Choosing the right Klonup plan from the start helps you avoid two common problems: running out of capacity as your usage grows, or paying for resources you don't need. This guide helps you assess your situation using four concrete criteria.
Criterion 1: How many Workspaces or folders do you need to protect?
This is the most decisive factor. Each Workspace or root folder you configure as an independent backup unit counts as one item in your plan. Each backup protects everything inside that Workspace or folder: sheets, reports, dashboards, and forms included.
How many Workspaces contain operational data you can't afford to lose?
Do you have projects or clients with separate structures that need individual protection?
Does any of those Workspaces exceed 100 elements? If so, protection is done at the subfolder level, and each selected subfolder counts as an additional item.
If you're unsure how to count your items, see How to back up a space with more than 100 elements.
Criterion 2: How often does your critical data change?
The frequency at which your data is updated directly affects the number of tasks you need to configure. Each task is linked to a Workspace or folder and runs at its own frequency.
Data that changes daily (active project tracking, operational records): you'll need at least one daily task per critical Workspace or folder.
Data that changes weekly or monthly (consolidated reports, templates): a weekly or monthly task may be enough.
Mixed environments: if you have Workspaces with different levels of criticality, each will need its own task with the appropriate frequency, increasing the total number of active tasks.
Criterion 3: How many people manage backups?
Klonup lets you delegate backup management through the Backup Manager role. If multiple people in your organization need to create, pause, or monitor tasks, you need enough management users for all of them.
The Administrator has full control over Klons and users.
Backup Managers handle the tasks within the Klon assigned to them.
In distributed teams or organizations with area-based owners, the number of management users grows with the organizational structure.
For more detail on roles, see What can I do as an Administrator? And as a Backup Manager?
Criterion 4: Do you have more than one Smartsheet account?
Each Smartsheet account you want to protect requires a separate connection (Klon). This applies especially if:
You manage multiple companies or subsidiaries with separate accounts.
You work with clients who have their own Smartsheet instance.
Your organization has separate environments (production and testing, for example).
If you need to protect more than one account simultaneously, your plan must include multiple connections.
Reference table by organization type
This table helps you identify the most common starting point based on your organization's profile. Every case is different, but it works as an initial reference.
Profile | Typical items | Typical tasks | Users | Connections | Suggested plan |
Freelancer or small team with one project | 1 | 1 | 1–2 | 1 | Basic |
SME with several projects or departments | 5–20 | 2–5 | 2–5 | 1 | Pro |
Mid-size or large company with multiple areas | 20–200 | 10–50 | 5–10 | 1–10 | Premium |
Corporation or multi-company environment | 200+ | 50+ | 10+ | 10+ | Enterprise |
Ranges are indicative. If your situation is on the border between two plans, consider the higher one to give yourself room to grow without needing to migrate soon.
How do you know if your plan is well sized?
A clear sign that your plan has become too small is having to choose which Workspaces to protect because you've reached the item or task limit. Data loss doesn't give warnings — and by then it's too late.
If you're unsure which plan fits your situation best, contact us at [email protected] and we'll help you evaluate it with no commitment.
You can review the details of each plan at www.klonup.com.