Choosing the right project management platform makes or breaks how smoothly work gets done. As a project manager, I don’t want a tool that just looks slick on a demo call—I need something flexible, simple for my team, and robust enough for even complex stakeholder coordination. I put SmartSuite to the test and in this review, I’ll share my honest experience, standout features, and practical tips for project managers considering SmartSuite.
Core Features of SmartSuite for Project Managers
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From the start, SmartSuite feels like it’s built for actual project workflows, not just pretty to-do lists. The platform combines customizable databases, board views, and deep automation. Here’s what really stands out for project managers:
- Customizable workflows: Adjust every step, field, or status to match any process.
- Task dependencies & Gantt charts: Visualize, link, and auto-schedule tasks.
- Kanban boards: Simple drag-and-drop for day-to-day planning.
- Automations: Routinely update statuses, send reminders, or generate reports.
- Integration options: Connect Slack, QuickBooks, Salesforce, and many more.
- Centralized collaboration: All project files and updates live inside SmartSuite.
SmartSuite makes it easy to create repeatable, trackable processes. Keeping everyone aligned reduces the risk of missed deadlines or siloed updates.
Customizable Workflows and Templates
SmartSuite doesn’t force a one-size-fits all approach. I found more than 200 ready-built templates for everything from Agile sprints to construction project pipelines and marketing calendars. Each template is a starting point, not a limit. The no-code builder means I can easily fine-tune workflows, fields, and permission levels for my unique project needs.
For example, in our IT deployment, I needed custom approval steps for procurement and sign-off. Building these into SmartSuite took minutes. The same project in another tool could have taken hours of admin requests or, worse, workarounds.
Key benefits:
- Fast launch: Templates speed up onboarding for new projects.
- Rapid adaptation: Tailor workflows to any department or client need.
- Consistent processes: Minimize missed steps, handoff delays, or oversights.
Task & Dependency Management with Gantt View
The Gantt chart in SmartSuite is a lifesaver when managing complex dependencies. I can link tasks, mark items as “blocking” or “blocked by,” and let SmartSuite auto-adjust schedules when timelines shift. Seeing the whole project mapped out visually makes it easy to spot risks or bottlenecks before they cause trouble.
Features that help:
- Auto-scheduling: Updates dependent tasks if one slips.
- Critical path highlight: Always know what really sets your pace.
- Real-time changes: Timeline adjusts as we move, with no need for manual updates.
Reviewing progress is as easy as glancing at one screen. No more hunting across separate docs or spreadsheets.
Collaboration and Communication Tools
SmartSuite brings teamwork to the front. Every task or record supports real-time comments, mentioning teammates, and threading conversations. Unlike endless email threads or buried Slack messages, project discussions live next to the work itself. Notifications and in-app activity feeds keep everyone in the loop.
For me, the biggest boost came from:
- Minimizing miscommunication: All updates are logged and visible.
- Quick accountability: It’s easy to see who’s responsible for the next step.
- Central knowledge base: Files, notes, and approvals all stay attached to each record.
The days of lost context or unclear action items are gone.
Streamlining Project Delivery with Automation and Integration
Let’s face it, project managers juggle a lot. Handling status updates, reminders, or compliance checks manually invites room for mistakes. SmartSuite’s automation engine turns those repetitive chores into background processes.
Workflow Automation: Triggers, Actions, and AI
SmartSuite lets me set up “when this, then that” rules—no coding needed. For example:
- Alert stakeholders when tasks hit a critical status.
- Auto-assign reviews when a deliverable gets uploaded.
- Update dashboards when KPIs change.
- AI-powered risk alerts flag oddities or blockers based on patterns.
The platform even suggests some automations based on common use-cases. This reduces the admin grind and lets me focus on the bigger problems.
Integration Capabilities for a Connected Workflow
Integrations are where SmartSuite punches above its weight. It connects natively to platforms like Slack, Salesforce, and QuickBooks. Need more? The REST API and Zapier/Make support mean I can link just about any app in my project stack.
What I gain:
- Unified notifications: Updates flow into Slack or Teams, so nothing gets missed.
- Finance integration: Project billing and expenses sync to QuickBooks.
- CRM and project link: Sales team handoffs in Salesforce auto-create project tickets in SmartSuite.
This means less app-switching and cleaner handoffs between teams.
Evaluating SmartSuite: Pros, Cons, and My Recommendation
Here’s the straight truth from my time managing projects in SmartSuite.
What Works Extremely Well
- Scalability: Handles small tactical work and massive cross-team initiatives.
- Customization: Build exactly what you need, without waiting on IT.
- No-code automation: Fast, reliable process automation.
- Security and compliance: Role-based permissions and strong data controls.
- Flexible pricing: Useful free tier for trials, scalable paid plans as needs grow.
Where SmartSuite Could Improve
- Mobile app: Usable for updates but sometimes slow for big projects.
- Support tiers: More advanced setup help comes with higher plans.
- External client portals: Not designed for external service delivery (best for internal teams).
Should Project Managers Try SmartSuite?
If you value process transparency, easy automation, and powerful visual tracking, I absolutely recommend giving SmartSuite a closer look. The platform saves time, cuts down on chaos, and adapts as your project needs evolve. Start with the free plan to see real results for yourself.
Conclusion
SmartSuite checks every core box for project managers—adaptable workflows, clear project visibility, and low-hassle automation. From sprint cycles to strategic rollouts, the platform helps teams move faster and work smarter. If you’re looking for a tool that matches your project management style, spend some time with SmartSuite and see if it fits the way your team works best.
Don’t just take my word for it: explore SmartSuite and see if it’s the upgrade your projects deserve.
