Managing Users (Team/Enterprise Only)

 Jump to video demonstration: Administering Your Smartsheet Team/Enterprise Account

Multi-user plans (Team and Enterprise) have access to manage the users associated with the account. When you upgrade to a Team or Enterprise plan, SysAdmins are designated to add, edit, and remove users. SysAdmins can add the owners of existing paid accounts to the Team to consolidate accounts. SysAdmins also have other options to manage users' accounts, such as transferring ownership of their sheets to another licensed user and removing their access to all shared sheets.

Open the User Management screen by clicking Account > Account Admin > User Management (or click here).

 Check out our Support Tip in the Smartsheet Blog: 4 Ways for SysAdmins to Manage Their Accounts

Add Users

Any SysAdmin can invite users to the account to manage their Smartsheet access. As a SysAdmin, you can invite people who've never used Smartsheet, those with pre-existing accounts, owners of Basic/Advanced Smartsheet subscriptions, and SysAdmins of Team subscriptions to consolidate them into your account.

Open the User Management form by clicking Account > Account Admin > User Management (or click here).

To add a single user to the account:
  1. Click the blue Add User button.

  2. Enter the user's email address (required) and name (optional).

  3. Choose if you'd like the user to be a Licensed User (sheet creator/owner), Resource Viewer and/or a SysAdmin. Learn more about Smartsheet's user types.
    NOTE: The user doesn’t need to be Licensed to be a SysAdmin but they do need be a Licensed User to be a Resource Viewer or Group Admin.

  4. Click OK. The user will receive a confirmation email containing an Accept button that they'll need to click to incorporate themselves into the Team or Enterprise account.

To add multiple users in bulk from a CSV file:
  1. Confirm your CSV file is set up with the following column names in the first row: First Name, Last Name, Email. Underneath the appropriate column names, list the names and email addresses of the team members you'd like to add to the account.

  2. Click the blue Import New Users button on the User Management form.

  3. Click Select and locate the CSV file on your computer.

  4. Select the roles for the users you're importing. They can be Licensed Users, System Admins, Group Admins and/or Resource Viewers (learn more about Smartsheet's user types). Everyone listed in the CSV will inherit the selected roles. If needed, you can edit the roles of individual users after adding them to the account.

  5. Click the Import button. A confirmation email will be sent to all addresses listed in the CSV file with an "Accept" button they'll need to click to incorporate themselves into the Team or Enterprise account.
NOTE: Any sheets created by or shared to the user will remain available to them even after they accept the invitation to join your account.

Adding users to the account will enable you, and everyone else listed in the User Management screen, to assign rows of tasks to the user from a contact list column.

Licensed users you invite will inherit your color settings & logo on their Smartsheet account, unless they've already set up their own branding in Smartsheet. This helps facilitate consistent branding across your sheets.  

TIP: By default, All users on the Team will be listed on screen, but you can filter the list by user type (Licensed, Non-Licensed, Admin, Non-Admin, Resource Viewer, etc) via the drop-down list at the top. You can also type into the text field to search for users by name or email address.
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Consolidating Paid Accounts

As a SysAdmin, you can invite the owner of a Basic or Advanced subscription, as well as SysAdmins on other Team plans, to your account using the instructions above. When inviting someone who has an existing paid subscription, your account will acquire theirs and any account settings you've set up will override theirs.

If you invite a SysAdmin of another Team plan, all users set up on the invited account will be added to yours. Subsequently, you'll need to have enough available licenses to encompass the users on the invited Team. Smartsheet will alert you if you don't have enough licenses available. In this event, you can upgrade your account to include additional licenses and then send the invitation. You can choose to provide SysAdmin access to the SysAdmin you invite. Any other SysAdmins on the invited account will lose their SysAdmin access after the accounts are consolidated, but you can use the Edit Users instructions below to provide them with this access after the invitation has been accepted.

Learn more about how the invited Team's access will be impacted in our article on Joining a Team/Enterprise account.

NOTE: An invitation can't be sent to Enterprise SysAdmins (contact for assistance merging Enterprise plans) or users on a Team account who don't have SysAdmin access.

Edit Users

  1. Open the User Management screen by clicking Account > Account Admin > User Management (or click here).

  2. Right-click the user’s email address and select Edit User.

  3. You can adjust the user's first and last name as well as their type to extend or revoke a User License, Resource Viewer permissions, Group Admin ability or SysAdmin access.
    NOTE: If the user hasn't accepted the invitation to join the account (their Status is Invited) their name won't be editable. You can edit it after they accept the invitation or the user can change their own name from their Personal Settings.

  4. Click OK.

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Remove Users

Any SysAdmin can remove any user on the account, except themselves. If you're a SysAdmin and would like to be removed from an account, reach out to another SysAdmin (or promote an existing user to SysAdmin) and they'll be able to remove you using the instructions below.
  1. Open the User Management screen by clicking Account > Account Admin > User Management (or click here).

  2. Right-click the user’s email address and select Delete User. This will remove the email address from the Team account. The user will still be able to login to Smartsheet as a free collaborator but their account won't be associated with the your Team.

  3. (Optional) Check the box to Remove user sharing access, which will remove the user from sharing all sheets owned by other licensed users on the Team account.

  4. (Optional) If the user owns sheets, check the box to Transfer owned sheets to other user. Then click select new owner to choose to which user to transfer the sheets. Any sheets that aren't transferred will become locked in read-only mode and deleted after 90 days.
    NOTE: If the user is a Group Admin, the option will read Transfer sheets and groups ownership and you can select from a list of other Group Admins on the account. You won't be able to delete them until the ownership of their groups is transferred.

  5. Click OK.

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Other Actions to Manage User Accounts

Additional options to manage accounts can be found by right-clicking on a user's email address, or clicking the More Actions button at the top.
  • Right-click a user’s email address to manage their account:
    • Send Invite Email - resend the invitation link to the user
    • Send Password Reset Email - generate a password reset link and sends to the email address
    • Download User Sheet Access Report - generates an Excel file listing the names of sheets accessible to the user
    • Transfer Owned Sheets to Other User - transfer sheets to another licensed user on the account
    • Transfer Owned Groups to Other User - transfers ownership of groups to another Group Admin on the account
    • Remove User Sharing Access - remove the user from sharing all sheets owned by licensed users on your account
    • View Group Membership - displays a list of groups where the user is a member
    • Remove From All Groups - removes the user from all groups owned by users on the account. Removing a member from a group will also remove them from sheets shared to that group.

  • Click the More Actions button to see options for managing all accounts:
    • Download Sheet Access Report - generates an Excel file listing the names of all sheets owned by licensed users on the account, the collaborators shared to each sheet, and the timestamp of last modification
       Check out our Support Tip in the Smartsheet Blog: Using the Sheet Access Report
    • Remove Email from Sharing - removes a specified email address from sharing all sheets owned by users on the account
    • Download User List - generates an Excel file listing all members on the account, their access levels (SysAdmin, Group Admin, Resource Viewer, etc), the number of their owned sheets, and the timestamp of their last login to Smartsheet (if within the past 6 months).
For an instructional demonstration on administering your team account, please review the video below:


If you don't have YouTube access, click here to watch the video.

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