Learning Track
This Help Article appears in the System Admin learning track. Get the most out of this learning track by starting at the beginning.
This Help Article appears in the System Admin learning track. Get the most out of this learning track by starting at the beginning.
A System Admin can manage the users associated with their account. For example, a System Admin can:
To get started managing users, open the User Management form by clicking Account > 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.
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.
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.
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.
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.
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.
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 |
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:
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.
You’ll change attributes from the User Management form. To open the User Management form:
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.
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:
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.
A System Admin can remove any user from the account:
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.
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:
Click the More Actions button at the top of the form to see options for managing all accounts:
Organizations with 200 or more users will instead receive an email that contains a link to download the sheet access report.