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ClickTime + Smartsheet: Keep Clients and Jobs in sync with the hierarchy you already maintain

Sync the parent/child row structure in your Smartsheet sheets directly into ClickTime Clients and Jobs, so your project hierarchy stays consistent across both systems.

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Integration category

Works with ClickTime AI

Yes

ClickTime pricing plan

Enterprise

Integration overview

Keeps ClickTime Clients and Jobs in sync with the hierarchy you maintain in Smartsheet. It reads the parent/child row structure of your sheets and creates or updates the matching Clients and Jobs in ClickTime automatically. Sync is one-directional (Smartsheet → ClickTime), scheduled, with an optional on-demand sync for a single sheet.

ClickTime requirements

Enterprise subscription with this integration enabled
Administrator-level ClickTime account
ClickTime API key for the connection

Smartsheet

Active Smartsheet account with access to the workspaces you want to sync
Sheets using a consistent parent/child row hierarchy
Admin-level access to select workspaces and sheets during setup

Sync the hierarchy you already built

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No need to restructure your sheets or duplicate data entry — the integration reads the row hierarchy you're already using.

Keep Clients and Jobs current, without manual upkeep

Once mapped, Clients and Jobs update automatically as your Smartsheet rows change — no manual re-entry, no drift between systems.

Map fields your way

Field values can come from a row cell, a sheet summary field, a hierarchy level, or a static workspace/sheet value — so the mapping fits how your sheets are already built, not a fixed schema.

Sync safely, without disrupting existing records

The first run links existing ClickTime records to Smartsheet by number without overwriting data. Create-and-update syncing begins only after that.

How Smartsheet Syncs with ClickTime

Each sync run follows the same basic flow, whether it's a scheduled run or an on-demand sync. Rows are read by their indent level, with each level mapped to either a Client or a Job. On the next scheduled sync (every 30 minutes by default), or immediately for an on-demand sync, ClickTime compares each row to its matching record and creates or updates it only when something has actually changed — a new record, a changed name, or a changed mapped field. Duplicate rows within a single sheet are automatically de-duplicated so each record is only processed once.

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Provisioning / Setup Requirements

Before the first sync runs, a few things need to be configured on both sides.

Select the Smartsheet workspaces (and optionally a single sheet) to sync
Choose a template sheet and map hierarchy levels to Clients and Jobs
Map at minimum a unique identifier and name source for each entity
Set a Default Client for Jobs with no resolvable parent — required to avoid skipped Jobs
Confirm all sheets in a workspace share the same hierarchy structure as your template sheet, if syncing more than one sheet

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Running and Testing the Sync

Once setup is saved, confirm the connection and initial sync completed as expected.

Complete the setup wizard: Configuration → Workspace Selection → Sheet Selection → Field Mapping → Value Mapping → Finalize
Confirm the first SEED run links existing records without altering data
Trigger an on-demand sync for a single sheet to confirm changes reconcile immediately
Check the sync log for skipped records and resolve missing Default Client or parent mappings

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