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

Who can use this?

Plans:

  • Business
  • Enterprise

Join an existing plan

You've tried Smartsheet, you like it, and you're ready to get a license to take advantage of all the features Smartsheet offers. The easiest way to do this is to request a license for an account that already exists at your organization.

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

Request a license

If a Smartsheet System Admin at your organization has enabled Account Discovery, you can:

  • Respond to the Join an Account Message—If you receive a message asking you to join an existing account, select the name of the account that you want to join and select Ask to Join.
  • Join via your account: Use the Account Discovery tool. Or select Account (in the lower-left corner of the Smartsheet window). From the left pane, select Plan Info, and select Join an Account. Fill out the request and select Send.

You'll receive an email message when System Admin is ready to add you to the account.

Information for System Admins

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

With Account Discovery, people at your organization who use Smartsheet for free, or who are trying it out, see your organization's Smartsheet accounts available for them to join. They can request a license from you, and you can approve requests with one click directly from your email.

To allow people at your organization to discover your account and request a license: 

  • You must be a System Admin with a paid license.

  • The account must use a valid domain address that your organization owns—addresses that use common Internet Service Provider (ISP) domains such as @gmail.com don’t qualify.

    The domain the account uses is determined by the email address of the Main Contact. If the main contact changes, the domain may change. 

  • The domain must not have User Auto Provisioning enabled. 

Upgrade a user and grant them a license 

License requests come via email. Select Add to Account in the email to go to the License Requests window in Admin Center.

Activate or deactivate Account Discovery

Pro plan users can't turn off Account Discovery. 

  1. Sign in to Admin Center.
  2. Select the Menu icon at the upper-left corner of the screen.
  3. Navigate to Settings > Security Controls > Permissions.
  4. Under Account Discovery, slide the toggler to activate or deactivate the feature. 

Make sure your account name reflects the name of the department or group that owns it. For example, if you're a System Amin for an account used by the Marketing department at MBF Corp, name the account MBF Marketing to distinguish it from the Accounting department at MBF Corp.

Learn how to change the main contact or account name. 

Join an existing plan

You can start collaborating immediately when a colleague shares a workspace, sheet, dashboard, or report with you. If you need different permissions, or you have a link but no permissions, you can ask for permissions. See Request access to an item for more information.

Information for System Admins

For more information about adding users to your plan, see:

 

Invitation to join a Smartsheet account

Who can use this?

Plans:

  • Smartsheet
  • Pro
  • Business
  • Enterprise

Accept or decline an invitation via email

  1. Search for an email invitation from this email address: user@smartsheet.com.
  2. Select Accept or Decline. The Smartsheet sign-in page displays.

    • If you have a Smartsheet account, sign in using your credentials.

      In the Smartsheet login page, you'll enter your email address and then select continue to reset your password.

    • If you don’t have a Smartsheet account, select Create one to gain access to Smartsheet.

      Create a Smartsheet account if you don't have one
  3. Once you sign in, a pop-up window appears prompting you to accept or decline the invitation.

  4. Select Accept or Decline.

    A confirmation message displays.

  5. Select OK. 

Notes

  • If you were already signed in, you might see a notification asking you to join an account. If you decline the invitation, your account and Smartsheet access remain the same.
  • You can’t see single sign-on (SSO) options until you accept the invitation, as you don’t yet belong to the organization's Smartsheet plan.

For users with a paid Smartsheet subscription

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

  • You don’t have to pay for your previous account. The account that sent the invitation handles all future payments.
  • Your account merges with the plan’s account of the System Admin who sent the invitation.

After you join the account

The new System Admin governs your account. The sheets you create inherit any global account settings that the System Admin configures. This setup impacts your ability to publish from Smartsheet or change custom branding elements.

For System Admins

The System Admin for your organization's account can do these things:

Only Enterprise System Admins can configure security controls.