Admin Center: Plan Insights

The plan usage report offers key metrics and trends on plan information, the licenses and connected users, user growth, asset creation, and any advance capability evaluations.

• To access the dashboard, sign in to Admin Center, and then select Plan Insights from the left menu. 

• To share the report, select Download as PDF from the top of the screen.

  The plan usage report updates once per day. Currently, the plan usage report is only available for the last 91 days. You can’t adjust the time frame.

Plan Usage dashboard

The dashboard displays the following metrics:

• Plan information: Displays plan type and renewal date with a link to detailed plan and billing information.
• Expanded user reporting: Displays the threshold for licensed users and provides details on connected users. Select Buy more to purchase new licenses directly from the dashboard.
• Assets and workspaces: Total numbers for each asset and assets created during the reporting period (91 days).
• Advance capability evaluations: If your plan has advance capability evaluations in progress, then metrics are visible; if there are no evaluations, these metrics don't appear.

Connected users

Connected users in Smartsheet Advance refer to:

• Licensed users: Users with paid licenses who can create, own, and manage tasks or projects on a plan. Licensed users count as Connected users regardless of their activity with the plan’s Smartsheet items.
• Internal collaborators: Internal users who have interacted with a plan's items in the past 365 days—typically by working with sheets, reports, and dashboards—while authenticating using the company's domain or subdomain associated with the plan. This doesn’t include licensed users.
• Previously licensed users: Users who had licenses revoked or deactivated in the past 365 days and no longer interact with a plan's sheets, reports, or other items. Doesn’t include licensed users or internal collaborators.

Connected users represent the total number of users associated with your Smartsheet usage. This number is relevant when you purchase, true up, or renew your account.

What qualifies someone as a Connected User?

A user becomes a Connected User if they meet at least one of the following criteria within the last 365 days:

• They view or edit any sheets, reports, or dashboards that your plan owns
• They are currently a licensed user on your plan
• They were a licensed user on your plan in the last 365 days
• They complete an update request, approval request, or any workflow that updates an underlying sheet that your plan owns
• They fill out a Smartsheet Form. When signed in, submitting a form counts as interacting with a sheet

In essence, a connected user is anyone who has authenticated and interacted with content that belongs to your plan within the past 365 days, or any user who held a license during that timeframe. Unauthenticated interactions, such as form submissions or accessing published sheets, don’t count.

Gain insight into your users and licensing

Select Create User Report to generate a sheet with more insight into the users that make up your connected user count. This sheet contains information on who a connected user is, their activity, the department they belong to, and the number of assets they have used.

To generate a connected users report:

1. Navigate to Admin Center.
2. In the Plan Insights tile, select Explore Insights from the Plan usage card.
3. Locate the User accounts tile, and then select Create user report.

4. The following message displays: “This may take a few minutes...”

   Once the report generation is complete, it will not automatically launch or open a new tab. Users will need to manually access their Sheets Directory/Folder to view or access the generated "Connected Users Report" sheet. You may find multiple sheets created with names such as “Connected Users Report 2024-03-13”.

Use the information from plan insights to understand your internal Smartsheet use and growth. Work with your account manager or customer success manager to forecast and budget for your future needs accordingly.

Metrics and definitions

Metric	Definition	Timeframe
Plan type	Type of the high-level plan	Current
Renewal date	Contract renewal date	Current
Licenses used by the plan	Number of licenses assigned to users associated with the plan. Excludes free licenses.	Current
License threshold	Total number of licenses purchased by the plan	Current
Connected users	Total number of connected users at the plan level	Current
Connected users threshold	Total number of connected users purchased by the plan	Current
Groups	Total number of active groups present during the reported duration	Current
Total assets (total of all types of assets)	Total of all active assets for the reported time period. Includes sheets, reports, and dashboards. (Excludes workspaces).	Current
Total number of sheets, reports, dashboards, forms, workspaces.	Total number of the active assets by sheet, report, dashboard, and workspaces	Current
Created assets	Total number of assets created during the reported period by sheet, report, dashboard, and workspaces. Excludes deleted assets.	Last 91 days
Asset views	Total number of data consumption events (includes loads, downloads, exports, and prints) All views regardless of current asset status by sheet, report, dashboard, and workspaces.	Last 91 days
Edits - assets *	Total number of the times edits were made to any asset in the plan (Activity Log based)	Last 91 days

* Edit actions include:

• Activate
• Deactivate
• Delete
• DisabledByUser
• Enabled
• Insert
• Publish
• Remove
• SaveAsNew
• SaveAsTemplate
• Unpublish
• Update
• UpdateAndReenable
• Update overlay
• Updatepublish

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Advanced Capability Plan Insights

Plan insights show data and usage metrics for Data Shuttle and Dynamic View. The usage reports update once per day.

You must have a Data Shuttle or Dynamic View subscription or an evaluation of one of those capabilities or an Advanced Work Management subscription. If you're in an evaluation, your report timeline is scoped for the evaluation duration. Learn more about advance capability evaluations.

Data Shuttle

You can see insights data that include the total number of workflows created, rows processed, executions, active users, and errors. The data displayed calculates at the plan level from the previous 90 days.

Metric	Definition
Rows processed	The sum of the number of rows: Added, updated, or deleted by each merge mode workflow on your plan Added by each replace mode workflow on your plan Offloaded by each offload workflow on your plan
Active workflows	Total number of workflows created and not deleted/archived
Active users	Total number of users with at least one executed Data Shuttle workflow
Workflows created	Total number of workflows created in the plan
Executions	Total number of workflows executed (ran) during the reporting period aggregated at the plan level
Errors	Total number of workflows that have errors

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Dynamic View

You can see insights data that include the total number of views created, rows updated, executions, active users, errors, and more. The data displayed calculates at the plan level from the previous 90 days.

Metric	Definition
Views created	Total number of Dynamic Views created during the reporting period
Rows updated	Total number of rows updated in all Dynamic Views
Shared views	Total number of Dynamic views that are shared to collaborators in the plan
Active views	Total count of Dynamic Views that are not deleted
Shared collaborators	Total number of collaborators who are shared to Dynamic Views
Active users	Count of all unique users who have accessed/viewed a specific Dynamic View or created a Dynamic View

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You can download a Dynamic View access report at any time by selecting View access report.