Applies to

Smartsheet
  • Business
  • Enterprise

Capabilities

Who can use this capability

System Admins can log into the Admin Center and access User Management

Admin Center: Add, edit, or deactivate users

PLANS

  • Smartsheet
  • Business
  • Enterprise

Permissions

System Admins can log into the Admin Center and access User Management

This Help Article Appears in the Following Learning Tracks

User Management features in the Admin Center allow you to add, edit and deactivate, users individually or in bulk. You can also generate various user reports, transfer ownership of items, and revoke access to your account's shared Smartsheet items from external users.

With User Management, you can define the roles and user types of people in your account, and you'll want to assign more than one System Admin to your account just in case the main System Admin isn't available. For more information about user types, see Account-Level User Types for Business and Enterprise Plans.   

Log in to Admin Center

  • To access User Management, log in to Admin Center then select User Management from the menu in the upper left corner.

Add or edit individual users

To add a user to your account, select the Add User button at the top left of the User Management page, then fill out the user details in the Add User panel that opens on the left. Once you've filled out the details, select Invite to send that user an invitation. The user will need to accept the invitation before they are officially an active member of your organization.

Add user errors

A user can belong to multiple accounts but must use a unique email for each account. If you invite a user to your account with an email that's in user on a different account, you will receive an error message: This person belongs to another account. 

To correct this, the user can provide a different email address and you can reinvite them with the new address. Or, the user can ask the Sys Admin for that other account to remove them from that plan. Learn more about managing email addresses associated with your Smartsheet account.

Editing user properties

To edit individual users, select a name from your User Management list. On the left-side Edit User panel, you can make various changes. See the table below:

Use this page

To do this

General Info

Edit the user's name and roles, premium application roles, and view their primary email address.

Profile

Edit the user's title, department, company, phone numbers, and job category.

Groups

See the groups the user is part of, and view the group details or remove them from the group.

Alternate Emails*

Add alternate email addresses to the user's account, or make an alternate email address their primary one.

* If you add an alternate email address, a confirmation email will be sent to that address. The user must confirm the change before the alternate email is successfully added.

Select the More icon More icon in column header at the top right to access additional actions for the user.

Use this option

To do this

Transfer Owned Items...

Transfer all of the user's items to another licensed user in your account. For more information,
see Change Ownership of a Sheet, Report, or Dashboard.

View Group Membership...

See the names of all contact groups the user is part of. You can also remove them from specific groups or view the group details.

Download Sheet Access Report...

Download a CSV of all the sheets that the user is shared to within your Smartsheet account.

Send Password Reset Email

If you have Email + Password authentication enabled, send the user a link to reset their password.

Remove from Groups

Remove the user from all groups in your account.

Remove Sharing

Remove the user's sharing access to all sheets, reports, dashboards, and workspaces in your account that they don't own.

Deactivate user

Revoke a user’s access to Smartsheet and enable their license to be reassigned. Content owned by the user is retained within its existing ownership structure and sysadmins can transfer ownership of assets as needed. See Revoke access or deactivate a user in your account.

If you add an alternate email address, a confirmation email will go to that address. The user must confirm the change before the alternate email is successfully added.

Smartsheet doesn't recognize distribution lists as valid email addresses for new accounts or as destinations for automated communications in a workflow.

User roles and permissions

You can edit user roles and permissions for Premium Applications and Connectors.

To enable or revoke access to premium applications and connectors on your account, toggle the sliders for each user. 

Premium app toggles in Admin Center

To make bulk changes to roles and permissions, select the More Actions dropdown on the User Management page.

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