Manage users

Learn where and how to manage users to ensure your plan includes only the Members you need and active users can continue their work without interruption.

Who can use this?

Plans:

  • Pro
  • Business
  • Enterprise

Permissions:

  • System Admin

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Where to manage users

There are two main places in the Admin Center for managing users:

How to add users

When users on the plan need to collaborate, they share items with others. This action can add users to your plan. See the Smartsheet user model and provisional membership article for details. 

As a System Admin, you can add users to your plan anytime. See the Admin Center: Add users article for more information.

How to review usage

  1. Sign in to the Admin Center.
  2. Go to the Seat types and true-up page.
  3. Review the Seat usage details at the top of the page to understand:
    • How many Member seats your plan has
    • How many Member seats are assigned to users
    • How many Provisional Members are going to be downgraded at the end of the review period
  4. Use the Seat type and Activity filters to see users’ activity level.

Download a Seat type report if you need more usage data for specific users.

How to change seat types

You can downgrade or upgrade a user's seat type depending on their activity and your plan’s needs. Downgrading limits their access.

Best practice: Identify Provisional Members who are actively collaborating on the Smartsheet platform. To avoid interruptions to their work, upgrade them to paid Members before the end of the review period.
 

To change a user’s seat type:

  1. Sign in to the Admin Center.
  2. Go to the Seat types and true-up page.
  3. Select the tab you need:
    • To find Provisional Members, select the True-up tab.

    • To find Viewers or Guests, select the All users tab.

      All users tab with filters

  4. Use filters to find the users you want to change.

    Filters to find the users
  5. Select a user (or multiple users).

  6. Select the seat type and then select the appropriate option.

    Change user type filter on the Users Type and True-up page in Admin Center

Both tabs on the Seat type and true-up page update right away. The seat type report updates daily.

How to change seat types in bulk

Bulk actions are helpful when you want to downgrade or adjust access for many users at once. For example, you can use the Activity filter to identify users who have collaborated in the last quarter and then update them as a set.

You can change what happens to Provisional Members automatically at the end of each billing period. See the Admin Center: Provisional Member Settings help article for details.

To bulk update users:

  1. Navigate to the True-up tab.

    True-up tab selection

  2. Use filters like Activity to find a specific group (such as users with activity in the last three months).

    Last activity filter
  3. Tick the checkbox next to Name to select all visible users (up to 200 per page).
  4. Select Change seat type, and then select the appropriate option.
  5. Confirm the update.

What happens when you downgrade a user

Downgrading an active user disrupts their work.

If you downgrade a Provisional Member or Member, they can stay in their groups and keep the permissions they had on shared items (like sheets or workspaces). However, you’ve turned off their ability to use those permissions. For example, a user can have Editor permissions but only have Viewer capabilities, which means they can see the sheet but they can’t change any of the information in it.

To turn their permissions back on, you can manually upgrade them to the Member seat type.

A user can only be a Provisional Member one time.