Admin Center: Manage and use Smartsheet contact groups

Applies to

Smartsheet
  • Business
  • Enterprise

Capabilities

Who can use this capability

System Admins and Group Admins can log into the Admin Center and access Group Management.

Required Permissions

You must be a licensed user in order to be granted Group Admin permissions. For information about making someone a Group Admin, see Managing Users.

System Admins on Enterprise plans can restrict who can be added to groups such that only people who are in your organization's account are allowed in the group. For more information, see the Security Controls help article.

Group Admins of a Business Plan or Enterprise Plan have access to Group Management in the Admin Center. The Group Management page is where Group Admins can organize contacts into groups. For example, a Group Admin can create a specific group for all employees in the marketing team.

Once a group is set up, anyone on the plan can share and send information to that group.


Create a Group

  1. In the upper-left area of the Admin Center, select the menu icon. 
  2. Choose Group Management.
  3. To display the Create Group pane, in the upper-right area of the screen, select Create Group.
  4. Add the following details:
    • Group name (for example, Sales Team) 
    • Group members
    • Optional: Group description
  5. To add group members in bulk, in the Add Members tab, copy and paste up to 1,000 email addresses from an Excel or .csv file.
  6. Select Create.

The group will be added to the contact list, and you'll automatically be a member. Learn more about working with Smartsheet contacts.


Manage an Existing Group

A group can be managed by its owner or any System Admin (SysAdmin) on the account.

Group admins will not be able to remove users from groups they don’t own. To remove users, you must be the group owner or system administrator.

To manage the group, select the group name.

Edit Group

After selecting the group name, the Edit Group pane will appear. By default, you’ll land on the Group Details tab. This tab is where you can:

  • Change the group name and description; and
  • See the group owner and number of members. 

To add members to the group, go to the Add Members tab.

You can also select the menu icon to the right of any group to do the following:

Use this option

To do this

Edit Group Details

Open the Edit Group pane.

View Group

See a list of all the group members and their current user types, such as Licenced Viewer or System Admin.

Add Members

Add new people to the group. Once you add new people to the group, they will have access to files the group is shared to.

Transfer Group Ownership

Transfer ownership of the group to another Group Admin or SysAdmin in the account.

System Admins Only - Generate Group Sheet Access Report

Create a sheet access report. In this report, you'll see a list of all sheets shared to the selected group in your account.  

Delete Group

Delete the group from the list. This will also remove the group from any sheets it’s currently shared to and any recurring emails being sent to its members. You can’t undo this action, so proceed with caution.

Learn more about managing groups.