Notion vs Resource Management by Smartsheet: Complete Comparison (2026)

Why choose Notion

• Has a free plan (Resource Management by Smartsheet does not)
• Higher Customization score (9/10 vs 4/10)
• Higher Cost score (6/10 vs 4/10)
• Better fit for startups (9/10 vs 2/10)
• Better fit for freelancers (7/10 vs 2/10)

Why choose Resource Management by Smartsheet

• Higher Analytics score (7/10 vs 5/10)
• Higher Scalability score (7/10 vs 6/10)
• Better fit for consultancies (9/10 vs 5/10)
• Better fit for agencies (8/10 vs 5/10)

Notion

Pros

• Relational databases and nested pages let teams build their own trackers, wikis and project systems without a fixed workflow.
• Docs, knowledge base, calendar, forms and published sites are bundled in one workspace, which can replace several separate tools.
• Business includes AI agents, meeting notes and cross-app Enterprise Search without a separate per-seat AI add-on.
• Enterprise security covers SCIM, audit logs, SIEM and DLP connections, and zero data retention with AI providers.
• Strong review ratings, around 4.6 on G2 and 4.7 on Capterra.

Cons

• Reviewers repeatedly report slow loading and lag in large databases and workspaces.
• Offline support is weak and the mobile app does less than the desktop app.
• Plus includes only an AI trial, so teams that want working AI must pay for Business.
• Since late 2026, AI use beyond the monthly credit allowances pauses unless an admin buys extra credits, and some legacy discounted customers have reported large increases at renewal.
• Teams must design their own structure before it works well for project management, and new users describe the setup as unintuitive.

Resource Management by Smartsheet

Pros

• Heatmaps and a visual schedule show availability and percentage allocation across every project in one place.
• Comes with Time + Fees, Expense, Budget, and Utilization reports, so services firms do not have to build them.
• Placeholders and role-based planning let managers staff a project before naming people, and help forecast hiring.
• Reviewers say time logging and adding projects are easy, and that teams need little training.
• Connects to Smartsheet projects through Control Center and Advanced Reporting.

Cons

• Prices are not published, and it costs extra on top of a Smartsheet Business or Enterprise plan.
• Smartsheet's documentation says it has no task-level tracking, subtasks, dependencies, or Gantt views.
• Its dashboards cannot be customized, and permissions are set only at the project or account level.
• Reviewers report that exported data lands in the wrong fields and that work items cannot be tied to subphases.
• One reviewer reports a minimum purchase of 15 licences.