Managing Users in a Team, Business, or Enterprise Plan

Anyone with SysAdmin permissions on a multi-user plan (Team, Business, or Enterprise) has permissions to manage the users associated with their accounts. 

NOTE: The functionality discussed here is included with Team, Business, and Enterprise plans. For more information about plans and pricing, including which features are included with which plans, please see our Pricing page.

SysAdmins can: 

  • For individual users: Add, edit, and remove them.
  • For users in bulk: Add and edit them.
  • Consolidate accounts: Add the owners of existing paid accounts to your account (Team and Business accounts only)
  • Manage user accounts: For example, transfer ownership of sheets from one licensed user to another licensed user and remove a user's access to all shared sheets

Play Icon Jump to video demonstration: Administering Your Smartsheet Team/Enterprise Account

To get started managing users, open the User Management form by clicking Account > Account Admin > User Management (or click here).

Account Administration Form

 Check out our Support Tip in the Smartsheet Blog: 4 Ways for SysAdmins to Manage Their Accounts


Adding Users

Any SysAdmin can invite users to the account to manage their Smartsheet access. As a SysAdmin, you can invite people who've never used Smartsheet, those with pre-existing accounts, owners of Basic/Advanced Smartsheet subscriptions, and SysAdmins of Team or Business subscriptions to consolidate them into your account.

Add One User at a Time 

  1. Open the User Management form by clicking Account > Account Admin > User Management (or click here).
  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 SysAdmin.

    Learn more about Smartsheet's user types.

    NOTE: The user doesn’t need to be Licensed to be a SysAdmin 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. 

    Confirm that your CSV file is set up with the following values in the first row:
    First Name,Last Name,Email

    Underneath the appropriate column names, list the names and email addresses (only primary email addresses can be used with this option) of the team members you'd like to add to the account.
     
  2. Open the User Management form by clicking Account > Account Admin > User Management (or click here).
  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 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.

NOTE: 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.

TIP: 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.

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Consolidating Paid Accounts

If you are a SysAdmin and you want to consolidate two accounts, you can use the steps above to invite an Account Owner (Basic or Advanced plans) or a SysAdmin (Team or Business plans) with an existing paid subscription to join your plan. This will merge the two plans together.

NOTE: You can't send an invitation to an Enterprise SysAdmin (contact sales@smartsheet.com for assistance merging Enterprise plans) or anyone in an account who is not a SysAdmin.

If the Owner or SysAdmin accepts the invitation, here's what will happen next:

  • Your account will acquire theirs and any account settings you've set up will override theirs.
  • All users set up on the invited account will be added to your plan.

    NOTE: You'll need to have enough available licenses to encompass the users on the invited team. If you don't have enough licenses available to accommodate the users in the invited plan, Smartsheet will alert you and you'll have an opportunity to upgrade your account to include additional licenses. You can  then re-send the invitation.

You can choose to provide SysAdmin access to the SysAdmin that you invite.

To learn more about how the invited team's access will be impacted, see our article Joining a Team, Business, or Enterprise account.

IMPORTANT: If you invite someone to join a plan, and if their existing plan has more features than the plan you are inviting them to (for example, if you are on a Team plan and you invite the SysAdmin of a Business plan to join your plan), be aware that the account will have only the features available in your plan.

For more information about which features are included in each plan, see our Pricing page.


Editing the Properties of Existing User Accounts

As a System Admin, you can change certain attributes for users in your account that will impact what they can or can’t do in the account. For example, you 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 > Account Admin > User Management (or click here).
  2. Right-click the user’s email address and select Edit User.

NOTE: 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, then uploading the list back to Smartsheet.

NOTE: 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 sheets 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
     

NOTE: 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.

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Removing Users

A SysAdmin can remove any user from the account:

  1. Open the User Management form by clicking Account > Account Admin > User Management (or click here).

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

    This will remove the email address from the Team account. The user will still be able to log in to Smartsheet as a free collaborator but their account won't be associated with your Team.

  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 Team account.

  4. (Optional) If the user owns sheets, check the Transfer owned sheets to other user checkbox. Then, click select new owner to choose to which user to transfer the sheets to. Any sheets that aren't transferred will become locked in read-only mode and deleted after 90 days.

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

  5. Click OK.

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

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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 collaborators shared to each sheet, and the timestamp of last modification.

     Check out our Support Tip in the Smartsheet Blog:Using the Sheet Access Report
     
  • 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 on the account, their alternate email addresses (if applicable), their access levels (SysAdmin, Group Admin, Resource Viewer, etc), the number of their owned sheets, and the timestamp of their last login to Smartsheet (if within the past 6 months).

Video Demo

For an instructional demonstration on administering your team account, please review the video below:


If you don't have YouTube access, click here to watch the video.

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