You can merge two or more plans into one. In this process, you merge the source plan (the plan you're consolidating from) into the target plan (the plan that remains active after the merge).
USM Content
This article applies only to plans using the legacy model. The self-service consolidation process described here isn't available for user model plans. If you're unsure about your model type, see Determine the model your plan is on. If you're on the user model and need to consolidate plans, contact your Account Team.
There's no need to cancel your source plan. The source plan closes automatically during the consolidation process, and you don't get double-billed.
Your options depend on your plan type:
- Pro or Business plan: You can self-service the consolidation using the steps below. Note that you can't consolidate a Business plan into a Pro plan. The target plan must be the same tier or higher.
- Enterprise plan: Consolidation is handled through your Account Team or Smartsheet Support. The self-service process below doesn't apply to Enterprise plans.
If you pay by invoice for either plan, contact your Account Team instead of following the steps below.
Before you begin
Add-ons that require additional support
If the source plan includes any of the following add-ons, the standard consolidation process doesn't fully migrate your existing workflows. Contact your account executive, customer success manager, or Smartsheet Support before proceeding.
Connector-based workflows:
- Jira Connector
- Salesforce Connector
- Microsoft Dynamics 365 Connector
- ServiceNow Connector
- Dynamic View
- Resource Management by Smartsheet (using the Resource Management panel for Smartsheet Integration and/or the "Sign in with Smartsheet" authentication option)
- WorkApps
- DataTable by Smartsheet
- Data Egress
- Data Classification
- CMEK
- Event Reporting
What to check before you merge
- The source plan must be a paid, active plan.
- Make sure the target plan has enough licenses to cover the source plan's users before merging. License types don't change after the merge.
- Inventory the capabilities of both plans and confirm they match. Without parity, you may lose critical functions after the merge.
- The source plan's System Admin should archive or download any reports or payment information before the merge. This information isn't available after consolidation completes.
Send a consolidation request
- Sign in to Admin Center for the target plan and select the Menu icon in the top left corner.
- Navigate to Users and Groups > User Roles and Reports.
- Select Add User. Enter the details for the source plan's System Admin, including the email address.
- Select Invite.
- When you're ready, select Continue to send the invite to the source plan's System Admin.
You can't consolidate a Business plan into a Pro plan.
Accept a consolidation request
You can't undo a consolidation request once it’s accepted
- Back up any critical data and download any payment information.
- Check your email for an account invitation. Select Join Now.
If the target plan has enough licenses, the consolidation completes automatically when the source System Admin accepts the invitation.
If the target plan needs more licenses, the target plan's System Admin receives a prompt to acquire additional licenses. Consolidation completes once the target plan has enough licenses to accommodate the source plan's users.
After consolidation
- All active users (licensed and unlicensed) appear in the target plan's user base.
- Users from the source plan may see a welcome screen the first time they sign in to the consolidated plan.
- System Admin permissions don't transfer automatically. The target plan's System Admin needs to grant permissions again after consolidation completes.
Declined or pending user invitations on the source plan are deleted.
Legacy Resource Management views don't automatically reflect the combined user base. Open the associated sheets and save them to update the views.