A System Admin can download a seat type report (user type report in the legacy model) at any time from the Admin Center homepage to help understand and manage the plan users. This report shows only active users and doesn't list deactivated or removed users.
USM Content
See Generate a seat type report to learn how to download the report, and Seat types for information about seat types.
The report lists all active users associated with the plan who have signed in to Smartsheet at least once and includes the following details by user:
Identity and contact
| Column name | Type of information | Comments |
|---|---|---|
| UserID | Number | Unique identifier for a user. Used in Reactivate, Deactivate, and Remove User API calls. |
| Name | User name | First and last name of the user |
| Email address |
Access context
| Column name | Type of information | Comments |
|---|---|---|
| User Status | Pending or Active | Member status |
| User Domain | Internal or external | Options: Internal or external. Domains associated with the plan are considered internal. |
| Seat Type | One of the seat types or blank | Indicates the seat type assigned to the user. Options: Member, Provisional Member, Guest, Contributor, or blank |
| Billing | One of the four billing statuses | Indicates the user’s billing status.
|
| Qualified For True Up | Y/N | Evaluates whether a user qualifies for a true-up. |
Roles and group membership
| Column name | Type of information | Comments |
|---|---|---|
| System Admin | Y/N | Does this user have System Admin permissions? |
| Group Admin | Y/N | Does this user have Group Admin permissions? |
| Resource Viewer | Y/N | Does this user have Resource Viewer permissions? |
| # of Groups | Number | Total number of groups the user belongs to. |
| # of Roles | Number | Total number of roles the user has. |
Permissions breakdown
After a downgrade, the user’s capabilities are limited by the free seat type (Contributor or Guest). For example, the user can have Editor - Can share permissions, but can only view the item.
| Column name | Type of information | Comments |
|---|---|---|
| # of Assets Shared with User | Number | Total number of assets shared with the user |
| # of Assets with Viewer permissions | Number | What people share with the user |
| # of Assets with Editor permissions | Number | What people share with the user |
| # of Assets with Commenter permissions | Number | What people share with the user |
| # of Assets with Admin permissions | Number | What people share with the user |
| Highest Permission Given on Assets | One of five permissions types or blank | Options: [[Blank]], Admin, Editor - Can share, Editor, Commenter, Viewer |
Behavioral metrics
| Column name | Type of information | Comments |
|---|---|---|
| Sheets Created (Last 365 Days) | Number | Activity - Number of sheets created from the start |
| # of Assets Views (Last 90 days) | Number | Activity - Number of asset views |
| # of Assets Views (Last 180 days) | Number | Activity - Number of asset views |
| # of Assets Views (Last 270 days) | Number | Activity - Number of asset views |
| # of Assets Views (Last 365 days) | Number | Activity - Number of asset views |
| # of Comments (Last 90 days) | Number | Activity - Number of comments |
| # of Comments (Last 180 days) | Number | Activity - Number of comments |
| # of Comments (Last 270 days) | Number | Activity - Number of comments |
| # of Comments (Last 365 days) | Number | Activity - Number of comments |
# of Attachments (Last 90 days) | Number | Activity - Number of attachments added |
# of Attachments (Last 180 days) | Number | Activity - Number of attachments added |
# of Attachments (Last 270 days) | Number | Activity - Number of attachments added |
# of Attachments (Last 365 days) | Number | Activity - Number of attachments added |
| # of Edits (Last 90 days) | Number | Activity - Number of edits |
| # of Edits (Last 180 days) | Number | Activity - Number of edits |
| # of Edits (Last 270 days) | Number | Activity - Number of edits |
| # of Edits (Last 365 days) | Number | Activity - Number of edits |
| # of Created Assets (Last 90 days) | Number | Activity - Number of assets created |
| # of Created Assets (Last 180 days) | Number | Activity - Number of assets created |
| # of Created Assets (Last 270 days) | Number | Activity - Number of assets created |
| # of Created Assets (Last 365 days) | Number | Activity - Number of assets created |
Activity timestamps
| Column name | Type of information | Comments |
|---|---|---|
| Last Activity (UTC) | Timestamp | Last activity includes view, comment, edit, and create actions. A blank value means the user hasn't signed in, hasn't activated their invitation, or hasn't had any qualifying activity. It doesn't mean the data was removed or purged. |
| Last Paid Activity (UTC) | Timestamp | Indicates the date and time of the user’s last paid activity.
Returns blank if the user hasn't had any paid activity. |
| Last Login (UTC) | Timestamp | Indicates the last time a user initiated their Smartsheet session. |
| Date Added to Org (UTC) | Timestamp | Shows the date when you added the user to Smartsheet. |
Date Added to Plan | Timestamp | Shows the date the user was added to this plan, whether by a System Admin, through automation, or by receiving a shared Smartsheet item. |
Last Activity updates once daily via an automated process that runs at 9 am UTC. The update typically appears in the Seat types and true-up by 11 am UTC. Actions such as upgrading, downgrading, or removing a user still reflect immediately, regardless of this cadence.
Organizational metadata
Column name | Type of information | Comments |
|---|---|---|
Job Title | Text or blank | Indicates the user's job title, from user profile metadata. Returns External for users external to the plan. |
Department | Text or blank | Indicates the user's department, from user profile metadata. Returns External for users external to the plan. |
Plan lifecycle
Column name | Type of information | Comments |
|---|---|---|
Method of Adding | One of three methods | Indicates how the user was added to the plan. Options: Via Admin direct, Via Asset, or Via Automation (covers User Auto-Provisioning and Directory Integration) |
Starting Status | One of the seat types | Indicates the user's seat type at the time of first addition to the plan.
Options: Provisional Member, Member, Contributor, or Guest. |
Billing reconciliation
Column name | Type of information | Comments |
|---|---|---|
| First True-Up Date | Timestamp or blank | Indicates the date of the user's first seat type change since being added to the plan. Returns an empty string if the user's seat type hasn't changed. |
Last Seat Change Direction | One of three values | Indicates the user's most recent seat type change. Options: UPGRADE, DOWNGRADE, or NONE |
Last Seat Change Method | One of four methods | Indicates how the user's most recent seat type change occurred.
Options: By Admin, By Automation, By DI, or None |
Last Seat Change Date | Date or blank | Indicates the date of the user's most recent seat type change. Returns an empty string if the user's seat type hasn't changed. |
Creation control
Column name | Type of information | Comments |
|---|---|---|
Creation Control: Creator | Yes/No | Indicates whether the user is currently on the plan's approved creator list. Reflects creator status at the time the report is generated. Returns No for every user on plans where creation control isn't enabled. See Creation control overview for more information. |
LCM Content
User type report
See Admin Center: Generate a user type report to learn how to download the report, and Seat types for information about permission-based user types.
The report lists all active users associated with the plan who have signed in to Smartsheet at least once and includes the following details by user:
Email and domain
| Column name | Type of information | Comments |
|---|---|---|
| Email address | ||
| User domain | Internal or external | Options: Internal, External Domains associated with the plan are considered Internal. |
User type and Admin access types
| Column name | Type of information | Comments |
|---|---|---|
| User type | One of the five user types or blank | Options: [[Blank]], Contributor, Guest, Unlicensed Admin and editor, Licensed User |
| System Admin | Y/N | Does this user have System Admin permissions? |
| Group Admin | Y/N | Does this user have Group Admin permissions? |
| Plan Asset Admin | Y/N | Does this user have Plan Asset Admin permissions? |
Blank indicates a user who doesn't have any asset access.
Permissions
| Column name | Type of information | Comments |
|---|---|---|
| Highest permission given on assets | One of six permissions types or blank | Options: [[Blank]], Owner, Admin, Editor - Can share, Commenter, Editor, Viewer |
| Number of assets shared with user | Number | Total number of assets shared with the user |
| Number of assets with Viewer permissions | Number | What people share with the user |
| Number of assets with Editor permissions | Number | What people share with the user |
| Number of assets with Commenter permissions | Number | What people share with the user |
| Number of assets with Admin permissions | Number | What people share with the user |
Activity
| Column name | Type of information | Comments |
|---|---|---|
| Last activity | Timestamp | Includes mobile and API |
| Number of asset views (Last 90 days) | Number | Activity - Number of asset views |
| Number of asset views (Last 180 days) | Number | Activity - Number of asset views |
| Number of asset views (Last 270 days) | Number | Activity - Number of asset views |
| Number of asset views (Last 365 days) | Number | Activity - Number of asset views |
| Number of asset comments (Last 90 days) | Number | Activity - Number of comments |
| Number of asset comments (Last 180 days) | Number | Activity - Number of comments |
| Number of asset comments (Last 270 days) | Number | Activity - Number of comments |
| Number of asset comments (Last 365 days) | Number | Activity - Number of comments |
| Number of asset edits (Last 90 days) | Number | Activity - Number of edits |
| Number of asset edits (Last 180 days) | Number | Activity - Number of edits |
| Number of asset edits (Last 270 days) | Number | Activity - Number of edits |
| Number of asset edits (Last 365 days) | Number | Activity - Number of edits |
| Number of created assets (Last 90 days) | Number | Activity - Number of assets created |
| Number of created assets (Last 180 days) | Number | Activity - Number of assets created |
| Number of created assets (Last 270 days) | Number | Activity - Number of assets created |
| Number of created assets (Last 365 days) | Number | Activity - Number of assets created |
Reports update daily. Changes appear the following day.