Manage users in the User Subscription Model

This article is only for plans using the User Subscription Model. If you're unsure about your model type, learn how to determine the model your plan is on.

In the User Subscription Model, users can try Smartsheet before you pay to add them to the plan. The temporary, or provisional, access helps in two ways:

1. Members can easily share assets as needed, and the person they share with has full Smartsheet functionality. There’s no approval process, and provisional access is free.
2. At regular intervals*, you choose who needs paid access based on actual usage data. 

*Annual plans have a reconciliation period every quarter; monthly plans have a shorter reconciliation period each month. See the User Subscription Model overview article for more information about provisional use and the User Subscription Model.

Note that all new non-System Admin users you add will be created as provisional Members.

True-up process

Provisional Members on your plan use all the plan’s features and functionality for at least 30 days. You'll get an email notification when it’s time to true-up the plan. You’ll have a 30-day reconciliation period every three months for annual plans. 

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The number of Members and related payment information updates as you make changes during the reconciliation period.

If you pay by invoice, you won’t see the auto payment tile. The days left in reconciliation and True-up (number of Members) information will update to reflect your changes and the date.

During the reconciliation period, you can:

• Increase the number of paid users on the plan to cover the extra usage for the remainder of your plan’s term. 
• Adjust users’ permissions to stay within your plan’s limits

If you do nothing during the reconciliation period, Smartsheet will automatically reconcile the users. You’ll be billed for the pro-rated amount to cover any additional paid users for the remainder of the plan's term. 

True-up steps

Each reconciliation period allows you to review provisional Members and usage data for all Members before you commit to paying for additional paid users on your plan. When you get an email notification, see if there are new provisional Members to true-up. If there are, follow these three steps.

1. Review the information and usage data on the True-up tab of the User types and true-up page in Admin Center.
   1. Check the number of days left to complete the reconciliation, number of additional paid users needed if all provisional Members become Members, and the associated cost.
   2. Review the user list. Use filters or the user type report to get the information that you need.
2. Decide what you want to do for each user.

3. Confirm the cost and payment date.

If you pay by invoice, the days left in reconciliation indicate the invoice date, and the invoice will show the cost.

Change user type

• You can change the user type of a provisional Member or a Member. When you change the user type of one or more users, the number of Members to purchase and the payment information update.

• To downgrade users, you can go to the True-up tab in the User types and true-up page in Admin Center.

Changing a user to Guest or Viewer removes the user from groups with higher-level permissions.

Manage users in bulk

Membership is based on the level of access users have, so maintaining good security practices also results in the lowest cost. We recommend you develop a general policy and schedule time to implement it during the reconciliation period.

For example, you can demote users who haven’t been active on Smartsheet in the last 6 months. Then, pick one day during the reconciliation period to manage any users that fit that criteria.

Any time you have a clearly defined set of users you want to take the same action on, you’ll save time with bulk actions. 
 

1. Log into your Smartsheet account and go to the Admin Center.
2. In the Admin Center, navigate to the User types and true-up page and select the True-up tab. This page is specifically designed for managing true-ups and only shows Members and provisional Members.
   NOTE: We freeze the user list on the True-up tab during the reconciliation period, so you don't need to worry about users being added to the list after you’ve made changes.
3. Use filters to show only one set of users. For the six-month inactive example, use the Last Active filter at the top of the user list to see only those who were active more than six months ago.
4. Select the checkbox next to Name to select all of the users. 
5. Select Change user type, and then select Viewer. 
6. Select the Change to Viewers button to confirm that you want to change all selected users to Viewers.
7. Once confirmed, the User Type for all selected Members will change to Viewer. Additionally, all of the permissions on items they are shared will be changed to Viewer, and they will disappear from the user list. 
    

You can only change the User Type in bulk for users visible on the page. You may need to repeat these steps multiple times for each filtered list of users.

User roles and reports

You can do the following on the User roles and reports page at any time:

• Add one or more users to the plan (they will be provisional Members)
• Remove paid access from a user
• Edit user properties
• Deactivate users

Changes you make on the User roles and reports page may not be visible in the User types and true-up page.

See the User roles and reports / User Management article in the System Admin learning track for more information and procedures.