Manage Users in a Multi-User Plan

This Help Article Appears in the Following Learning Tracks

A System Admin can manage the users associated with their account. For example, a System Admin can: 

  • Add, edit, and remove individual users
  • Add and edit users in bulk
  • Manage user accounts: For example, transfer ownership of sheets from one licensed user to another licensed user or remove a user's access to all shared sheets

To get started managing users, open the User Management form by clicking Account > User Management.

User management

The capabilities discussed here are not available for single-user plan types. Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.

Add Users

Any System Admin can invite users to the account to manage their Smartsheet access. As a System Admin, you can invite people who've never used Smartsheet, those with pre-existing accounts, owners of other Smartsheet plans, and System Admins of Business plans (or legacy plans such as Advanced or Team) to consolidate them into your account.

User Management

If you invite anyone who is already a part of another Smartsheet account, that account's System Admin must first remove them from the account before you can successfully invite them to your account.

Add One User at a Time

  1. Open the User Management form by clicking Account > User Management.
  2. Click the Add User button.
  3. Enter the user's primary or alternate email address (required) and name (optional).
  4. Choose if you'd like the user to be a Licensed User (sheet creator/owner), Resource Viewer and/or a System Admin.

    Learn more about Smartsheet's user types.

    NOTE: The user doesn’t need to be Licensed to be a System Admin but they do need be a Licensed User to be a Resource Viewer or Group Admin.
     
  5. Click OK.

The user will receive a confirmation email containing an Accept button that they'll need to click to incorporate themselves into the Team or Enterprise account.

Add Multiple Users at a Time

To add multiple users at a time, you first must create a comma-separated values (CSV) file that contains the names and email addresses that you want to use. Once you've done that, you can import the list via the User Management form.

  1. Create a CSV with the first name, last name, and email addresses of the users you want to add. 

    The columns in the .csv file must be named First Name, Last Name, and Email Address, respectively. Exact spelling is important or the list won't import correctly.

    NOTE: If your CSV file includes the email addresses of anyone that has already been added to your plan, they will not be added again.
     

  2. Open the User Management form by clicking Account > User Management.
  3. On the User Management form, click the Import New Users button.
  4. Click Select and locate the CSV file on your computer.
  5. Select the roles for the users you're importing.

    You can choose from Licensed Users, System Admins, Group Admins and/or Resource Viewers (learn more about Smartsheet's user types). Everyone listed in the CSV will inherit the selected roles. If needed, you can edit the roles of individual users after adding them to the account.
     
  6. Click the Import button.

A confirmation email will immediately be sent to all of the email addresses listed in the CSV file. Recipients must click the Accept button in the email to be incorporated into the Team or Enterprise account.

Any sheets created by or shared to the user will remain available to them even after they accept the invitation to join your account.

Adding users to the account will enable you, and everyone else listed in the User Management screen, to assign rows of tasks to the user from a contact list column.

Licensed users you invite will inherit your color settings & logo on their Smartsheet account, unless they've already set up their own branding in Smartsheet. This helps facilitate consistent branding across your sheets.

By default, All users on the team will be listed on screen. You can filter the list by user type (Licensed, Non-Licensed, Admin, Non-Admin, Resource Viewer, etc.) 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.

Here's an example of how to format your .csv file:

First Name Last Name Email Address
Sally Smart sally.smart@smartsheet.com
Ian Intelligent ian.intelligent@smartsheet.com
Dave Diligent dave.diligent@smartsheet.com

Edit the Properties of Existing User Accounts

A System Admin can change certain attributes for users in the account that will impact what they can or can’t do.  For example, the System Admin can grant or revoke a user’s license or enable or disable the following user types:

  • System Admin
  • Group Admin
  • Resource Viewer

You can make these changes one at a time via the User Management form or in bulk via Bulk Update. If you edit attributes one user at a time, in addition to the above attributes, you’ll also be able to change a user’s first and last name and manage the email addresses that they use with Smartsheet.

Edit Properties One User at a Time

You’ll change attributes from the User Management form. To open the User Management form:

  1. Click Account > User Management.
  2. Right-click the user’s email address and select Edit User.

If the user hasn't accepted the invitation to join the account (their Status is Invited) their name or alternate email addresses won't be editable. You can edit these properties only if the user has accepted the invitation to the account.

Edit User Properties in Bulk

Use the Bulk Update Users feature to change the user types for multiple users in your plan all at once. You’ll do this by downloading a User List as a .csv file, making changes to the values in the User List, and then uploading the list back to Smartsheet.

This method of editing allows you to revoke user licenses, which will make user’s sheets read only without notice to collaborators. You may need to transfer items from users after revoking their licenses with the steps in the Other Actions to Manage User Accounts section of this article.

To bulk update users:

  1. Select Account > User Management.
  2. Click More Actions > Bulk Update Users.

    bulk users

    The Bulk Update Users form will appear.
     
  3. Follow the steps in the Bulk Update window to make changes to user attributes. Edit values in the .csv file to TRUE to grant the respective user type to them, or FALSE to revoke that user type.

    csv file
     

You cannot use the Bulk Update feature to edit the user type for users that have a status of Invited. You can edit these properties only if the user has accepted the invitation to the account.

Remove Users

A System Admin can remove any user from the account:

  1. Open the User Management form by clicking Account > User Management.

  2. Right-click the user’s email address and select Delete User.

    This will remove the user's email address from the account. The user will still be able to log in to Smartsheet as a free collaborator but their account will no longer be associated with your account.

  3. (Optional) Check the box to Remove user sharing access, which will remove the user from sharing all sheets owned by other licensed users on the account.

  4. (Optional) If the user owns sheets, check the Transfer owned sheets to other user checkbox. Then, click select new owner to transfer ownership of the sheets to another user of your choice. Any sheets that aren't transferred will become locked in read-only mode and deleted after 30 days.

    NOTE: If the user is a Group Admin, the option will read Transfer items and groups ownership and you can select from a list of other Group Admins on the account. You won't be able to delete the user until the ownership of their groups is transferred.

  5. Click OK.

You cannot remove yourself from an account, even if you are a System Admin. If you're a System Admin and would like to be removed from an account, reach out to another System Admin (or promote an existing user to System Admin) and they'll be able to remove you using the above instructions.

Other Actions to Manage User Accounts

Individual Users

Additional options to manage accounts can be found by right-clicking on a user's email address in the form or by clicking the More Actions button at the top. Actions you can take include:

  • Send Invite Email - Resends the invitation link to the user.
  • Send Password Reset Email - Generates a password reset link and sends to the email address.
  • Download User Sheet Access Report - Generates an Excel file listing the names of sheets accessible to the user.
  • Transfer Owned Sheets to Other User - Transfers sheets to another licensed user on the account.
  • Transfer Owned Groups to Other User - Transfers ownership of groups to another Group Admin on the account.
  • Remove User Sharing Access - Removes the user from sharing all sheets owned by licensed users on your account.
  • View Group Membership - Displays a list of groups where the user is a member.
  • Remove From All Groups - Removes the user from all groups owned by users on the account. Removing a member from a group will also remove that member from sheets shared to that group.

All User Accounts

Click the More Actions button at the top of the form to see options for managing all accounts:

  • Download Sheet Access Report - ​​Generates an Excel file listing the names of all sheets owned by licensed users on the account, the name of workspace the sheets are saved in (if applicable), the collaborators shared to each sheet, and the timestamp of last modification.
  • Download Published Items Report - Generates an Excel file listing all items that have been published. Great for data security or tracking down the source of the published version of an item.
  • Remove Email from Sharing - Removes a specified email address from sharing all sheets owned by users on the account
  • Download User List - Generates an Excel file listing all members (Invited and Active) on the account, a timestamp for when they were added to the account, their access levels (System Admin, Group Admin, Resource Viewer, and so on), the number of their owned sheets, and the timestamp of their last login to Smartsheet.
     

Organizations with 200 or more users will instead receive an email that contains a link to download the sheet access report.