Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Capabilities

Who can use this capability

You need a System Admin and a billing contact to manage licenses. They can be the same person, but it's best practice to have more than one System Admin. 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Manage licenses when transferring items

You can remove a license from a user. When you remove a license, you must transfer the user’s Owner permissions on items to another user in your plan. You can't transfer a Smartsheet plan, but you can change user roles, contact information, or billing information for that plan.

PLANS

  • Smartsheet
  • Pro
  • Business
  • Enterprise

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Permissions

You need a System Admin and a billing contact to manage licenses. They can be the same person, but it's best practice to have more than one System Admin. 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Assign licenses to users when you transfer items

If you haven’t reached the license limit in your plan, you can assign a license to your target user and then transfer Owner permissions to them upon removal of the user that you’re replacing.
If you’ve reached your license limit, then you must free up a license to complete the transfer:

  1. Log in to Admin Center.
  2. Select the Menu icon in the upper-left corner and navigate to User Management.
  3. To open the Edit User panel, select the licensed user whose access you want to transfer, and toggle the Licensed User switch to off. 

  4. In the Transfer Owner Permissions and Remove License window, select Remove without transferring items. This will free up the license so that it can be reassigned.

    All the sheets on which the user holds Owner permissions remain accessible to any shared users. If the user was a Group Admin, you must transfer their Owner permissions on groups to an active Group Admin or System Admin. This doesn’t affect any sharing access at the group level. 

  5. If the new user has already been added to your plan as a free user, assign them a license. If they haven't been added to your plan yet, select Add User at the top left of the User Management page to send them an invitation with the Licensed User role.

    When the new user accepts the invitation, their member status in User Management will change from Invited to Accepted.

  6. Once the new user has accepted the invitation, find the previous user in User Management and open the Edit User panel.

  7. Select at the upper right and then Transfer Owner Permissions...

    Only Owner permissions are transferred. Sheets on which other users have Owner permissions or sheets that were shared with the previous user must be re-shared with the new user. 

 

Things to keep in mind

  • Sheets in the previous user’s sheets directory will be placed in a Transferred from (username) folder in the new owner's browse directory (accessible from the left panel).
  • Sheets in workspaces  remain in established workspaces. All sheets retain their sharing permissions and sheet data. The previous user with Owner permissions can now be removed from sharing.
  • If the previous user holds Owner permissions for sheets in a workspace that is owned by someone else, and the target Owner doesn’t have Owner or an Admin permissions on the workspace, the sheets will be moved to the Transferred from (username) folder in the new Owner's sheets directory. The sharing permissions from the workspace will be retained at the sheet level, but the sheets will no longer be in the workspace.
  • Optionally, you can remove the user whose access was transferred from the account. Learn more about Admin Center.

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