How you transfer a paid subscription (license) to another user will vary depending on your plan type. You must be logged in with the appropriate credentials to perform this transfer.
For an Individual plan, only the owner of the account can transfer the license for the account. The owner can transfer the account to:
- Any Smartsheet user with a free or individual trial account
- Any email address that isn't already associated with a Smartsheet account
For a Business or Enterprise plan, any System Admin for the account can transfer licenses and access to other users.
TIP: If the email address of the person taking over the license doesn't already have an account in Smartsheet, you can also change the email address on the licensed account to theirs.
For a single-user plan type, the user license is assigned to the account that purchased the subscription. When an Individual plan is transferred, the new account holder will be associated with the existing paid subscription under the same billing information and will become the owner of all sheets and reports.
NOTE: Ownership of templates won't be transferred to the new account. To work around this, the template owner can create a new sheet from the template before the transfer. After the transfer, the new owner can save that sheet as a template to their own account. Learn more in our article on Creating & Using Templates.
- Log in as the current subscription holder and click Account > Account Admin to review your account details.
- Click the Transfer Paid Account link.
The Transfer Paid Account form appears.
- Enter and confirm the email address of the person who will be taking over the payment information and ownership of sheets.
- Click OK.
If the email address matches an existing free (or free trial) Smartsheet account, and transferring sheet ownership won't put them above the maximum allowed sheet count for the subscription plan, a confirmation email will be sent to that address
NOTE: If you see an error message that the maximum sheet count will be exceeded, you or the new sheet owner can delete existing sheets to make room for the new ones or consider upgrading to a plan with a higher sheet limit.
Once the new owner has Accepted the account transfer via the email they receive, the subscription, billing information, and sheet ownership will be moved to the Smartsheet account under their email address. The previous owner's account will revert to that of a free collaborator.
Sheets within the Sheets directory will be placed in a Transferred from (username) folder in the new owner's Home directory (accessible from the left panel). Sheets in workspaces will remain in the established Workspaces. All sheets will retain their sharing permissions and sheet data. The previous owner will be removed from sharing.
NOTE: The only exception is if the current account holder owns sheets in a workspace where they are an Admin (rather than the owner), and is transferring their account to someone who doesn't have sheet-creation privileges (Admin or Owner access) to the workspace. In this case, the sheets will be moved to the Transferred from (username) folder in the new owner's Sheets directory and all sharing permissions will be retained.
Best Practice: Before you request an account transfer, share all workspaces to the intended new owner and give them Admin access. For more information, see the article on Workspace Sharing.
Transfer Your Paid Account to a Multi-User Trial
If you try to transfer your paid account to a multi-user trial, you'll receive this message.
The person you're trying to transfer your account to will need to cancel their account and switch to free before you can transfer your paid account to them. Details on canceling and switching to free can be found in the Options for Canceling a Smartsheet Account help article.
System Admins on multi-user accounts have the authority to transfer licenses, sheet/report ownership and access among users. You're not able to remove yourself from an account but this can be done by any other System Admin.
NOTE: Ownership of templates can't be transferred. To work around this, the template owner can create a new sheet from the template before the transfer. After the transfer, the new sheet owner can save that sheet as a template to their own account. Learn more in our article on Creating & Using Templates.
- Log in to Smartsheet as a System Admin and click Account > User Management.
- Right-click on the user whose access you want to transfer and select Edit User. Uncheck the Licensed User checkbox then click OK. All of the user's owned sheets will become temporarily locked in a read-only state until they're transferred to the new user.
TIP: The purpose of this step is to free up a license so it can be assigned to the new user. If you have available licenses, or the user you want to transfer to is already on the account, you can skip this step.
- Click the Add User button and send an invitation to the person who's taking over the account. They must either be a new (email address not registered), free or trial user of Smartsheet.
NOTE: They can be someone who is not already on the account (for example, someone who has a free trial), someone who is on the account but doesn’t have a license (see more on: unlicensed users and free collaborators), or someone who doesn’t even have a Smartsheet account yet.
You can optionally check the box for Licensed User access and other permissions (Learn more about Smartsheet User Types).
- Wait for the new user to accept the invitation via email. Their Status will change from Invited to Accepted.
- Open the User Management screen, right-click on the user who's being transferred and select Transfer Owned Sheets to Other User. Transfer them to the new user. This will re-activate any sheets placed in read-only mode in step 2.
NOTE: Any sheets shared to, but not owned by, the user would need to be re-shared to the new user if they need access.
- Owned sheets within the old owner's Sheets directory will be placed in a new folder called 'Transferred from (username)' in the new owner's Home directory (accessible from the left panel). Owned sheets in Workspaces will remain in the established Workspaces. All sheets will retain their sharing permissions and sheet data.
If you choose to, you can remove the user whose access was transferred from the account. For information about how to do this, see Managing Users in a Multi-User Account.