Your user type designates what you can and can't do with your Smartsheet account. 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 our article on Sharing Permission Levels.
NOTE: 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 our premium Smartsheet for Jira and Smartsheet for Salesforce Connectors.
Smartsheet for Jira Connector:
Smartsheet for Salesforce Connector:
System Admin
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.
NOTE: A System Admin does NOT need to have a license.
Group Admin
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.
NOTE: A Group Admin needs to also have a license.
Resource Viewer
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.)
NOTE: 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.
Licensed User
The owner of an Individual (or legacy Advanced) account is a Licensed User. On a Business or Enterprise account, the System Admins can assign licenses to multiple users from the User Management form. Licensed User functionality is also available to users participating in a 30-day free trial.
A license is required to do the following:
- Create and own sheets and templates
- Create and own reports (not available on the Individual plan)
- Insert and delete columns (also requires Sheet Owner or Admin access to the sheet)*
- Change column properties (also requires Sheet Owner or Admin access to the sheet)
- Hide/unhide columns (also requires Sheet Owner or Admin access to the sheet)
- Create and modify forms (also requires Sheet Owner or Admin access to the sheet)
- Request backups of sheets
- Obtain Resource Viewer or Group Admin access on a Enterprise or Business account
- View Activity Log
- Create automated update requests and approval requests. (See Automate Your Work Process with Alerts and Actions for more information.)
*If moving rows to another sheet requires the creation of new columns, you must have a license and be shared to the destination sheet with Admin permissions.
Licensed Users can be shared on any amount of sheets, but can only create a certain amount, based on your Smartsheet paid plan type.
Unlicensed User
Unlicensed users are part of a Business or Enterprise account but aren't able to create or own sheets. They don'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.
NOTE: If an unlicensed 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 available only to the sheet owner and licensed users with Admin sharing permissions.
Free Collaborator
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.
NOTE: If a free collaborator 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.
Connector-Specific User Types
If your organization has purchased Smartsheet for Jira or Smartsheet for Salesforce Connectors, any System Admin can control who can access the respective Connector.
NOTE: 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 for Jira User Types
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.
NOTE: You must be a licensed user in Smartsheet and have a Jira account in order to use the Smartsheet for Jira Connector.
Jira Connector Admin
Jira Connector Admins are designated by a Smartsheet System Admin to install and configure Smartsheet for Jira.
A Jira Connector Admin can:
- Set up Smartsheet for Jira by connecting the Jira host with Smartsheet, assuming you are also an administrator in the Jira application. Check out the Smartsheet for Jira Connector article for more information.
- Designate others in the Smartsheet account as Jira Users.
- Troubleshoot any workflows created by Jira Users by disabling them.
Jira Connector User
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 for Salesforce User Types
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.
NOTE: You must be a licensed user in Smartsheet and have a Salesforce account in order to use the Smartsheet for Salesforce Connector.
Salesforce Connector Admin
Salesforce Connector Admins are designated by a Smartsheet System Admin to configure the Connector.
As a Salesforce Connector Admin, you can:
- Set up Smartsheet for Salesforce by connecting your Salesforce host with Smartsheet (you must also be an administrator in Salesforce). Check out Smartsheet for Salesforce Connector: Admin Setup for more information.
- Designate others in the Smartsheet account as Salesforce Connector Users.
- Troubleshoot any workflows created by Salesforce Connector Users by disabling them.
Salesforce Connector User
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.