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 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

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

Click the blue Add User button to add a single user to the account:
  1. Enter the user's email address (required) and name (optional).

  2. 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.

  3. 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.

Click the blue Import Users button to add multiple users, listed in a CSV file, to the account all at once.
  1. The CSV file should be 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 Select to locate the CSV file on your computer.

  3. 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.

  4. 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: You can invite someone who's currently participating in a 30-day free trial to your Team/Enterprise account as a Licensed User only. To invite them as a non-licensed user (by de-selecting the Licensed User check box), they'll first need to login to Smartsheet and switch to a free 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 to 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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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.

  4. Click OK.

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Remove 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 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 all members on the account and the sheets to which they have access
       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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Please note
May 25 is an observed holiday for Smartsheet. Our operations team will monitor the service and will reply to support inquiries on the following business day.

At 9:00PM PDT Tuesday, May 26, we will be performing scheduled maintenance to our system infrastructure. We do not expect users to be affected.