5 Tips to Make the Most of the Smartsheet Mobile App

by Brendan Reed

A worker views a dashboard on the Smartsheet mobile app

Innovative businesses are constantly looking for ways to save time and effort in order to stay competitive on a global scale. Because of this, it’s more important than ever that you are able to securely access work and project details, no matter where you are.

The Smartsheet mobile app provides this level of access, giving business leaders and teams insight into key processes, metrics, statuses, inventories, and more through dashboards, barcode scanning, forms, and process automation features.

We always want you to get the most out of the Smartsheet mobile app experience. That’s why we’re excited to share these tips to help you maximize work productivity and your team’s efficiency.

1. Gain Real-Time Visibility With Dashboards and Portals

Example of a dashboard displayed on the Smartsheet mobile app.

Viewing Smartsheet dashboards and portals on mobile provides a real-time view into the status of your business, without scrolling through countless sheets and reports.

Having this information in a centralized location on mobile is key when you don’t have access to a computer or need to quickly reference the work content you care about.

With dashboards, you can see mission-critical KPIs that have been surfaced on dashboards from your mobile device for better visibility, anywhere.

Viewing and using portals on mobile can help you stay productive while on the go, especially for companies that leverage team portals that have shortcuts to forms and other documents that workers in the field need to access remotely.

Pro Tip

  • Dashboards and portals are rearranged and optimized when viewed on the mobile app, but sometimes it’s helpful to see the desktop layout to get the full view. You can easily switch to “desktop layout” by clicking the blue button at the bottom right of every dashboard or portal in the mobile app.

2. Simplify Your Data Collection With Mobile Forms

An example of Smartsheet forms on the Smartsheet mobile app.

Smartsheet forms enable teams to input information from the field so that critical data, images, and more can be captured. They remove many data entry barriers that workers deal with every day.

Forms also ensure that other viewers and sheet managers back in the office have the data they need even sooner, since field workers can enter data from their mobile devices. Here’s a real-life example from a Smartsheet customer:

“Smartsheet mobile forms are a simple way for our clients to submit Warranty Requests. Anyone at our clients’ organization can open the link from their device, fill out basic information, attach a photo for clarity, and submit, which automatically sends a notification to our Warranty Manager. The interface is cleaner, faster, and more mobile-friendly than filling out a document and attaching to an email message.”

Kendall Y. Pouland
Director of Professional Development

Pro Tip

  • Some Smartsheet customers use online QR code generators to create QR codes using the URL for a form, so others can quickly scan the code and navigate to the form. You can scan codes using the native camera app on your smartphone, or from within the Smartsheet mobile app. This is important for field teams without computer access, as data can be captured instantly and the time required to log in and search for the correct form can be eliminated.

3. Capture Images and Scan Barcodes From Anywhere

Two smartphones displaying the Smartsheet mobile, one shows barcode scanning, one shows image capture

Capturing images via the Smartsheet mobile app can speed up the intake of critical information from the field. Whether you’re taking pictures for a construction site survey or recording receipts for accurate expense tracking, mobile images help you capture what you need in real time from your mobile device.

Barcode scanning through the Smartsheet mobile app is a great way for you to quickly scan and input a string of numbers from a barcode, either to search for an existing match in Smartsheet or to add the string to the cell.

Some Smartsheet customers in the healthcare industry use this feature to track and manage critical inventory in hospitals, and ensure field teams have the equipment they need to do their work. Check out this blog post to learn more about mobile barcode scanning.

Pro Tips

  • When entering a barcode string into a sheet, take a picture of the barcode itself and add it to another row. That way, if you lose the physical barcode you can always print out another copy to use at a later date.

  • Our Solution Center offers a wide range of templates, including one for Barcode Inventory Management. Note: You'll need to be logged in to your Smartsheet account on desktop to view the Solution Center.

4. Spend Less Time on Update and Approval Requests

An example of an approval request displayed on the Smartsheet mobile app.

Update and approval requests are streamlined on the Smartsheet mobile app. Using mobile push notifications, you can quickly see update and approval requests that are sent to you, then take action right away.

Requests are often time-sensitive, and it’s critical for managers, executives, and decision-makers to easily see and respond to requests on their mobile devices.

Managing approvals on mobile can save a lot of time for everyone. For example, companies that use requests to review and approve paid time off (PTO) can save hundreds of hours of manual work per year:

“We are estimating that by converting partial day PTO requests to Smartsheet mobile, we will save approximately 1,100 to 1,200 hours annually for our organization.”

Patricia Tomsko Nay
Executive Director
Office of Health Care Quality

Pro Tips

  • Enable push notifications on your smartphone to ensure that you’re notified of critical update and approval requests right away.

  • If you missed the notification banner as it popped up on your phone screen, you can simply jump into the Smartsheet mobile app and open the Notification Center to see the latest request.

5. Quickly Access Recents, Favorites, and Notifications

Favorites and Recents sections displayed on the Smartsheet mobile app

One of the most powerful parts of the Smartsheet mobile app is how quick and easy it is to access your favorites, recents, and notifications.

Finding and opening your recent sheets, reports, forms, and dashboards only takes a few seconds, so you can quickly get back to what you were working on.

For our customers, this can reduce time finding the right sheet. Have a task tracking sheet that you often reference, or a team portal with pertinent links to do your work? You can quickly access these resources via the Smartsheet mobile app and pick up where you left off.

Pro Tips

  • Do you frequently visit a company resource dashboard or team portal? Favorite that dashboard or portal to quickly access it and eliminate search time. This is especially useful when you have access to hundreds of Smartsheet items.

  • Our Notification Center is a great hub for alerts, organized in chronological order, that can be used to get you caught up on what you’ve missed or have been sent in Smartsheet.

Check out our help articles at Smartsheet for iOS and Smartsheet for Android for more details on using the Smartsheet mobile app.

Don’t have the Smartsheet mobile app? Download the Smartsheet mobile app on the App Store for iOS, and the Google Play Store for Android: