Follow the step-by-step instructions on how to set up a group in Smartsheet.
Create groups in Smartsheet to quickly and easily control access to sheets and workspaces. Add new employees and team members to groups to get them up and running, and remove people from groups to ensure they no longer have access after they leave your organization.
Admin Center: Manage and use Smartsheet contact groups
Group Admins of a Business Plan or Enterprise Plan have access to Group Management in the Admin Center. The Group Management page is where Group Admins can organize contacts into groups. For example, a Group Admin can create a specific group for all employees in the marketing team.
Once a group is set up, anyone on the plan can share and send information to that group.
Create a Group
- In the upper-left area of the Admin Center, select the menu icon.
- Choose Group Management.
- To display the Create Group pane, in the upper-right area of the screen, select Create Group.
- Add the following details:
- Group name (for example, Sales Team)
- Group members
- Optional: Group description
- To add group members in bulk, in the Add Members tab, copy and paste up to 1,000 email addresses from an Excel or .csv file.
- Select Create.
The group will be added to the contact list, and you'll automatically be a member. Learn more about working with Smartsheet contacts.
Manage an Existing Group
A group can be managed by its owner or any System Admin (SysAdmin) on the account.
Group admins will not be able to remove users from groups they don’t own. To remove users, you must be the group owner or system administrator.
To manage the group, select the group name.
After selecting the group name, the Edit Group pane will appear. By default, you’ll land on the Group Details tab. This tab is where you can:
- Change the group name and description; and
- See the group owner and number of members.
To add members to the group, go to the Add Members tab.
You can also select the menu icon to the right of any group to do the following:
|
Use this option |
To do this |
|---|---|
|
Edit Group Details |
Open the Edit Group pane. |
|
View Group |
See a list of all the group members and their current user types, such as Licenced Viewer or System Admin. |
|
Add Members |
Add new people to the group. Once you add new people to the group, they will have access to files the group is shared to. |
|
Transfer Group Ownership |
Transfer ownership of the group to another Group Admin or SysAdmin in the account. |
|
System Admins Only - Generate Group Sheet Access Report |
Create a sheet access report. In this report, you'll see a list of all sheets shared to the selected group in your account. |
|
Delete Group |
Delete the group from the list. This will also remove the group from any sheets it’s currently shared to and any recurring emails being sent to its members. You can’t undo this action, so proceed with caution. |