Recurring Task List
Share an organized list of regular tasks with your team. Perfect for tracking maintenance, client touchpoints, open and close store checklists, or rolling staff performance reviews.
Template design and key features
Flag any at risk tasks
Enter tasks in the Primary Column (this column is used for automated emails)
Show the task status using RYG balls
Pick task owners from your Smartsheet contacts
Set the date of task completion using the date picker
Enter the number of days between task checks
Next Due Date
Automatically calculated by a formula using the Completed On date & the Days Between
Log any relevant task details & notes
Store documents & links on any task row
Alerts & Reminders
Set alerts for due dates & sheet changes
Log task details, comments, & notes
Enable Gantt view to see a timeline
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 task list on the go
Sharing with different access levels
Sharing Your Sheet
Share your task list 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 task list 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 Issue.
Getting 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 to someone assigned a task or to anyone else. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
How to Set Up a Sheet
Columns in Smartsheet
Formulas in Smartsheet