If you've ever spent more time fighting Google Sheets than actually working in it, you're not alone. Checkboxes are a staple in task trackers, inventories, and reports — but default ones either stay static or override your changes like an overzealous intern.
Enter SmartCheckbox™, a free Google Workspace add-on that makes checkboxes smart: they auto-update based on your data, but respect your manual tweaks. No more "Why did it flip back?!" moments.
This guide walks you through installation, your first setup, and running a simple rule. By the end, you'll have a live task tracker. Let's get started — no coding required.
Step 1: Installing SmartCheckbox
1.Open Google Sheets: Head to sheets.google.com and open (or create) a spreadsheet.
2.Access Extensions: Click Extensions in the top menu → Add-ons → Get add-ons.
3.Search & Install: Type "SmartCheckbox" in the search bar. Click the add-on card → Install. Grant permissions (it only accesses your active sheet).
4.Verify: Refresh your sheet. Go to Extensions → SmartCheckbox → Open Sidebar. A clean panel appears on the right.
Pro Tip: If you're on a work account, check with your admin — but it's read-only on your sheets, no data leaves Google.
Step 2: Your First Setup – The Basics
The sidebar has four sections: Setup, Conditions, Options, Status.
Start simple.
Setup (Target & Range):
Target Column: Click the dropdown → Select a header (e.g., "Completed?") or type a letter (e.g., "F"). This is where checkboxes live.
Row Range: Enter start (e.g., 2) and end (e.g., 10). Skips headers.
Conditions (The Magic):
1.Click + Add Condition.
2.Column: Pick "Status" (dropdown).
3.Operator: Select == (equals).
Value: Type Done (no quotes needed).
Combiner: Leave as "AND" for now.
Options (Polish It):
Custom True: Yes (instead of TRUE).
Custom False: No.
Auto-Refresh: Toggle on (updates on edits).
Apply: Hit Apply & Save. Watch checkboxes appear — and auto-check where "Status" is "Done".
Action,Result
Look at Row 3 → Status = Done, Completed? auto-fills with a checked box and shows Yes
Row 1, 2, 4 → Status ≠ Done,All show unchecked and No
Step 3: Test Your First Rule
Now that your rule is saved, let’s see it in action. Now change Row 1 Status → Done
The checkbox in the Completed? column auto-checks → Yes
What You Just Learned
Auto-updates happen instantly when data matches your rule.
Manual clicks are final — SmartCheckbox never overrides them.
Custom labels (Yes/No) make your sheet readable at a glance.
You now have a fully functional, self-maintaining task tracker.
Try adding a new row (e.g., Task ID 5, Status = "Done") — watch the checkbox appear and auto-check!
Try it now → Install SmartCheckbox
Live Demo → https://smartcheckbox.store/
What's Next?
You've got basics down. Next guide: Hands-on Tutorial with real-world use-case.
Check it out -> https://dev.to/aryanirani123/hands-on-tutorial-build-a-content-approval-workflow-with-smartcheckbox-1mc4
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