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James CosmanJan 7, 2021 3:55:00 PM4 min read

Quickbase vs Smartsheet In 2021 - From The Pros

Among the most ubiquitous project management tools out there, Smartsheet is a handy resource for simple data entry and tracking. However, as a project management tool, there are a number of key areas where it simply falls short. When making the comparison between Quickbase vs Smartsheet, the versatility, security and range that Quickbase offers make it the better choice for any kind of large-scale project.


Smartsheet Works Well For Small, Simple Projects

Smartsheet, at its core, is a powerful tool for online spreadsheets. It’s comparatively inexpensive, offers collaboration options and is easy to use for pretty much any end user – not requiring any substantial training or time investment to get up and running. So, Smartsheet is a reasonably good option for straightforward data management on a relatively small scale. 

Although the platform continues to evolve, it’s currently quite limited in its data set capacity. As of right now, Smartsheet can only manage a maximum of 5,000 records (rows) and 200 fields (columns). While this might be perfectly suitable for many small projects, it’s woefully inadequate for anything substantial: inventory management, GRC compliance or customer workflows for mid- to large-scale operations.

Quickbase Works Well for Large, Complex Workflows

Offering all of the basic functionality of Smartsheet, Quickbase brings the additional benefits of an incredible range of customization options, vastly superior data security and user permissions controls, the capacity to organize and maintain millions of records, and an unparalleled ability to integrate workflows directly into your database. These features allow you to maximize the potential of your data sets – shifting from simple data storage and recall to integrated automated processes that are efficient and secure.

Quickbase Offers Sophisticated User Permissions Controls

Particularly for projects and processes dealing with any kind of compliance issue, user permissions and controls are vital. When dealing with sensitive data, a simple spreadsheet is only useful for the limited number of users who have high level permissions. 

Without user access controls, data entry and recall quickly becomes cumbersome. If the database can’t filter which users can or cannot view a particular field, then you end up having to either create multiple databases containing similar information or force someone with high-level access to act as go-between, retrieving information for those with lower-level clearance.

User permissions also allow you to filter out the noise of a huge dataset. Even if it isn’t a security issue, not all users need access to all information. Quickbase’s user permissions and controls allow you to store information in one place while filtering access for maximum usability. Vendors, for example, can view their own schedule and tasks without having to sift through anyone else’s. Sales reps can focus on their leads without the distraction of customer information from those outside their region or department.

Quickbase Integrates Workflows: A Use-Case Scenario

From timesheets with custom alerts to robust task tracking and assignment, Quickbase offers incredible versatility in the workflows you can build with your datasets. Rather than a simple spreadsheet to track and store data, Quickbase allows you to craft a database that automates tasks and integrates functionality within the same tool.

Working with a Quickbase consultant, you can build an app or extension to meet your organization’s unique needs. For example, we’ve recently been working with a client in the healthcare industry who needed a tool for scheduling and tracking distribution of the COVID-19 vaccine. While a simple spreadsheet they could build with Smartsheet might serve to track who needed a dose and who’d received one, it couldn’t begin to handle the scheduling component necessary for the hundreds of workers involved.

Here are just a few of the ways the tool built with Quickbase vs Smartsheet offers the kind of functionality our clients need:

  • The app we’ve built with our Quickbase partners is flexible and adaptable. As new needs and ideas have arisen, we’ve been able to quickly implement changes and add new features.
  • Permission controls allow users to sign in and use a simple form to sign up for an open time slot without being able to access everyone else’s data.
  • Users can reschedule as needed and the app automatically updates the master schedule with the newly available and claimed appointments.
  • The tool also tracks available doses against the numbers needed, with real-time updates reflecting who has received a vaccine and who still needs to be vaccinated. 
  • Automatic notifications can be sent out reminding users to sign up for a time slot or to schedule an appointment for a second dose.

Trying to manage anything that’s complex, that involves data privacy or that is time-sensitive by using a spreadsheet will only leave users and administrators with unnecessary headaches. Quickbase can handle millions of records with a highly granular user permissions model – providing access controls from whole datasets down to individual fields.

Work With a Quickbase Consultant to Customize Your Solution

As the #1 rated Quickbase Partner, we have strong opinions when it comes to comparing Quickbase vs Smartsheet. We’re also certain that for any mid- to large-scale project or dataset, Quickbase is a more functional, more secure and more adaptable tool. 

If you think Quickbase might be a good fit for your project or process, we’d love to help ensure you’re getting the maximum ROI and achieving the best possible results. Whether you’d like us to perform an App CheckUp, see a live demo of one of our existing products or have an idea for a custom tool, we’d love to hear from you today.