Applies to

  • Enterprise


Who can use this capability

You must be a Smartsheet sys admin to log in to Admin Center and manage users. 

Revoke access or deactivate a user in your account


  • Smartsheet
  • Enterprise


You must be a Smartsheet sys admin to log in to Admin Center and manage users. 

There are two options to limit a user’s access to your account. Each option depends on the access you want the user to have.

Remove sharing

When you revoke a user’s access to all items, they will still be able to sign in to Smartsheet. They will also have access to assets if they are assigned new ones. Use this option when you want to withdraw an external collaborator’s access to items in your account.

Deactivate the user

When you deactivate a user, you will get their license back. The deactivated user won't be able to sign in to your Smartsheet account. You can still see their account and any assets they own but they won't have access to assets anymore.

A deactivated user retains ownership of the assets and groups they created. Ownership can be transferred by a sysadmin to a different licensed user in your account.

They will still be able to sign in to Smartsheet as a free collaborator, but they will no longer be associated with your account.

Reactivate user

Once deactivated, a user may rejoin your organization, in which case you’ll want to reactivate their profile, content, and access to Smartsheet. This restores any sharing access assigned previously (if not removed), assigns a license, and grants them owner access to any assets that have not been transferred to a new owner.

To revoke, deactivate, or reactivate 

  1. Go to the Admin Center 
  2. Select User Management.
  3. Hover over the row of the user account you want to manage.
  4. On the right side of the row, select More.
  5. Select one of the following:
    • Remove sharing
    • Deactivate user
    • Reactivate user

Other things to know

  • You can’t remove yourself from an account even if you’re a SysAdmin. Another SysAdmin must remove you from the account. 
  • You can’t revoke access to Smartsheet or deactivate users through third-party integration.
  • To update assets without an admin or editor, use bulk ownership transfer 
  • To add a deactivated user to a different plan, first transfer ownership of their assets as needed, then reactivate them so that you can deprovision them from the plan.

Please reach out to Smartsheet Support for any assistance.

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