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Smartsheet to ClickUp: How-To Guide

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Smartsheet to ClickUp: Step-by-Step How-To Guide

If you are moving from Smartsheet to ClickUp, you can recreate powerful project dashboards, task lists, and reports using ready-made templates and flexible views. This guide walks you through how to mirror popular Smartsheet templates and workflows inside ClickUp.

Using examples inspired by the Smartsheet templates breakdown, you will learn how to translate each common use case into a scalable ClickUp setup.

1. Plan Your Folder Structure in ClickUp

Before rebuilding any Smartsheet template, design a structure that keeps your work organized in ClickUp.

1.1 Map Smartsheet Projects to ClickUp Spaces

In Smartsheet, many teams maintain separate sheets for projects or departments. In ClickUp, you can mirror this by using Spaces and Folders.

  1. Create a Space for each high-level area, such as Marketing, Operations, or Product.
  2. Inside each Space, add Folders like Campaigns, Clients, or Releases.
  3. Use Lists to represent individual projects or repeatable workflows.

This makes it easier to rebuild Smartsheet templates as Lists or Views within a clear, scalable ClickUp hierarchy.

1.2 Choose Where Templates Will Live in ClickUp

Decide whether your templates should sit at the Space, Folder, or List level.

  • Team-wide templates: store at the Space level.
  • Department-specific templates: store in a dedicated Folder.
  • One-off or client-specific templates: build directly in a List.

Planning this ahead prevents clutter and makes it easy for others to find the right ClickUp template later.

2. Recreate Project Tracker Templates in ClickUp

Many Smartsheet templates focus on project tracking with timelines, owners, and status columns. You can recreate those layouts with custom fields and views in ClickUp.

2.1 Build a Project Tracker List in ClickUp

  1. Create a new List called Project Tracker in the relevant Folder.
  2. Add tasks for each deliverable, workstream, or milestone.
  3. Use task descriptions to capture details that lived in Smartsheet row notes.

Now you are ready to add structure similar to Smartsheet columns by using custom fields in ClickUp.

2.2 Add Custom Fields to Match Smartsheet Columns

Smartsheet templates often rely on columns like Owner, Start Date, End Date, Status, Priority, and Budget. In ClickUp you can match these with custom fields.

  • Assignee: replaces Owner.
  • Start Date / Due Date: replaces Start / End date columns.
  • Dropdown custom field: for Status or Phase.
  • Number custom field: for Budget, Cost, or Hours.
  • Text custom field: for notes or external IDs.

Configure these at the List level so they are consistent across all tasks inside your ClickUp project tracker.

2.3 Use ClickUp Views to Mirror Smartsheet Layouts

Where Smartsheet uses grid, Gantt, and card layouts, ClickUp offers Views that behave similarly.

  • List view: to mimic the Smartsheet grid-style table.
  • Gantt view: to visualize task dependencies and timelines.
  • Board view: to manage work by Status or Phase like a Kanban board.
  • Calendar view: to see tasks by due date or start date.

Create multiple views in the same List so different stakeholders can access the most helpful ClickUp layout without duplicating data.

3. Rebuild Resource and Capacity Templates in ClickUp

Smartsheet resource management templates track who is working on what, and when. You can replicate this in ClickUp using workload views and task assignments.

3.1 Create a Team Workload List in ClickUp

  1. Create a List called Team Workload.
  2. Add tasks for each major responsibility, initiative, or ticket queue.
  3. Assign tasks to team members and add estimated time using a number or time-tracking field.

The goal is to match the clarity of Smartsheet resource templates while taking advantage of ClickUp's more dynamic views.

3.2 Use Workload and Timeline Views in ClickUp

ClickUp provides built-in views that help you monitor capacity across people and time.

  • Workload view: group tasks by assignee and visualize capacity by time estimate or task count.
  • Timeline view: show tasks across a horizontal calendar for fast resource balancing.
  • Filtering: filter by team, status, or custom field to focus on a specific group.

These views give you the same visibility you expect from Smartsheet, but inside the ClickUp environment.

4. Translate Marketing and Campaign Templates to ClickUp

Popular Smartsheet marketing templates include campaign calendars, content pipelines, and event plans. You can centralize those workflows in ClickUp with reusable templates.

4.1 Build a Campaign List Template in ClickUp

  1. Create a List named Campaign Master Template.
  2. Add task groups such as Strategy, Creative, Production, and Reporting.
  3. Within each group, create tasks for standard deliverables, such as briefs, assets, and launch checks.

Add your custom fields for Channel, Audience, Funnel Stage, and KPI to replicate common Smartsheet columns in ClickUp.

4.2 Create a Marketing Calendar View in ClickUp

To replace a Smartsheet campaign calendar, use Calendar and Gantt views in ClickUp.

  • Apply Calendar view and group tasks by List or custom field.
  • Color-code by Status, Channel, or Owner for better visibility.
  • Switch to Gantt view to manage cross-channel timelines and dependencies.

Once your structure is finalized, save the List as a reusable template so future campaigns in ClickUp are created in a few clicks.

5. Recreate Client and Account Management Templates in ClickUp

Account management templates in Smartsheet track contacts, touchpoints, and renewals. You can reconstruct this database-style layout in ClickUp.

5.1 Build a Client CRM List in ClickUp

  1. Create a List called Client CRM.
  2. Create one task per account or client.
  3. Use subtasks or checklist items for meetings, renewals, or implementation steps.

Next, add custom fields to mirror Smartsheet-style account columns.

5.2 Add CRM-Focused Custom Fields in ClickUp

  • Dropdown: for Stage, Segment, or Health.
  • Date: for Renewal Date or Last Contact.
  • Number: for Contract Value or Seats.
  • URL: for links to external systems or documents.

Create views like List, Board by Stage, and Calendar by Renewal Date to give your team multiple ways to manage relationships in ClickUp.

6. Automate Routine Workflows in ClickUp

While Smartsheet uses automated alerts and workflows, ClickUp allows you to trigger updates, notifications, and status changes automatically.

6.1 Define Your Automation Rules in ClickUp

Common automation patterns include:

  • When Status changes to In Progress, assign the task.
  • When a task is moved to Done, set a Completed Date field.
  • When a due date is approaching, notify the Assignee.

Set these rules at the List or Folder level to keep your ClickUp workspace consistent and efficient.

6.2 Standardize Templates with Built-In Automations

Once you have a workflow that replaces a Smartsheet template, turn it into a reusable ClickUp template.

  1. Configure fields, views, and automations.
  2. Save the List as a template with default settings.
  3. Document how and when to use the template for your team.

This approach ensures each new project or client in ClickUp starts with the right structure and automation already in place.

7. Improve and Document Your ClickUp Setup

To make your transition from Smartsheet sustainable, document your ClickUp standards and iterate over time.

7.1 Create a Workspace Playbook in ClickUp

Use a Docs section or a dedicated List to capture:

  • Which ClickUp templates replace specific Smartsheet templates.
  • Naming conventions for Spaces, Folders, and Lists.
  • Guidelines for custom fields and statuses.
  • Automation rules and when to use them.

This gives new team members a clear explanation of how to work effectively in ClickUp.

7.2 Get Expert Help with Optimization

If you want additional guidance on structuring your workspace, integrating tools, or scaling beyond simple Smartsheet replicas, you can partner with specialists such as Consultevo to refine your ClickUp implementation.

By carefully mapping each Smartsheet template to a combination of Lists, Views, custom fields, and automations, you can unlock a flexible, centralized project management system in ClickUp that grows with your team and processes.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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