Migrate from SmartTask to monday Work Management

SmartTask Projects map directly to monday.com Boards. Project name, description, start date, and due date migrate to Board name, Board description, and date columns. SmartTask's timeline view maps to monday.com Timeline column; Kanban view maps to monday.com's native Kanban grouping. Multi-board SmartTask workspaces split into multiple monday.com Workspaces or remain as separate Boards within a single Workspace depending on the customer's preference during scoping.

SmartTask Tasks map to monday.com Items within the corresponding Board. Title, description, start date, due date, priority, status, and tags migrate to Item name, Text column (description), Date column, Status column, and Tags column respectively. SmartTask checklist items (subtasks within a task) map to monday.com Sub-items with their own Item name and completion status preserved.

SmartTask per-project custom fields (string, number, date, yes/no formats) map to monday.com Column types of equivalent data type. This is the highest-risk mapping step because SmartTask allows custom field schemas to differ between projects, meaning a workspace may have overlapping custom field names but incompatible types across boards. We discover and catalog every unique custom field name and type across all projects before any field mapping begins, create the corresponding Column types in monday.com first, and flag any Items that reference custom fields not defined in their parent project schema as anomalies for customer review.

SmartTask Task Templates define reusable task structures with pre-filled field values for recurring client deliverables. Template names and default field values map to monday.com Board Templates if the template defines a full board structure, or to Item default column values if it defines a single task pattern. Automation triggers attached to SmartTask Task Templates do not migrate because they are platform-bound configuration.

SmartTask native recurring tasks with daily, weekly, monthly, yearly, or custom recurrence rules map to monday.com's recurring automation templates. The recurrence rule and next-occurrence date are preserved in a Text column in monday.com for reference. Note that monday.com does not have a native recurring task object; recurring behavior is achieved through automations that create or update Items on a schedule. We document the recurrence pattern and recommend the appropriate monday.com automation template during the rebuild phase.

SmartTask Task Assignees map to monday.com Person Column values on Items. We resolve each SmartTask assignee by email match against monday.com user accounts. Any assignee email without a matching monday.com User is placed in a reconciliation queue for the customer admin to provision before the item import phase runs. Single-assignee tasks map to single Person Column values; multi-assignee tasks map to multi-select Person Columns.

SmartTask Followers (users who receive task notifications without being assigned) have no direct monday.com equivalent. Follower relationships are preserved as a custom Text or multi-select Person Column listing the follower emails, with a note in the migration documentation recommending the customer use monday.com's native board subscription (automatically following all Items on a board) or item-level notification settings as the replacement pattern.

SmartTask Task-level comments and project-level discussions migrate to monday.com Updates on the corresponding Item or Board. Author name, timestamp, and comment body transfer to Update author, timestamp, and content. SmartTask's threaded comment structure flattens to a linear update stream in monday.com. Rich text formatting in SmartTask comments is preserved where possible; unsupported formatting is stripped.

SmartTask file attachments (Google Drive, Dropbox, direct upload) migrate as file URLs preserved in a URL or File Column in monday.com. Actual file downloads may require re-authentication to external storage providers post-migration. We flag all file attachment references during the export scan, document the original storage location and URL for each, and note that the customer must verify access permissions after migration. Files not accessible at migration time are recorded in the anomaly report.

SmartTask Tags (multi-value per Task) map to monday.com Tag Column values. Tag names migrate 1:1; tags not already present as monday.com Tags are created during import. Tag taxonomy is preserved as a flat list; hierarchical tag structures in SmartTask flatten to a single tag level in monday.com.

SmartTask Milestones grouping Tasks under a shared deadline marker map to either a dedicated Status column group in monday.com (for deadline tracking without a visual marker) or to a Timeline Column with Milestone markers (if the Pro or higher tier is in use). Custom status values from SmartTask per project migrate to monday.com Status column options, preserving color coding where SmartTask exposes it.

SmartTask time tracking entries (duration-based or start/end) map to a Number Column in monday.com capturing total minutes or hours logged. SmartTask Business tier time entries migrate most cleanly; Free and Professional tier time tracking availability depends on the source subscription. monday.com's native time tracking is a separate paid add-on; we document whether the destination account has it enabled and map accordingly. Rate card and billing-model data from SmartTask (fixed-price, T&M, service-level rate cards) has no direct monday.com equivalent and is documented as a custom column migration only.