Admin Center: Add users

The Smartsheet Admin Center allows you to add users individually or in bulk.

Plans:

Pro
Business
Enterprise

Permissions:

System Admin

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

You can add users to your Smartsheet plan from the Seat types and true-up page in the Admin Center. By default, all users appear on the page. Use the Seat type drop-down at the top to filter the list, or type in the search field to find users by name or email address. Learn more about seat types.

Sign in to Admin Center.
Select the Menu icon in the top left and navigate to Users and Groups > Seat Types and True-up.
The Seat types and true-up page displays.

Add users individually

On the Seat types and true-up page, select Add user.

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In the Add user panel:
- Enter the user's name and email address
- Select the seat type you want to assign
- Select any relevant roles
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Select Add user.

The user receives an email invitation and appears in the plan after accepting it. Any sheets created by or shared to the user remain available to them once they join your plan.

Add users in bulk

To add multiple users at a time, you must create a comma-separated values (CSV) file containing the names and email addresses you want to use. Each CSV file you upload is limited to 200 rows; therefore, you can only add up to 200 new users per CSV file.

If your CSV file contains email addresses of users already in your plan, the system doesn't add them again.

On the Seat types and true-up page, select More actions > Import users.

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Follow the steps in the Import users dialog box to create a CSV file containing the names, email addresses, seat types, and roles you want to add:
- Download the template file
- Enter users’ information and assign seat types (Contributor or Member only) and roles
- Upload the CSV file
  
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After a short time, a message at the top of the page confirms you've successfully added the users.

If the CSV contains a seat type other than Contributor or Member, an error instructs you to use only expected values. If you need to assign a different seat type at import, add the user as a Contributor or Member first, then change their seat type from the Seat types and true-up page.

Troubleshoot errors when adding users

If you receive a VALIDATION_ERROR when adding a user to your plan, use the table below to identify the cause and resolve it.

Smartsheet doesn't recognize distribution lists as valid email addresses for new accounts or as destinations for automated communications in a workflow.

Error cause	What it means	How to resolve it
Extra spaces in name fields	The first or last name field contains leading or trailing spaces.	Remove any extra spaces from the name fields and try again.
User is on an active Trial plan	The email address is associated with an active Smartsheet trial.	Ask the user to end their trial or use a different email address.
User is already an active member	The email address is already active on your plan.	No action needed. The user already has access.
User has a Deactivated status	The user was previously deactivated on your plan.	Reactivate the user from the User Roles and Reports page. Depending on how long the user has been deactivated, you may need to remove them and re-add them to the plan.
User has a Pending status	An invitation was already sent to this email address and hasn't been accepted yet.	Ask the user to check their email and accept the existing invitation, or resend the invitation from the Seat types and true-up page.
User belongs to another plan	The email address is already associated with a different Smartsheet plan.	Ask the user to provide a different email address, or ask the System Admin of the other plan to remove the user. Learn how to free up an email address.
Email address contains "+"	Smartsheet doesn't support email addresses with a "+" character.	Ask the user to provide an email address that doesn't contain "+".

The User Management page in Admin Center is where you can add, edit, and manage users within your Smartsheet plan. By default, all users on the team are listed on the screen. You can filter the list by user type via the drop-down list at the top. You can also type into the text field to search for users by name or email address.

Sign in to Admin Center.
Select the Menu icon in the top left.
Navigate to Users and Groups > User Roles and Reports.
The User Management page displays.
You can also access the User Management page from the Smartsheet app by selecting your account icon and then User Management.