Smartsheet is where many maintenance and engineering teams run the work that does not fit their CMMS: shutdown trackers, capital project plans, contractor registers, punch lists and action logs. It looks like a spreadsheet but adds Gantt views, forms, automations, reports and dashboards. Over time a team ends up with dozens of sheets, each with its own columns, and finding one answer means opening five of them.
Agentic CMMS turns Smartsheet into an MCP server for Claude, ChatGPT and other AI agents. Your team asks in plain language, and the agent reads the right sheets, understands your columns and answers from the live data.
What your AI agent can do with Smartsheet
- Track the shutdown. "In the Kiln 2 shutdown tracker, which jobs are still waiting for a permit, and who owns them?"
- Update a row. "Set the gearbox inspection row to Complete and add today as the finish date." With write access, the agent changes the cells.
- Chase actions. "List every action from the reliability review sheet that is overdue, grouped by owner."
- Search across sheets. "Which sheets mention the 6 kV switchboard, and what do they say about it?"
- Read attachments and comments. "Show the latest comment and the attached photo on the cooling tower row."
- Watch capital spend. "In the capex tracker, which projects have spent more than 80% of budget but are less than half complete?"
- Check a form's input. "Which defect reports came in through the site form yesterday, and which ones did nobody assign?"
- Add from a conversation. "Add a row to the contractor register for Northline Scaffolding, starting Monday, with insurance expiry in June."
Smartsheet with your other systems
Smartsheet often fills the gap between other systems. Connect them and the agent can close the gap instead of copying data by hand:
- Check that each job in a Smartsheet shutdown tracker has a matching work order in HxGN EAM, and add the missing work order numbers to the sheet.
- Update a project sheet when the related work orders in Limble CMMS are closed.
- Compare the committed spend in your capex sheet with approved requisitions in Coupa.
- Email each contractor in Outlook a list of their open punch items, taken straight from the sheet.
When the sheet is the system
In many organisations, a Smartsheet built by one planner becomes the real record of a shutdown or project. That makes it worth protecting. Owners and admins choose which roles may use each Smartsheet tool, so most people read while a few people write, and each person approves their own agent. Every change is written to the hash-chained activity log, so you can see who changed which row, through which agent, and when.