Use Smartsheet authentication for Resource Management

You must be a Resourcing Admin on Resource Management and a paid user in Smartsheet to configure Smartsheet Authentication for Resource Management.

Activate Smartsheet authentication

You need a Smartsheet account to use Smartsheet Authentication for Resource Management. 

If you haven't yet connected your account to Smartsheet, you should:

1. In Resource Management, select Settings > Account settings.
2. On the Account Settings page, on the Smartsheet Integration tab, select Activate Smartsheet Authentication.
3. Sign in to the Smartsheet organization you wish to use for Smartsheet Authentication.

If you've already connected your account to Smartsheet, you should:

1. In Resource Management, select Settings > Account settings.
2. On the left menu, scroll down to the Authentication tab.
3. On the Authentication page, select Activate Smartsheet Authentication.

Smartsheet System Admins are added automatically as Resourcing Admins in Resource Management when they access Resource Management.

Have at least two people who are both a Resourcing Admin on Resource Management and a System Admin on Smartsheet.

With Smartsheet Authentication activated, Resource Management and Smartsheet accounts connect. Resource Management users can sign in with Smartsheet and be part of any Smartsheet plan, as long as they 're paid users in the connected Resource Management plan.

Add users to the connected Smartsheet plan

Users outside your Smartsheet plan can access Resource Management if you invite them, but you should add users to the connected Smartsheet plan. Then they can use the Resource Management Panel in Smartsheet, and System Admins can manage their Smartsheet identity.

If you don't add people to your plan and instead they create free accounts, they can’t access the Resource Management Panel in Smartsheet, and their profiles remain under the individual users' control. 

Best practice: Verify that licensed Resource Management users have Smartsheet accounts

1. Export the list of licensed users from Resource Management: Select Account Settings > People > Export People List.
2. Generate a user User List report from the User Roles and Reports (User Management in the legacy model) page in the Smartsheet Admin Center:
   1. Select More Actions > Generate Reports > Seat Type.
3. Compare and contrast the two user lists to determine which Resource Management users need a Smartsheet account (if any). You need to add those users to Smartsheet and create a profile for them. 
4. Add users individually, or add users in bulk. See the Admin Center: Add users article.

User accounts can be Viewers (unlicensed in the legacy model) in Smartsheet. They don’t need to be paid users.

User Auto-Provisioning (UAP) for Resource Management

Activating UAP for Resource Management automatically adds users to your organization. You don’t need to send invitations. All users default to Project Editor permissions. Auto-provisioning works best when you want all users to have the same permission level and become paid users.

Activate UAP for Resource Management

1. Sign in to Resource Management.
2. Select Account Settings > Authentication > Edit.
3. Check the Auto-provision checkbox.
4. Optional: Select a default role from the dropdown.

Profile updates

When your account uses Smartsheet Authentication, you manage all basic identity fields such as profile picture, name, email, and office/cell phone numbers in Smartsheet, and those fields appear locked in Resource Management. Any updates you make to contact information in Smartsheet automatically reflect in Resource Management. Learn more about updating contact information for others or yourself in Smartsheet. 

Benefits of Smartsheet authentication

• Single login access: Log in to all Smartsheet applications, including Resource Management, with a single login managed in Smartsheet.
• Enhanced authentication: Secure methods like email-based TOTP, SAML, Entra ID SSO, and Google SSO provide a more secure login experience.
• Resource Management in Smartsheet: Access Resource Management directly from the global navigation bar in Smartsheet, eliminating the need for multiple browser tabs.
• Workload schedule: See what people are working on and balance workloads effectively. Learn more about workload tracking.
• Advanced reports: Seamlessly integrate Resource Management data into Smartsheet. Easily sort, group, and display key metrics on dashboards to enhance visibility and decision-making. Learn more about advanced reports.
• Support for phased projects: Connect project plan sheets with phases to Resource Management to support time tracking at the project phase-level, phase-level budget tracking, and more.
• Import Resource Management projects into Smartsheet: Create project plan sheets automatically based on projects that were first created in Resource Management for capacity planning purposes.