Admin Center: Seat request setting

Sometimes users need to ask you for a Member seat. You can decide whether you want to manage the requests in Smartsheet or in a separate process.

How seat requests work

Users who might need to request a Member seat see banners on items like sheets or reports. When the user selects the request a Member seat link, their experience —and your experience managing the request— depends on the setting you choose.

Within Smartsheet (default)

The default option keeps the request and your request management within Smartsheet. You receive notifications and see the following information in the Admin Center:

• Pending seat requests
• Users who have requested a Member seat
• Details for each request

Step 1: The user requests a Member seat

1. An end user sees a banner on a core item (for example, a sheet) and selects the request a Member seat link.

2. The end user completes the form and selects Submit.

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3. You receive notifications, and the Admin Center updates.

Step 2: You manage the request

1. On the Seat types and true-up page, select the bell icon next to a user.

   The Member seat request details panel opens.

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2. Review the details and decide which action to take.
   • To accept the request and upgrade the user to a paid Member, select Member from the Select new seat type dropdown.
   • To reject the request and downgrade the user's seat type, select the appropriate free seat type from the Select new seat type dropdown.

   • If the user's current seat type is appropriate, select Clear request. The user can make a new request.

     Selecting No access removes the user's access to items, workspaces, portfolios, and groups. You can't undo this action. 

3. Review the confirmation details and select Confirm or cancel your action.

Where to find requests you need to manage

The Pending seat requests tile on the Admin Center homepage displays when there are requests to manage.

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On the Seat types and true-up page:

• A bell icon appears next to the user’s name

• The counter on the Seat requests filter reflects the new request

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Outside of Smartsheet

You can use your own process to collect and manage requests. The Custom URL option provides the flexibility to align with your existing processes or create a new one.

Set up the process before you change the setting to Custom URL.

Step 1: The user requests a Member seat

1. An end user sees a banner on a core item (for example, a sheet) and selects request a Member seat.
2. The custom URL you provided in settings opens in a separate window.

Any notifications are within your process. There are no Smartsheet notifications or updates in the Admin Center.

Step 2: You manage the request

Follow the process you set up to manage seat requests.

Banners

Banners appear when one of the following is true:

• An internal user had a Provisional Member seat that was downgraded to a Viewer seat
• An internal user has a Provisional Member seat that is going to automatically downgrade to a Viewer seat at the end of the billing cycle

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Users can select X on any banner to change all banners to a smaller version. The link to request a Member seat is still available in the tooltip.

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Next steps

If you want to change the seat request setting to Custom URL, do the following:

1. Create the process and custom URL.
2. Follow the steps in the Change the seat request setting help article.