks, dates, Custom Fields) is imported into ClickUp
• Use ClickUp’s templates and Custom Fields to match Smartsheet’s structure
• Adjust permissions and sharing settings for each view as needed

Step 5: Recreate dependencies & automations in ClickUp

1. Rebuild task dependencies

• Open a ClickUp Task that needs a dependency
• Find the “Relationships” or “Dependencies” section in the ClickUp Task sidebar
• Click “Add” and choose whether this ClickUp Task is “Blocking” or “Waiting on” another ClickUp Task
• Select the relevant ClickUp Task(s) to link
• Repeat for all dependencies from your Smartsheet project
• For automatic scheduling, enable the “Reschedule Dependencies” ClickApp so that date changes cascade through dependent ClickUp Tasks

2. Replace Smartsheet Formulas with ClickUp Fields/Automations

You can use ClickUp Custom Fields to add structured data to ClickUp Tasks (e.g., dropdowns, numbers, and dates). Additionally, use ClickUp Formula Fields to perform calculations, such as sums, differences, or string manipulations, similar to Smartsheet formulas.

How to Recreate:

• Identify each Smartsheet formula you use
• In ClickUp, add a Custom Field of the appropriate type to your space, folder, or list
• For calculations, add a ClickUp Formula Field and build your formula using available fields and functions
• Test the formula to ensure it matches your Smartsheet logic

Note: Not all Smartsheet formulas have direct equivalents in ClickUp, but most basic calculations and string manipulations are supported.

3. Set Automations: Task Creation, Status Changes, Assignments, Due-Date Rules

ClickUp Automations let you automate repetitive actions, such as creating ClickUp Tasks, changing statuses, assigning users, or updating due dates.

How to Recreate:

• Go to the folder or list where you want to add automations
• Click the “Automate” button (lightning bolt icon)
• Choose a Trigger (e.g., “When ClickUp Task is created,” “When ClickUp Task status changes,” “When due date arrives”)
• Add Conditions if needed (e.g., only for certain ClickUp Tasks or assignees)
• Select Actions, such as:
  • Create a new ClickUp Task
  • Change a Task status
  • Assign a ClickUp Task to a user
  • Update due date
  • Add a comment or send a notification
• Save the automation and test it to ensure it works as intended. You can chain multiple actions and set up complex workflows to match your Smartsheet automations

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Step 6: Rebuild forms (if used)

If you previously used forms in Smartsheet to collect data or requests, now is the time to recreate them as ClickUp Forms.

Start by identifying each Smartsheet form and the fields it contains. In ClickUp, navigate to the relevant section and add a ClickUp Form view. You can drag and drop fields to match your original structure, including dropdowns, text fields, dates, and more.

Customize the form’s appearance, set required fields, and configure submission settings. ClickUp Forms automatically create ClickUp Tasks from each submission, streamlining intake and tracking.

You can also share ClickUp Forms via public links or embed them on your site, ensuring a seamless transition for your team and stakeholders.

Step 7: Configure roles & permissions

With your structure and workflows in place, it’s essential to set up roles and permissions to control access and collaboration.

ClickUp allows you to assign roles such as owner, admin, member, and guest, each with specific capabilities. This granular control ensures sensitive information stays protected while empowering the right people to contribute.

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Post-Migration Setup in ClickUp

1. Build dashboards

Now that your tasks are in, turn reporting into a living view instead of static exports. With ClickUp Dashboards, you can mix cards for workload, burnup/burndown, sprint velocity, time tracked, and status by assignee.

Create executive snapshots for progress and budget, then a separate “ops” dashboard for blockers, overdue items, and cycle time. You can mirror the same rollups you used to build in Smartsheet reports, without juggling multiple sheets.

2. Replace Smartsheet formulas with ClickUp Fields/Automations

Most spreadsheet math becomes structure plus logic in ClickUp. Move numeric rollups (e.g., story points, costs) into Number or Currency ClickUp Custom Fields and surface totals using Dashboard card aggregations.

Translate formula-driven statuses into ClickUp Automations: when a dependency is done, change status to “Ready,” or when a Field crosses a threshold, add a priority and watcher.

3. Set automations: task creation, status changes, assignments, due-date rules

Lock in the everyday wins so your team isn’t babysitting the board. Create automations to:

• Spawn a subtask checklist when a task enters “In Review”
• Auto-assign to the right users when status changes to “Ready for Design/QA”
• Route incoming requests from forms to the correct List with SLAs
• Ping owners if a task is at risk or slips

Add a final layer of guardrails, required fields on status change, default assignees per List, and recurring tasks for weekly rituals. So, your new workspace stays predictable as you scale.

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Smartsheet Vs. ClickUp: What Will Change?

Moving from Smartsheet to ClickUp shifts you from a spreadsheet-first model to an everything app built for connected execution. Here’s what changes on day one, and why project managers feel the lift fast.

• Sheets → Lists with multiple view options
  Sheets become structured lists you can create tasks in, then flip between list, board, Gantt, calendar, and timeline. All this without duplicating project data
• Formulas → Automations + calculations
  ClickUp Automations replace manual formulas with if/then rules and field logic. You can access auto-update due dates, priorities, and assignees, while rolling up numbers on ClickUp Dashboards for live metrics instead of recalcs
• Comments → Threaded conversations
  ClickUp Chat turns row notes into a threaded conversation. @mention users, resolve threads, and keep decisions tied to work. No more hunting across chat apps or sheets
• Reports → Universal dashboards
  ClickUp Dashboards trade report exports for real-time cards (status by owner, workload, time tracked, burndown). Filter by Space/Folder/List or ClickUp Custom Fields to see portfolio health at a glance
• Attachments → Organized task-level storage
  ClickUp Tasks files live with the work—preview, version, and pin attachments at the task, List, or Doc level. No more scattered links across tabs
• Collaboration → Docs, whiteboards, chat inside ClickUp
  With ClickUp Docs, you co-author specs, SOPs, and briefs with real-time editing, slash commands, and task embeds. Then convert highlights into actionable items with a click. ClickUp Whiteboards lets you map user flows, dependencies, and roadmaps visually, attach tasks to shapes, and keep brainstorming artifacts linked to delivery. Ideas, feedback, and execution stay connected in one workspace

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Best Practices for a Smooth Migration

Treat migration as a short, well-run project. You’ll avoid rework, keep momentum, and help project managers land in ClickUp with confidence.

Here’s a tight playbook for how to migrate from Smartsheet to ClickUp:

Finally, schedule a 10–14 day dual-run window. Keep Smartsheet read-only, and capture feedback in ClickUp Docs.

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Common Problems When Migrating From Smartsheet to ClickUp

Even with solid prep, a few bumps are normal. Here are quick fixes you can apply right away. 

• Duplicate tasks: Most duplicates happen when an export is imported twice. In List view, group by task name to spot clones, then use the Bulk Action Toolbar to remove them in one go
  
• Missing Custom Fields: If a field didn’t make it across, it’s usually a mapping issue. Reopen the importer, remap Smartsheet columns to ClickUp Fields, and re-import only the affected sheet. Save the corrected mapping as a template for future runs
  
• User assignment errors: Unassigned items typically indicate that the Smartsheet email address doesn’t match the ClickUp account. Verify exact emails, then bulk-assign to the right users. The pro move is to keep an email-to-user lookup in a helper sheet during the transition
  
• Broken dependencies: Predecessors from Smartsheet won’t auto-transfer. Recreate them with ClickUp Relationships or Dependencies, then validate the schedule in Gantt view. As you rebuild links, add a quick link in the task description explaining the dependency to reduce confusion
  
• Lost structure: If tasks landed in the wrong place, drag them to the correct folder or list, then adjust your importer’s target location before the next run to keep your hierarchy intact

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ClickUp Features That Improve Your Smartsheet Workflows

ClickUp turns static grids into living project management templates and hubs where project data flows across views, automations, and AI. Below, we’ll show how each feature upgrades the way you plan, create tasks, report, and continuously improve.

Multiple ClickUp views per list

In ClickUp, each of the +15 views saves its own filters, grouping, and sorting, so people see just what they need. 

• List view and Board view to manage tasks and handoffs in day-to-day project management
  
• Gantt view and Timeline view to map dependencies and keep your schedule honest with drag-and-drop due dates
  
• Calendar view to plan capacity and recurring work without leaving the List
  
• Table view to audit fields and project data in a grid when you need it
  
• Workload view to balance assignments before bottlenecks appear

ClickUp nested subtasks and relationships

Turn big deliverables into a clear, actionable structure. You can break work into subtasks and add nested subtasks (subtasks of subtasks) to mirror real-world processes, without losing context or ownership.

• Create subtasks (and nest deeper) from a task’s toolbar, then assign owners, due dates, and details at every level to keep execution accurate
  
• Collapse/expand hierarchy to review status by parent, roll up time, and spot gaps before they become delays
  
• Use Relationships to link related work—connect tasks to other tasks (or higher-level items) so reviewers can jump from one item to the next without hunting
  
• Add lightweight dependencies (Blocking/Blocked by) to reflect critical paths and keep the system honest when schedules shift

Advanced ClickUp Automations

ClickUp Automations let you replace brittle formulas with event-driven logic you can read at a glance.

Define triggers, optional conditions, and specific actions, then iterate without breaking your system. Use the AI Automation Builder to describe a rule in plain English and let it draft the workflow for you. 

• Launch actions from status changes, field updates, assignees, or time-based events; add conditions (Business+) so rules fire only when it’s accurate to do so
  
• Orchestrate email sends, apply templates, create dependencies, and post updates, keeping work and external connections in sync with integrations and webhooks (Slack, GitHub, HubSpot, Twilio, and more)
  
• Speed setup with 100+ templates, dynamic assignees, and project shortcuts, then adjust from a single Manage Automations view with audit logs and usage tracking

ClickUp Docs, ClickUp Tasks, and ClickUp Dashboards 

If you’re moving off sheets, ClickUp gives you one workspace where plans, execution, and reporting actually live together, so you’re not jumping between a doc tool, a task app, and a separate report builder. Here’s how that lands day-to-day:

• ClickUp Docs → Documentation: Draft briefs and SOPs, co-edit in real time, and convert text into trackable tasks directly from the Doc. Add workflow widgets to update statuses or assignees without leaving the page, organize everything in Docs Hub, and share securely with guests or public links. This cuts the “copy-paste” loop between planning and doing
  
• ClickUp Tasks → Execution: Centralize work with statuses, assignees, due dates, and multiple views (List, Board, Gantt, Calendar). Tasks link back to the source Doc and forward to downstream work, so attachments, comments, and context travel with the work instead of getting lost in email
  
• ClickUp Dashboards → Visibility: Build live dashboards from the same task and Doc ecosystem, mix workload, velocity, and timeline cards to track your project schedule and outcomes. Because they’re powered by real task data, you don’t have to rebuild charts in a separate tool

ClickUp AI for workflow optimization

When you move from manual updates and scattered formulas to AI-assisted work, it’s fewer handoffs and more accurate decisions.

ClickUp’s AI is purpose-built to help you automate routine steps, surface the right details at the right time, and adjust plans as reality changes.

• ClickUp Brain as your decision co-pilot: You’ll connect with most of our AI features through ClickUp Brain. It is integrated with ClickUp to answer questions, complete actions, and search across your Workspace. It also summarizes long comment threads into action items you can execute immediately
  
• Connect the work, not just the tools: It sits across tasks, documents, people, and more. This reduces app-switching and keeps connections between assets intact as your projects evolve
  
• AI Agents (Super Agents & Autopilot Agents):
  • Super Agents are AI-powered teammates that can perform multi-step workflows and interact with your workspace in a human-like way
  • Autopilot Agents act based on defined triggers and conditions, automating actions across Spaces, Folders, Lists, and Chats
    
• AI Cards: They can be added to dashboards and overviews to generate reports, standups, and summaries using context from your team’s work. They help automate reporting and provide insights directly within your workspace
  
• Enterprise Search: Ask a question once and get trusted answers from across tasks, docs, chats, and connected apps—with full context. Deep, org-wide search cuts hunting time and surfaces the exact file, message, or task you need, right when you need it
  
• AI Notetaker & meetings: Automatically joins Zoom, Google Meet, or Teams, records and transcribes discussions, and spins up private documents with summaries, takeaways, and next steps. Action items land in your workspace without manual notes. Supports multi-platform capture and searchable transcripts for fast follow-ups

Robust templates by ClickUp

ClickUp Templates give you a running start after migration. Pick a template for Spaces, Folders, Lists, Docs, or Views, then tailor fields and statuses to match your projects.

The Template Center lets you browse by use case (PMO, Creative, Finance, and more) and apply proven layouts that already include views, tasks, and reporting scaffolds. When you import historical work, you can drop it into a templated workspace. This way teams land in something familiar: standardized fields for ownership and dates, dashboards wired for status rollups, and Docs for playbooks and SOPs.

The payoff is speed and consistency. You’re not rebuilding structure every time a new initiative kicks off, and your schedule and reporting stay aligned across teams.

As Jessie Whitman, the Sr. Director of Events at Convene puts it:

Analyze gaps with ClickUp’s Data Migration Gap Analysis Template

Get free template

When conducting a gap analysis, you can expect the following benefits:

• Minimize data loss and ensure seamless transfer by identifying discrepancies or gaps in current and target systems
• Streamline the data migration process by creating a comprehensive plan and timeline
• Save time and resources by addressing potential issues before they occur
• Enhance data quality and integrity by identifying and resolving data inconsistencies
• Enhance user satisfaction by providing a seamless transition and continuous access to essential features data

User roles and permissions

ClickUp’s role model lets you control access without slowing delivery. At the workspace level:

• You assign Owners and Admins to set guardrails
• While Members handle day-to-day projects and tasks
• Guests collaborate on just what they’re invited to

Need finer control? Apply permissions at Space, Folder, List, Doc, or task to decide who can create, edit, delete, or share—so external users see only what your team approves.

For regulated work, use (plan-dependent) custom roles to tailor create/delete, field editing, and sharing rights to your process. The win is a clean stakeholder collaboration and fewer “who changed this?” moments.

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Make the Switch and Get Smarter Sheets with ClickUp

You’ve seen why teams outgrow spreadsheets, how to prep clean exports, and import with hierarchy intact to help everyone work effectively from day one.

The big win is greater than moving project data. It reduces tool-hopping so updates, conversations, and decisions happen in one place. That’s how you save time, organize at scale, and keep momentum as your portfolio grows.

ClickUp gives you a clear path from pilot to rollout, with room to adapt your process as the team matures. Ready to consolidate work and track progress where the work actually lives?

✅ Try ClickUp for free. Start with one project and feel the difference this week.

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