Find the information you need to prepare for your upcoming plan migration and effectively manage your Smartsheet environment in the User Subscription Model.
USM Content
If your Smartsheet plan is moving to the User Subscription Model, this article will help you prepare. The new model changes how user access is granted and billed, and it’s important to take a few steps before and after migration to ensure a smooth transition.
This guide outlines what to do leading up to your plan renewal and what to expect after the switch.
What changes with the new model
In the User Subscription Model:
- Users share items when they need to collaborate, which adds users to the plan
- Smartsheet assigns seat types automatically based on sharing permissions
- Users gain provisional access before becoming paid Members
- Reconciliation periods allow you to manage paid access based on actual usage
- Users no longer see the Request License button and Account Discovery tool, since sharing drives access to Smartsheet items
For a full overview, see Introduction to the User Subscription Model.
Most plans will transition to the User Subscription Model in 2025.
- Annual plans transition at their next renewal after January 1, 2025.
- Monthly plans begin transitioning on February 1, 2025.
- Smartsheet will provide at least 45 days’ notice before your plan transitions.
Key differences from the Legacy Collaborator Model
Legacy Collaborator Model | User Subscription Model |
|---|---|
System Admins assign licenses up front | Users are provisional after they are shared to an item and then take a qualifying action |
Users request licenses manually | System Admins can review access during reconciliation |
Collaborators outside your plan may need extra setup | External collaborators can gain temporary access automatically |
Harder to track true usage | Review usage before committing to paid access |
User types mapping from the Legacy Model
When your plan moves to the User Subscription Model, Smartsheet assigns seat types based on each user’s existing permissions and whether they are internal or external to your organization.
Here's how user types from the Legacy Collaborator Model map to the new model:
Members and Provisional Members
Legacy user type | New seat type |
|---|---|
Licensed User | Member |
Internal Unlicensed User with Commenter or higher access who has taken a qualified action in the last 90 days | Provisional Member |
External Unlicensed User with Admin access who has taken a qualified action in the last 90 days | Provisional Member |
Internal Free Collaborator with Commenter or higher access who has taken a qualified action in the last 90 days | Provisional Member |
External Free Collaborator with Admin access who has taken a qualified action in the last 90 days | Provisional Member |
External Free Collaborator with Commenter or Editor access in a Pro plan who has taken a qualified action in the last 90 days | Provisional Member |
Guests
Legacy user type | New user type |
|---|---|
External Unlicensed User with Commenter or Editor access in a Business plan or Enterprise plan | Guest |
External Free Collaborator with Commenter or Editor access in a Business plan or Enterprise plan | Guest |
| External Free Collaborator with Admin access who hasn’t taken a qualified action in the last 90 days | Guest with the ability to take a qualifying action and become a Provisional Member |
Viewers
Legacy user type | New seat type |
|---|---|
Internal Unlicensed User with Viewer access | Viewer |
External Unlicensed User with Viewer access | Viewer |
Internal Free Collaborator with Viewer access | Viewer |
External Free Collaborator with Viewer access | Viewer |
| Internal Unlicensed User with Commenter or higher access who hasn’t taken a qualified action in the last 90 days | Viewer with the ability to take a qualifying action and become a Provisional Member |
| Internal Free Collaborator with Commenter or higher access who hasn’t taken a qualified action in the last 90 days | Viewer with the ability to take a qualifying action and become a Provisional Member |
| External Free Collaborator with Commenter or Editor access in a Pro plan who hasn’t taken a qualified action in the last 90 days | Viewer with the ability to take a qualifying action and become a Provisional Member |
Unlicensed Users not shared to any items are not assigned a seat type. They will be visible only on the User Roles and Reports page.
Qualifying actions that make a Viewer a Provisional Member
- Comment on a core item
- Edit a core item
- Create a core item
- Rename a sheet, dashboard, workspace, or collection
- Modify permissions for a sheet, dashboard, workspace, or collection
- Modify permissions for a content file in a file library
- Approve permission requests for a sheet, dashboard, workspace, or collection
- Approve permission requests for a content file in a file library
- Delete a sheet, dashboard, workspace, or collection
- Delete a content file from a file library
Qualifying actions that make a Guest a Provisional Member
- Create a core item
- Rename a sheet, dashboard, workspace, or collection
- Modify permissions for a sheet, dashboard, workspace, or collection
- Modify permissions for a content file in a file library
- Approve permission requests for a sheet, dashboard, workspace, or collection
- Approve permission requests for a content file in a file library
- Delete a sheet, dashboard, workspace, or collection
- Delete a content file from a file library
Migration timeline and checklist
90–31 days before renewal
- Start reviewing your users as early as possible.
- Focus on Licensed Users. Those users automatically become Members. After migration, you have new tools to manage users.
- Download the User type report and compare it to the user type mapping to see how your users get assigned in the new model.
- Remove or downgrade users who no longer need access.
Users with no recent comments, edits, or created items are good candidates for downgrade.
30 days before renewal
- Finalize the list of users who should be Members.
- Work with your account team to confirm the number of paid users you need.
- If you don't have a dedicated account team, contact Smartsheet Finance for help.
Day before renewal
Pull a fresh User type report and a Sheet access report. These reports act as a snapshot and help you manually restore access if needed later.
Once a user's permissions or user type are changed, there’s no undo option—reports provide a reference point if changes need to be reversed manually.
On the day of renewal
No action is needed. Smartsheet will automatically migrate your plan, and users can continue working without interruption.
What to do after migration
Some Enterprise plans need a custom welcome message.
If you’ve set up User Auto-Provisioning, Active Directory, or Direct Integration for your Enterprise plan, create a custom welcome screen to support internal access workflows. You can require users to acknowledge internal policies, complete an approval process, or request access before using Smartsheet.
In the first few days after upgrading your plan:
In the Admin Center main menu, select Users and Groups > Seat Types and True-up.
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- Explore the new layout and available filters.
Familiarize yourself with the True-up tab for managing user access during reconciliation.
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Check the All users tab.
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- Bonus: Check out the user list on the User Management page.
See Manage users in the User Subscription Model to learn more.
Your first reconciliation period will include:
- Users who migrated as Provisional Members
- Users who became Provisional Members immediately after migration
Reconciliation and true-up charges are paused.
Best practices for a smooth transition
- Review inactive users and downgrade them early. Consider creating a standard policy and use bulk actions to enforce it.
- Plan internal communication to explain the new model to stakeholders.
- Remind users to start with the lowest level of access needed to maintain security. Users can request a higher level of access if they need it.
- Make sure your users are aware of any new or updated internal policies for Smartsheet usage at your organization.
- Keep at least two Admins on every item to avoid Admin-less items.
- Bookmark key Admin Center pages for quick access.
For more help, see How reconciliation and true-up works and Understand provisional access.