Introduction to the User Subscription Model

The User Subscription Model is a new way to manage user access and billing in Smartsheet. Instead of assigning licenses up front, users can start collaborating immediately, and you decide later whether to pay for continued access based on actual usage.

Who can use this?

Plans:

  • Pro
  • Business
  • Enterprise

Permissions:

  • System Admin

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

This model makes it easier for your organization to:

  • Enable collaboration without delays
  • Reduce friction in onboarding
  • Pay only for active users

This article gives you a high-level overview of the User Subscription Model.

If you're a System Admin, understanding this model is especially important, since you’re responsible for managing user access and reconciling usage under the new system.

Still on the Legacy Collaborator Model? See Prepare for your plan’s migration to the User Subscription Model to learn what's changing and how to get ready.

What is the User Subscription Model?

In this model:

  • You can provisionally add anyone to the plan when they’re shared to certain Smartsheet items.
  • These free provisional Members have full access for at least 30 days.
  • You decide whether they become paid Members during regularly scheduled reconciliation periods.

When you invite someone to collaborate, no approval step is needed. That person gains temporary access right away, and a System Admin decides later whether they should remain on the plan as a paid Member.

Users who are shared to items with permissions that grant them Viewer or Guest access are added to the plan as free users and don’t require review or action during reconciliation.

Important terms in the User Subscription Model

Here are core concepts and terminology that can help you better understand the model:

  • Member: A paid user with full access to Smartsheet
  • Provisional Member: A user who has temporary access based on sharing permissions
  • Reconciliation: A review period where System Admins decide which provisional Members should become paid Members
  • True-up: Final billing step at the end of the reconciliation period for any users who became Members
  • Core item: Sheet, report, dashboard, or workspace. Sharing non-core items like WorkApps, forms, or Dynamic Views doesn't trigger provisional membership. See a list of item types in Understand provisional access.
  • Internal user: Has an email address that belongs to a domain associated with your Smartsheet plan
  • External user: Has an email address that doesn't belong to any domains associated with your Smartsheet plan