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 an request one from your existing plan.

Join an Existing Smartsheet Plan at Your Organization

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.

In this article:

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 upper-right 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:

  • You must be a System Admin with a paid license to the account.
  • 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 used with any plan you manage must not have User Auto Provisioning enabled. For more information, see Automatically Add Users to an Enterprise Account with User Auto Provisioning.

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

To enable or disable account discovery:

  1. Select Account (in the upper-right corner of the Smartsheet window) > Account Admin > Account Settings.
  2. Click Edit next to Account Discovery. Verify that Enabled is checked and click Save (uncheck the box to disable this feature).

TIP: 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

When a Smartsheet System Admin invites you to join a multi-user plan, you'll you receive an email invitation to join the account. (You may also receive a prompt directly in the Smartsheet application.) Follow the steps in this article to join the account.

NOTES:

Step 1: Click Accept in the Message

You must click the Accept button to be added to the account. If you choose not to accept the invitation, your account and access to Smartsheet will remain unchanged.

The email invitation looks similar to this:

When you click Continue in the email, you'll be directed to a confirmation page where you can accept or decline the invitation to join.

Step 2: What Happens When You Click Accept

When you accept the invitation, you'll be able to access Smartsheet with the user type assigned to you by the System Admin who sent it. For example, if you were granted Licensed User access, you'll be able to create and own sheets in Smartsheet.

To learn more about the various Smartsheet access levels, see the Help article on User Types.

More About What You'll Be Able to Do in the Account That You've Joined

Your account will be governed by the new System Admin. Sheets that you create will inherit any global account settings configured by the System Admin, which can impact your ability to publish from Smartsheet or enable resource management (to name a few examples). For more information about what a System Admin can configure in Global Account Settings, see the Help Article on Global Account Settings.

The System Admin for the account you've joined will be also able to:

  • Transfer ownership of your sheets to other users. (Review the User Agreement for more detailed information.)
  • See your Smartsheet login history. (More on this in the login history article.)
  • Manage the billing information on file and cancel the account at any time. Details on this process here
  • (Enterprise only) Configure the security controls that you use to log in to Smartsheet, control who you can share and send information to, and control who you can add to a group (based on the email address). That is, as part of joining the new account, you'll automatically inherit whatever security controls the System Admin has set up. For details on this functionality, see the Security Controls article.

Additional Details for Paid Users

If you are invited to join an account and you already have a paid Smartsheet subscription, clicking Accept will mean that your account will be acquired by and merged into the account of the System Admin who sent the invitation.

NOTE: An invitation can't be sent to Enterprise System Admins - contact [email protected] for assistance with merging Enterprise plans.

The invitation you receive looks similar to this:

When you accept the invitation, you will retain access to all sheets that you own and you'll no longer be billed for your previous account–future payments will be handled by the account that sent the invitation.

If you are a System Admin on a Business plan (or a legacy plan such as Team), here is how you and users on your account will be affected:

  • All active users on your account will be moved into the account owned by the System Admin who sent the invitation.

    IMPORTANT: The inviting account must have enough available user licenses to cover all licensed users who will be acquired.
     
  • In order for you to retain your own Licensed User, Resource Viewer, Group Admin and System Admin access, the person who sent the invitation must provide you with the same access.
  • All other Licensed Users, Resource Viewers, and Group Managers on the acquired account will retain their existing access levels.
  • System Admins on the acquired account will lose System Admin access (this will need to be re-granted by a System Admin on the account that you’re joining).
  • Groups and resource views set up on the acquired account will be retained.
  • Any global settings on the acquired account will be overwritten. More on Global Settings in our Help Center.