Learning Track
This Help Article appears in the Free Users learning track. Get the most out of this learning track by starting at the beginning.
This Help Article appears in the Free Users learning track. Get the most out of this learning track by starting at the beginning.
Your user type designates what you can and can't do with your Smartsheet account.
NOTE: Your user type is NOT related to the access you have in sheets. Your sharing permission level (Viewer, Editor, or Admin) designates what you can and can't do within a sheet and may vary from sheet to sheet. For more information about sharing permission levels, see Sharing Permission Levels.
The features here are not available for single-user plan types. Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.
Smartsheet has the following user types:
There are also user types specifically for the premium apps Smartsheet for Jira Connectors and Smartsheet for Salesforce Connector.
Smartsheet for Jira Connector:
Smartsheet for Salesforce Connector:
System Admins are designated to manage users and adjust settings for everyone in the account.
Details on this are available in the Managing Users in a Multi-User Plan help article.
A System Admin does NOT need to have a license.
Group Admins are able to create and manage groups (for more on groups see: Create and Manage Smartsheet Contact Groups) based on contacts in their Smartsheet Contact List (see the Contact List article for more info). Anyone on the account can share and send information to the groups created by the Admin.
A Group Admin needs to also have a license.
Resource Viewers are able to track everyone in the account's allocation percentage across all sheets. A Resource Viewer needs to have a user license under a Business or Enterprise account. (More information on this feature is available in the Resource Views help article.)
While a license is required to become a Resource Viewer, everyone on the account (both licensed and unlicensed users) can be tracked as a resource by the Resource Viewer.
The number of licensed users available to your account will vary by account type:
Capabilities that involve creating, owning, administering, or driving a process, program, or project in Smartsheet require a paid license. For example, a license is required to do the following:
* These activities require Owner- or Admin-level sharing permissions to the sheet.
Free users (Unlicensed Users and Free Collaborators) are important participants in collaborating on the work you manage in Smartsheet. Free users can view, edit, and update sheets and reports within the platform. (Creating, owning, administering, or driving a process, program, or project in Smartsheet requires a paid license.)
If a free user is shared to a sheet as an Admin, they won't be able to create and manage forms on the sheet or insert, rename, delete, hide/unhide, move or change the properties of columns. These features are only available to the sheet owner and licensed users with Admin sharing permissions.
For a full list of permissions available to licensed users, see the Licensed User section above.
Unlicensed users are part of a Business or Enterprise account but aren't able to create or own sheets. An unlicensed user doesn't count against the user limit of the account.
Resource Viewers can track tasks assigned to these users, and System Admins can manage their accounts as described above. Unlicensed users can access shared sheets as Viewers (read-only), Editors (edit cell data), or Admins (manage the sheet), and can even re-share them depending on the sharing access level they were assigned.
To add an unlicensed user to a Business or Enterprise account, uncheck the Licensed User box when sending the invitation. Learn more about Managing Users in a Multi-User Plan.
Free collaborators can be shared on any amount of sheets, but they can't create their own. They can access shared sheets as Viewers (read-only), Editors (edit cell data), or Admins (manage the sheet), and can even re-share them depending on the sharing access level they were assigned.
If your organization has purchased Smartsheet for Jira or Smartsheet for Salesforce Connectors, any System Admin can control who can access the respective Connector.
These user types are only available to people that have purchased the Salesforce or Jira Connector. (More information on the Connectors can be found here.)
Smartsheet System Admins can control what level of access someone has to the Smartsheet for Jira Connector, if any. Check out Smartsheet for Jira for more information on the Connector.
You must be a licensed user in Smartsheet and have a Jira account in order to use the Smartsheet for Jira Connector.
Jira Connector Admins are designated by a Smartsheet System Admin to install and configure Smartsheet for Jira.
A Jira Connector Admin can:
Smartsheet for Jira Connector Users can create workflows with Smartsheet for Jira that synchronize information between the two applications.
See Smartsheet for Jira Connector: Creating and Editing Synchronization Workflows for more information on creating workflows with this Connector.
Smartsheet System Admins can control what level of access someone has to the Smartsheet for Salesforce Connector, if any. See Smartsheet for Salesforce for more information on the connector.
You must be a licensed user in Smartsheet and have a Salesforce account in order to use the Smartsheet for Salesforce Connector.
Salesforce Connector Admins are designated by a Smartsheet System Admin to configure the Connector.
As a Salesforce Connector Admin, you can:
Smartsheet for Salesforce Connector Users can create workflows with the Salesforce Connector that synchronize information between the two applications.
See Smartsheet for Salesforce Connector: Sync Smartsheet Data with Salesforce for more information on creating workflows with this Connector.