Generation Digital

Smartsheet Collaboration & Work Management

Smartsheet is a software as a service offering for collaboration and work management, developed and marketed by Smartsheet Inc. It is used to assign tasks, track project progress, manage calendars, share documents, and manage other work, using a tabular user interface.

Features

• Project Management
• Organise Work (agile working with kanban boards)
• Manage Tasks
• Visualise Projects
• Assign Tasks
• Set due dates and times
• Agile Working Boards
• Streamline workflow and approvals
• Manage workload across the team (Helping to avoiding burnout)
• Remote working and collaboration

Benefits

• Easily manage team projects and tasks
• Stay in sync, hit deadlines, and reach your goals
• Map out each step and organise tasks
• Visualise work through multiple stages quickly and easily
• Use Timeline to create a project plan
• Simplify workflows, reduce errors, and save time
• Streamline work
• Easily spot holes and overlaps in your schedule
• Monitor the status of key initiatives in real time
• Manage team workload

£0 to £55 a user a month

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at gcloud@gend.co. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

925626179054334

Contact

Thomas Sutton
0203 6379 776
gcloud@gend.co

Service scope

• Software add-on or extension: No
• Cloud deployment model: Hybrid cloud
• Service constraints: No
• System requirements:
  • Smartsheet supports the two most recent major versions of:
  • Windows:
  • Chrome
  • Firefox
  • Microsoft Edge
  • Mac:
  • Chrome
  • Firefox
  • Safari Linux
  • Firefox ChromeOS: Chrome

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We provide expedited support and aim to respond quickly to questions. Available during business hours Monday to Friday, we will respond to enquiries within one business day or twenty four hours from the date of the receiving the inquiry.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: N/a
• Onsite support: Yes, at extra cost
• Support levels: We provide the following support levels: Onboarding plans: Work hand-in-hand with an expert on a custom onboarding plan, timeline, and kickoff. Customer success managers (CSMs): A dedicated partner familiar with your goals, helping you hit them with coaching, calls, and training. Professional services: Additional consulting sessions for on-site training, digital transformations, custom integrations, and more. Custom resources: From onboarding to feature tips, we can provide the right content at the right time to help answer your team’s questions and needs.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide Online Training, Onsite Training, User Guides, etc. To help your team start using Smartsheet, we’ve analyzed what the most successful teams in Smartsheet have in common, channeled the expertise of our Customer Success Managers, and incorporated proven change management strategies all to craft the “Smartsheet onboarding” framework outlined in this article. Smartsheet Help: Get how-to help and step-by-step instructions for specific features in Help. Smartsheet Forum: Ask questions, get answers, and join our large community of Smartsheet experts. Learn how to use Smartsheet through trainings, webinars, and interactive courses hosted by Smartsheet's Customer Success team. Smartsheet Guide: Learn how to onboard your team and use Smartsheet to its full potential with quick and easy tips. Smartsheet Use Cases: Learn how other teams like yours use Smartsheet and how to build out projects specific to your team. Smartsheet Developer’s Guide: Learn how to customize the Smartsheet experience, leverage your data with the Smartsheet API, and join our developer community.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: You can export your own data, per project to the text-based file formats JSON or CSV, the latter of which can be viewed in a spreadsheet application like Microsoft Excel or Google Sheets. This can be done via the admin console or by contacting support.
• End-of-contract process: At the end of the contract, licences can be renewed or terminated.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Use Mobile app for:; To enter your location into a sheet or form field.; Take a photo with your device and upload it.; Scan a barcode or QR code.; Access your forms quickly.; Submitting forms when offline.; ; Use Desktop for:; Build automated workflows; Create and edit sheet filters; Manage your users or plan information; Manage project settings in a sheet; Create and edit dashboards; Create new reports or edit the report builder; Viewing a published Calendar view in a Dashboard; Utilize the freeze column functionality
• Service interface: No
• User support accessibility: WCAG 2.1 AAA
• API: Yes
• What users can and can't do using the API: The Smartsheet API enables licensed Smartsheet users to programmatically access and manage their organization's Smartsheet account and data. It is designed to be simple and intuitive, and is based on widely accepted standards and conventions, including REST, JSON, and HTTP success and error codes.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Anyone can Customise:; ; The home screen,; Triggers,; Branding,; Welcome Messages,; Help pages,; Fields,; URLs,; Colours,; Form,; Sections,; Alerts,; Views.

Scaling

• Independence of resources: Smartsheet has a status page. In the last 90 days it was 99.97% up time. Smartsheet guarantee scale through planning and analytics on a variety usage metrics. . As such, when getting started, we recommend leveraging the bulk; user import feature in our Admin Center, which easily adds up to 1,000 users at a time to your Smartsheet; organization. Similarly, you can also use bulk update to edit roles en masse for existing users.

Analytics

• Service usage metrics: Yes
• Metrics types: Customers can access detailed event logs covering past actions that have taken place across the organisation. 'Event Reporting' is available as an extra costs add-on for advanced Smartsheet Customers.
• Reporting types:
  • API access
  • Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Smartsheet

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: In the Smartsheet app, you can export any sheet or report to the following formats:; ; Microsoft Excel; PDF; Image (PNG) (Gantt Chart Only); Google Sheets; Microsoft Project (Gantt Chart Only as XML)
• Data export formats:
  • CSV
  • ODF
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • Microsoft Excel
  • Microsoft Project
  • Google Sheets
  • Atlassian Trello board
  • Monday.com
  • Trello

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: There is no guarantee on the level of availability. In the past year Smartsheet always had an uptime of more than 99%.
• Approach to resilience: See Smartsheet Whitepaper and Terms of Service
• Outage reporting: Smartsheet provides a live, public status dashboard at means, as status.smartsheet.com or status.smartsheet.eu. Smartsheet will continuously log, monitor, and keep system records of the Covered Service’s accessibility on a minute basis and will make commercially reasonable efforts to communicate outages and events impacting accessibility on the Status Page.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Securing systems, applications, and data begins with identity-based access controls. The identity and access management features that are built into Smartsheet help protect your organizational and personal information from unauthorized access, while making it available to legitimate users whenever and wherever they need it. Synchronize existing enterprise directory services with Smartsheet to provision and deprovision users, and share user metadata.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: COALFIRE
• ISO/IEC 27001 accreditation date: November 14, 2022
• What the ISO/IEC 27001 doesn’t cover: N/a
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • CSA CAIQ Self-assessment provided to customers within Smartsheets security packet.
  • SOC 2 Type II and SOC 2 attestation

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Reporting structure:; Ultimate responsibility for SPI's Information Security rests with the Managing Director of SPI. This includes the business Information Risk Register and recommendations of appropriate risk management measures.; Information Security Employees and HR Manager are responsible for managing and implementing the policy and related procedures.; .; The Policy is reviewed by the Information Security Management Forum annually, or more often if appropriate.; Line Managers are responsible for ensuring that their permanent, temporary staff and contractors are aware of applicability in their role, personal responsibility for information security and how to access advice on information security matters; ; Information Security Awareness training is included in the staff and contractors induction process and Training Plan; Users are made aware of the procedures applicable to them and refreshed regularly.; An on-going awareness programme is established and maintained in order to ensure that staff and contractors awareness is refreshed and updated as necessary.; ; Adequacy of SPI's Security System si tested via regular audits. All breaches of this Policy and other information security incidents or suspected weaknesses are reported to the IT Manager immediately. These are logged and investigated to establish their cause and impacts with to avoid similar events.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Smartsheet offers a number of configuration controls that allow you to set up plans and users in a way that best supports your business objectives. Globally configure user types to designate what individuals can and can’t do with your Smartsheet account, automatically add users to an enterprise account with automated user provisioning, or adjust account settings for features and working days.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: This information is available on request. We were advised by Smarthseets that an NDA has to be signed to receive this information. Full Security Statement from Smartsheets is available from: https://www.smartsheet.com/trust/security
• Incident management type: Supplier-defined controls
• Incident management approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to fighting climate change and aim to be carbon neutral.

  Tackling economic inequality

  Tackling economic inequality We are committed to tackling economic inequality

  Equal opportunity

  Equal opportunity We are committed to equal opportunity for all

  Wellbeing

  At Generation Digital we are fully committed to promoting Mental Health and wellbeing within our offices and during the delivery of our services.

Pricing

• Price: £0 to £55 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A 30 day free trial is available.
• Link to free trial: https://www.gend.co/getintouch

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at gcloud@gend.co. Tell them what format you need. It will help if you say what assistive technology you use.