Project with Schedule & Budget Variance
Track project and budget performance all in one sheet. This template includes status summary, budget and schedule variance, and Gantt chart with dependencies. You'll easily compare estimated and actual labor, materials, and other costs.
Template design and key features
Enter a task name in the Primary Column (used for Smartsheet automated emails)
Show task status visually using RYG balls
Track task completion and show progress bars on your gantt chart
Planned Start & End Dates
Enter the Planned Start Date and End Date for each task
Actual Start Date & Date Variance
Add Actual Start Date when each task begins — a formula calculates difference from Start Date
Estimated Labor & Materials
Enter your labor and materials estimates — a formula calculates Estimate Total
Actuals & Budget Variance
Add Actual Labor and Actual Materials - a formula calculates Actual Total & Budget Variance
Calculate automatically from Start & End Dates, or enter a new value
Enter row number for preceding tasks, or drag and drop Gantt bars to set dependencies
Store documents & links on each row
Alerts & Reminders
Set alerts for due dates & sheet changes
Log task details, comments, & notes
See task dates & dependencies
View & edit tasks in a calendar
Organize tasks into collapsible sections
Collaborate in real-time with your team
Request updates on task status
Collect new rows & take action
View & update your project on the go
Working with the Gantt chart
Project Management Overview
Change dates & set dependencies
Click and drag the edge of a Gantt bar to instantly change dates. Drag one bar onto another to set a dependency.
Enter zero in the Duration column to set a milestone. To work tasks back from a milestone, set Start-to-Finish (SF) dependencies on preceding tasks.
Use the Zoom buttons to shift between Weekly, Monthly, and Quarterly views.
Click the Gantt chart's gear icon to change settings like dependencies and workdays.
Sharing with different access levels
Sharing Your Sheet
Share your project with your team
Select the Sharing tab to share with your collaborators. Add collaborator email addresses and select a permission level.
- Viewer: can view and export the sheet, but can't make changes
- Editor: can edit information in cells, add attachments, set alerts, & create discussions
- Admin: can add collaborators, edit columns, & change dependency settings
Share multiple sheets in a Workspace
Create a Workspace to share multiple sheets with the same group of people, with consistent sharing permissions on all items in the workspace.
Prevent edits with locked rows & columns
Lock any column or non-blank row to prevent others from changing or deleting key information. Only sheet Owners or Admins can lock, unlock, & edit locked columns & rows.
Collaborating on the project with your team
Collaborating on Sheets
Collaborate in real-time
Work simultaneously with everyone shared to the sheet. To help you see changes, Smartsheet will notify you when multiple collaborators are working on the sheet.
Highlight everyone's changes
Select the Highlight Changes button to see all recent changes since the last time you viewed the sheet - or within the day, week, month, or a specific date range.
Get a revision history on any cell
Right click on a cell and select View History to see previous values, who made each change, and when.
Format content automatically
Call attention to key information by setting Conditional Formatting rules to automatically format cells based on the values they contain, such as Status.
Filter down the rows you see
Select Filter Column from the column menu to see a smaller set of tasks in a long sheet.
Getting project updates from your team
Alerts & Reminders
To set an email reminder on any task in your sheet, select Set Reminder from the row menu. Choose the Alerts tab to trigger Reminders for the whole sheet, or to notify yourself & others of changes to the sheet.
Get automatic updates from your team
Send an update request, a special email designed to allow anyone to update rows on your sheet. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
Managing multiple projects
Cell Linking in Smartsheet
Link cells across sheets
Use Cell Linking to consolidate information from multiple sheets. You can roll up data from several sheets to build a multi-project dashboard, create cross-project dependencies, or reference cells in other sheets.
Dynamic reviews of multiple sheets
Create a custom Report to see tasks in multiple sheets that meet specific criteria. For example, a Report can show a team member's incomplete tasks due in the coming week on several projects. Updates you make in a Report also update the source sheets.
See who's over-allocated
Use Resource Management to get visibility and alerts on your team's assignments in multiple projects (Team and Enterprise plans only).
Gantt Chart View
Columns in Smartsheet