Resource Management: User licenses and subscriptions

Understand licensed users, Managed Resources, and Unmanaged Resources in Resource Management.

Who can use this?

Plans:

  • Resource Management

Permissions:

  • Resourcing Administrator

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Licensed users

Licensed Users can log in and access Resource Management.

Depending on their permission level, licensed users can have varying levels of access to track and/or approve time, plan projects, manage staffing and schedule, add or modify user profiles, and report on resource management data.

Only Licensed Users can track time on projects.

Managed Resources

Managed Resources are the people (or other assets, like conference rooms or equipment) you assign to projects and manage their overall schedule. You can assign skills, roles, and disciplines for Managed Resources, and you can fully track them in the same way as licensed users. However, Managed Resources can't access Resource Management.

Unmanaged Resources

Unmanaged Resources are user accounts created for users assigned work via Workload Tracking feature in Smartsheet who are not already licensed users or Managed Resources. Unmanaged Resources can't sign in to Resource Management. These profiles are free, and they're created for: 

  • The creator of the project plan sheet
  • Smartsheet users assigned work in the sheet
  • Licensed users shared to the sheet at Editor or above when they open the Resource Management Panel

Once Unmanaged Resource profiles are created, each person's availability and allocation can be tracked on the Workload Schedule and Workload Heatmap. Learn more about Unmanaged Resources. 

Review your subscription

Licensed users and Managed Resources are sold in separate amounts. To see your current subscription levels, review the People section of Account Settings. 

  1. Open Settings.
    • In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
    • In standalone Resource Management, select Settings > Account Settings.
  2. From the list on the left, select People. 

Change your subscription

You can request a change to your current subscription from the Billing section of Account Settings.

  1. Open Settings.
    • In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
    • In standalone Resource Management, select Settings > Account Settings.
  2. From the list on the left, select Billing.
  3. Select the Modify Plan button.
  4. Complete the form.