Migrate your SmartTask data
Work management platform for service teams managing clients, projects, sales pipelines, and follow-ups — built around tasks, templates, and real-time collaboration.
In its favor
Why people choose SmartTask
The signal that keeps SmartTask on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Service-team focus: SmartTask is explicitly built for agencies, consultancies, and firms that manage client-facing work rather than internal product development, giving it opinionated defaults for project billing, rate cards, and client contact tracking.
Free tier with 20-user headroom lets small service teams evaluate the full feature set before committing to a paid tier, reducing the risk of a premature platform lock-in.
Task Templates let recurring client deliverables become standardized structures, so new projects spin up with pre-defined checklists instead of blank slates.
Resource AI provides AI-assisted workload balancing across team members, a feature customers on busy service rosters specifically cite as a differentiator.
Multi-model pricing supports fixed-price contracts, time-and-materials billing, and service-level rate cards in a single workspace.
The interface lags behind modern PM tools in visual polish and UX patterns, and multiple reviewers on G2 and Software Advice explicitly call it outdated.
Integration coverage is thin: reviewers cite limited third-party app connections and sparse API documentation as friction points when trying to extend SmartTask into existing stacks.
Mobile app functionality trails the web version — contacts are hard to tap, and task interactions on small screens feel incomplete compared to competitors.
Support responsiveness is a recurring complaint: while the team is described as passionate on the community forum, several users report slower response times for critical issues.
Reasons to switch
Why people leave SmartTask
The recurring reasons buyers give for replacing SmartTask. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where SmartTask fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
SmartTask pricing overview
SmartTask uses a per-user monthly model with an annual billing discount. A free tier covers up to 20 users; paid plans unlock custom fields, time tracking, Resource AI, and enterprise features at $9 to $16 per user per month, with custom pricing for large deployments.
Free
Tier 1 of 4
Free for up to 20 users
What's included
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Book a free 30 minute consultationPricing is informational. FlitStack AI does not bill on SmartTask's schedule — see our quote-based pricing →
What gets migrated
SmartTask object support
Object-by-object support for SmartTask migrations. Per-pair details surface during scoping.
Projects
Fully supportedProjects are SmartTask's top-level container for related work. They support timeline, Kanban, and list views. We map Projects 1:1 including start and due dates, status, and project-level custom fields.
Tasks
Fully supportedTasks are the primary work unit. Standard fields include title, description, start/due dates, priority, assignee, followers, tags, and checklist items. We preserve all standard fields and maintain parent-child task hierarchy during migration.
Custom Fields
Mapping requiredSmartTask supports per-task custom fields in string, number, date, and yes/no formats. Custom field schemas vary by project and workspace. We perform field-level schema discovery before migration and map destination fields accordingly.
Task Templates
Mapping requiredTask Templates define reusable task structures with pre-filled fields. We map template names and their default field values into destination task records, noting that automation triggers attached to templates do not migrate.
Recurring Tasks
Fully supportedRecurring tasks can repeat daily, weekly, monthly, yearly, or on custom schedules. We preserve the recurrence rule and next-occurrence date. Note that destination systems often require a conversion to a simpler schedule format.
Assignees and Followers
Fully supportedEvery task has one or more assignees and can have multiple followers. We map both sets to destination users by email, creating placeholder users in the target system when an email match is not found.
Comments and Discussions
Fully supportedTask-level comments are stored as threaded conversation entries. We export them with author, timestamp, and content. Discussions at the project level are also captured and linked to their parent project.
Attachments
Mapping requiredFiles can be attached to tasks from Google Drive, Dropbox, or direct upload. We export file references and URLs. Downloads may require re-authentication to external storage and are flagged for post-migration verification.
Tags and Labels
Fully supportedTasks support multiple tags. We map tag names 1:1 to destination labels or tags, creating them in the target workspace if they do not already exist.
Contacts (Task Contacts)
Mapping requiredSmartTask can attach CRM-style contacts to tasks to identify stakeholders. Contact fields include name, email, phone, and custom properties. We map these as linked contact records and flag any contacts that exist only in SmartTask's internal address book.
Milestones and Statuses
Fully supportedMilestones group tasks under a shared deadline marker. Custom status values are supported per project. We preserve both milestone assignments and custom status labels during migration.
Time Entries
Mapping requiredSmartTask supports time tracking on tasks with start/end or duration-based entries. Not all tiers expose time tracking. We map available time entries to the destination system's time recording object, flagging any entries that reference billable rate data.
| Object | Support | Notes |
|---|---|---|
| Projects | Fully supported | Projects are SmartTask's top-level container for related work. They support timeline, Kanban, and list views. We map Projects 1:1 including start and due dates, status, and project-level custom fields. |
| Tasks | Fully supported | Tasks are the primary work unit. Standard fields include title, description, start/due dates, priority, assignee, followers, tags, and checklist items. We preserve all standard fields and maintain parent-child task hierarchy during migration. |
| Custom Fields | Mapping required | SmartTask supports per-task custom fields in string, number, date, and yes/no formats. Custom field schemas vary by project and workspace. We perform field-level schema discovery before migration and map destination fields accordingly. |
| Task Templates | Mapping required | Task Templates define reusable task structures with pre-filled fields. We map template names and their default field values into destination task records, noting that automation triggers attached to templates do not migrate. |
| Recurring Tasks | Fully supported | Recurring tasks can repeat daily, weekly, monthly, yearly, or on custom schedules. We preserve the recurrence rule and next-occurrence date. Note that destination systems often require a conversion to a simpler schedule format. |
| Assignees and Followers | Fully supported | Every task has one or more assignees and can have multiple followers. We map both sets to destination users by email, creating placeholder users in the target system when an email match is not found. |
| Comments and Discussions | Fully supported | Task-level comments are stored as threaded conversation entries. We export them with author, timestamp, and content. Discussions at the project level are also captured and linked to their parent project. |
| Attachments | Mapping required | Files can be attached to tasks from Google Drive, Dropbox, or direct upload. We export file references and URLs. Downloads may require re-authentication to external storage and are flagged for post-migration verification. |
| Tags and Labels | Fully supported | Tasks support multiple tags. We map tag names 1:1 to destination labels or tags, creating them in the target workspace if they do not already exist. |
| Contacts (Task Contacts) | Mapping required | SmartTask can attach CRM-style contacts to tasks to identify stakeholders. Contact fields include name, email, phone, and custom properties. We map these as linked contact records and flag any contacts that exist only in SmartTask's internal address book. |
| Milestones and Statuses | Fully supported | Milestones group tasks under a shared deadline marker. Custom status values are supported per project. We preserve both milestone assignments and custom status labels during migration. |
| Time Entries | Mapping required | SmartTask supports time tracking on tasks with start/end or duration-based entries. Not all tiers expose time tracking. We map available time entries to the destination system's time recording object, flagging any entries that reference billable rate data. |
Gotchas
What to watch for in SmartTask migrations
Issues we've hit on past SmartTask migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
v1 to v2 migration can reset AppSumo LTD status
CSV export capped at 3000 tasks per operation
Deleted attachments ghost back into task activity feeds
Custom field schema varies per project
| Severity | Issue |
|---|---|
| High | v1 to v2 migration can reset AppSumo LTD status |
| Medium | CSV export capped at 3000 tasks per operation |
| Low | Deleted attachments ghost back into task activity feeds |
| Medium | Custom field schema varies per project |
Leaving SmartTask?
Where SmartTask customers move next
5 destinations SmartTask can migrate to.
How a SmartTask migration works
Four steps, SmartTask-specific
Connect
Not publicly documented into SmartTask. Scopes limited to read-only on the data we move.
Map
We translate SmartTask-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate SmartTask quirks before production.
Migrate
Full migration with SmartTask rate-limit handling. Rollback available throughout.
FAQ
SmartTask migration FAQ
Answers to the questions buyers ask most during SmartTask migration scoping. Not seeing yours? Book a call.
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Free scoping call with a migration engineer. Tell us about your SmartTask setup and destination — written quote back within a business day.