Frequently Asked Questions
Everything you need to know about SmartMerge AI — how it works, pricing, AI personalization, security, and school use.
Getting Started
How does SmartMerge AI work?
SmartMerge AI connects your Google Sheet to a Google Doc template. You map placeholder tags like {{First Name}} to your spreadsheet columns, optionally add AI personalization, and click merge. SmartMerge creates a personalized document for each row — save to Google Drive or export as PDF. The 5-step wizard guides you through template selection, column mapping, AI configuration, preview, and merge.
How long does setup take?
About 3 minutes from install to your first merged document. Install from the Google Workspace Marketplace, open a Google Sheet, launch SmartMerge AI from the sidebar, select a template, map your columns (auto-matched in most cases), and click merge.
How long does a merge take?
About 3-5 seconds per row. A 30-row class roster takes roughly 2 minutes with AI personalization enabled, or under 30 seconds without AI. A 150-row batch takes about 10 minutes with AI, or under 2 minutes without.
What if my template has a lot of tags?
SmartMerge AI auto-detects all {{tags}} in your document and suggests matching columns from your spreadsheet. Most users complete mapping in under 60 seconds, regardless of how many tags they have. SmartCheck pre-flight validation catches mismatched or missing tags before any documents are created.
Does SmartMerge AI work on Chromebooks?
Yes. SmartMerge AI runs entirely inside Google Sheets as a sidebar add-on. It requires no desktop software installation, no browser extension, and no local file storage. Any device that can open Google Sheets in a web browser — including Chromebooks, iPads, and shared lab computers — can run SmartMerge AI.
AI & SmartPrompt
What is SmartPrompt?
SmartPrompt is SmartMerge AI's automatic prompt generation feature. It reads your Google Doc template structure — headings, sections, merge tags — and writes an optimized AI prompt automatically. You do not need to learn prompt engineering or write instructions for the AI. Select your template, enable AI, and SmartPrompt handles the rest.
What AI model does SmartMerge AI use?
SmartMerge AI uses Google Gemini 2.0 Flash, a fast and accurate model that understands context to create personalized content for each row of your spreadsheet data. AI content is generated under Google's enterprise data policies.
What counts as an "AI use"?
One AI use equals one AI-generated personalization per row. If you merge 30 rows with AI enabled, that counts as 30 AI uses. Regular merges without AI are always unlimited and free on every plan.
What happens when I run out of AI credits?
AI personalization is disabled until credits reset at your next billing cycle. You can still do unlimited regular merges without AI. Upgrade to a higher tier anytime and the change takes effect immediately.
Do AI credits roll over to the next month?
No. AI credits reset at the start of each billing cycle. Unused credits do not roll over. If you consistently need more AI uses, upgrading to a higher tier is more cost-effective.
Pricing & Plans
Is there a free plan?
Yes. SmartMerge AI has a permanent free plan that includes unlimited basic document merges (Google Docs output), smart column mapping, pre-flight validation, and the 5-step wizard. No credit card required and no time limit. The free plan does not include AI personalization or PDF export.
How does the free trial work?
New users get a 7-day trial with 30 AI uses and full feature access including PDF export and PDF password protection. No credit card required. When the trial ends, upgrade to any paid plan or continue with free basic merges.
What are the paid plan prices?
Starter: $3.99/month ($39.99/year) with 30 AI uses and 300-word AI limit. Pro: $8.99/month ($89.99/year) with 100 AI uses, 2,000-word limit, and PDF export. Premium: $19.99/month ($199.99/year) with 300 AI uses and PDF password protection. Team: $49.99/month ($499.99/year) with 1,000 AI uses and all Premium features. Annual billing saves 17% on every tier.
Can I cancel anytime?
Yes. All paid plans are month-to-month or annual. Cancel anytime from your account settings. You keep access until the end of your billing period.
How does SmartMerge AI compare to Portant pricing?
SmartMerge AI Starter starts at $3.99/month with 30 AI-personalized documents. Portant starts at $9/month. SmartMerge never adds branding to your documents on any plan, and includes SmartPrompt that auto-generates AI prompts from your template structure.
Security & Privacy
Is my data secure?
Yes. SmartMerge AI uses the narrow drive.file OAuth scope — it can only access Google Drive files you explicitly select through the file picker. It cannot browse, read, or modify any other files in your Drive. Your spreadsheet content, document templates, and generated files stay within Google's secure infrastructure. SmartMerge does not store, transmit, or retain your data after the merge completes.
What is the drive.file scope?
The drive.file scope is the narrowest Google Drive permission available. It means SmartMerge AI can only access files you explicitly pick using the Google file picker — it cannot see or touch anything else in your Drive. This is a significant security advantage over tools that request full Drive access, and is particularly important for schools and organizations with strict IT policies.
Is SmartMerge AI approved for school districts?
SmartMerge AI is listed on the Google Workspace Marketplace and uses the narrow drive.file OAuth scope. It does not build user profiles, does not share data with third parties, and does not store student data after the merge completes. District IT administrators can review the scope and data handling practices before approving the install. Contact info@getsmartmerge.com for procurement documentation.
How does SmartMerge AI handle student data?
SmartMerge AI follows FERPA-aligned data handling practices. It reads student data from your Google Sheet only during the active merge, sends row data to Google Gemini AI for content generation (processed under Google's enterprise data policies), and writes output to Google Docs in your Drive. It does not store student data independently, does not create user profiles, and does not share data with third parties.
For Schools
Can SmartMerge generate personalized report cards?
Yes. Set up a Google Sheet with student data columns (names, grades, attendance, participation scores, teacher notes) and a Google Doc template with merge tags like {{First Name}} and {{Math Grade}}. SmartMerge maps columns to tags automatically, then Gemini 2.0 Flash AI reads each student's row and generates a unique narrative comment. 30 personalized report cards generate in under 10 minutes.
What does SmartMerge cost for schools?
SmartMerge AI has a permanent free plan for unlimited basic merges. The Team plan at $49.99/month ($499.99/year, saving 17%) is recommended for schools — it includes 1,000 AI uses per month, PDF export, PDF password protection, and all features. Smaller teams can start with Starter at $3.99/month (30 AI uses) or Pro at $8.99/month (100 AI uses, PDF export). A 7-day free trial gives full access with 30 AI uses, no credit card required.
Troubleshooting
What if my merge fails or times out?
SmartMerge AI includes built-in timeout protection for large batches. If a merge encounters an error, you get a specific error message explaining what went wrong and which rows were affected. Documents that completed successfully before the error are saved to your Drive. You can re-run the merge for just the remaining rows.
What if I need help?
Every screen includes contextual help, and the support page covers common workflows. Reach out at info@getsmartmerge.com — we typically respond within 24 hours. Pro and higher plans receive priority support.
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