Requesting and Accepting a License

Smartsheet licensed users have the ability to create new sheets, reports and dashboards in Smartsheet. If you don't already have a creative license, you can request one from your existing plan.

Join an Existing Smartsheet Plan at Your Organization

APPLIES TO

  • Smartsheet
  • Business
  • Enterprise

You’ve tried Smartsheet, you like it, and you’re ready to get a license so that you can take advantage of all of the features Smartsheet has to offer. What’s the easiest way to do this? One quick way to get a license for Smartsheet is to request one for an account that already exists at your organization. You’ll do this by contacting the System Admin for the account directly.

Depending on how the System Admins at your organization have configured Smartsheet, you may be able to make this request right from the Smartsheet application.

NOTE: If you are the System Admin, you have full control over whether this feature is available for the Smartsheet accounts you manage. For more information, see Information for System Admins later in this article.

Request to Join an Existing Account

If a Smartsheet System Admin at your organization has enabled Account Discovery, you’ll be able to add yourself to an existing account using either of the following methods:

  • Respond to the "Join an Account" Message—If you receive a message that asks you whether you’d like to join an existing account, select the name of the account that you want to join and click Ask to Join.
     
  • Join via the Plan & Billing Info in Your Own Smartsheet InstanceClick here to open and use Account Discovery tool. Or, browse from Smartsheet. Start by selecting Account (in the lower-left corner of the Smartsheet window). From the left pane, select Plan & Billing Info, and click Join an Account.

Fill out the information in the request and click Send.

That’s it! You’ve done your part, your System Admin will do the rest. You’ll know you’ve been successful when you receive an email message stating that the System Admin would like to add you to the account.

Information for System Admins

Account Discovery makes it much easier for you to add people to your account and manage the users in your organization.

People at your organization who use Smartsheet as free collaborators, or who are trying it out, will have visibility into which Smartsheet accounts from your organization are available for them to join. They’ll easily be able to request a license from you, and you can approve with one click directly from your email.

In order to allow people at your organization to discover your account and request a license to it, you and your account must meet the following criteria:

Upgrade a User and Grant Them a License

With the Account Discovery feature enabled, you’ll likely start seeing requests from people at your organization asking to be added to your Smartsheet account. You’ll receive requests via email with text similar to the following: Please add me as a licensed user in the account name account.

Note that three email messages will be sent: one is sent immediately, one is sent after 48 hours, and one is sent 10 days after the request.

When you receive a message of this type, click Add to Account to go to the Account Administration form—from there, you’ll be able to grant a license to them and configure their account.

Enable or Disable Account Discovery

Pro plan users can not turn off account discovery. 

  1. Select Account (in the lower-left corner of the Smartsheet window) > Plan & Billing Info > Account Settings.
  2. Click Edit next to Account Discovery. Verify that Enabled is checked and click Save (uncheck the box to disable this feature).

If you enable this feature, make sure that your account name clearly reflects the department or group name that owns it. For example, if you are a Smartsheet SysAmin for an account used by the Marketing department at MBF Corp., an account name of MBF Marketing will help others in your organization better distinguish it from, say, the Accounting department at MBF Corp.

For information about how to update your Smartsheet account name, see Changing the Main Contact & Account Name.

Troubleshooting Admin Issues with Account Discovery

If you receive requests from people who you believe should not be requesting access to your account, please contact our Support team.

What to do when you receive an invitation to join a Smartsheet account

APPLIES TO

  • Smartsheet
  • Pro
  • Business
  • Enterprise

When a Smartsheet System Admin (SysAdmin) invites you to join a Business or Enterprise plan, you'll get an email invitation to join the account. You might also receive a prompt in the Smartsheet application. 

NOTES:

Accept an invitation via email

  1. Search for an email invitation from this email address: user@smartsheet.com.  
  2. To accept or decline the invitation, select Continue.  

If you’re already logged in, you might see a notification asking you to join an account. If you decline the invitation, your account and access to Smartsheet will stay the same.

For users with a paid Smartsheet subscription

If you’re a paid user and you accept the invitation to join an account: 

  • You won’t be billed for your previous account. Future payments will be handled by the account that sent the invitation.
  • Your account will be acquired by and merged into the account of the SysAdmin who sent the invitation.
    Read the Admin Center Overview article if you want to learn how SysAdmins manage users and invitations.

After you join the account

Your account will be governed by the new SysAdmin. Sheets you create will inherit any global account settings configured by the SysAdmin. This will impact your ability to publish from Smartsheet or change custom branding elements.

The SysAdmin for the account you've joined will be able to:

Business System Admins

If you’re a SysAdmin on a Business plan (or a legacy plan such as Team), this is how you and users on your account will be affected:

  • All active users on your account will move into the account owned by the SysAdmin who sent the invitation.
    The inviting account must have enough available user licenses to cover all licensed users who will be acquired.
  • To keep your own Licensed User, Resource Viewer, Group Admin and System Admin access, the user who sent the invitation must give you the same access.
  • All other Licensed Users, Resource Viewers, and Group Managers in the acquired account will retain their existing access levels.
  • SysAdmins in the acquired account will lose System Admin access. 
    A SysAdmin in the account you’re joining will need to regrant your System Admin access.
  • Groups and resource views set up in the acquired account will be retained.
  • Any global settings in the acquired account will be overwritten.