User Types and Permissions

User type and permission level both impact how you can interact with Smartsheet.

Learn about Smartsheet user types.

Account-Level User Types for Multi-User Plans

Your user type designates what you can and can't do with your Smartsheet account. Your user type is NOT related to the access you have in sheets. Your sharing permission level (Viewer, Editor, or Admin) designates what you can and can't do within a sheet and may vary from sheet to sheet. For more information about sharing permission levels, see our article on Sharing Permission Levels.

NOTE: The features here are not available for single-user plan types. Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.

Smartsheet has the following user types:

There are also user types specifically for our premium Smartsheet for Jira and Smartsheet for Salesforce Connectors.

Smartsheet for Jira Connector:

Smartsheet for Salesforce Connector:


System Admin

System Admins are designated to manage users and adjust settings for everyone in the account.

Details on this are available in the Managing Users in a Multi-User Plan help article.

NOTE: A System Admin does NOT need to have a license.
 


Group Admin

Group Admins are able to create and manage groups (for more on groups see: Create and Manage Smartsheet Contact Groups) based on contacts in their Smartsheet Contact List (see the Contact List article for more info). Anyone on the account can share and send information to the groups created by the Admin.

NOTE: A Group Admin needs to also have a license.


Resource Viewer

Resource Viewers are able to track everyone in the account's allocation percentage across all sheets. A Resource Viewer needs to have a user license under a Business or Enterprise account. (More information on this feature is available in the Resource Views help article.)

NOTE: While a license is required to become a Resource Viewer, everyone on the account (both licensed and unlicensed users) can be tracked as a resource by the Resource Viewer.


Licensed User

The owner of an Individual (or legacy Advanced) account is a Licensed User. On a Business or Enterprise account, the System Admins can assign licenses to multiple users from the User Management form. Licensed User functionality is also available to users participating in a 30-day free trial.

A license is required to do the following:

  • Create and own sheets and templates
  • Create and own reports (not available on the Individual plan)
  • Insert and delete columns (also requires Sheet Owner or Admin access to the sheet)*
  • Change column properties (also requires Sheet Owner or Admin access to the sheet)
  • Hide/unhide columns (also requires Sheet Owner or Admin access to the sheet)
  • Create and modify forms (also requires Sheet Owner or Admin access to the sheet)
  • Request backups of sheets
  • Obtain Resource Viewer or Group Admin access on a Enterprise or Business account
  • View Activity Log
  • Create automated update requests and approval requests. (See Automate Your Work Process with Alerts and Actions for more information.)

*If moving rows to another sheet requires the creation of new columns, you must have a license and be shared to the destination sheet with Admin permissions.

Licensed Users can be shared on any amount of sheets, but can only create a certain amount, based on your Smartsheet paid plan type.


Unlicensed User

Unlicensed users are part of a Business or Enterprise account but aren't able to create or own sheets. They don't count against the user limit of the account. Resource Viewers can track tasks assigned to these users, and System Admins can manage their accounts as described above. Unlicensed users can access shared sheets as Viewers (read-only), Editors (edit cell data), or Admins (manage the sheet), and can even re-share them depending on the sharing access level they were assigned.

To add an unlicensed user to a Business or Enterprise account, uncheck the Licensed User box when sending the invitation. Learn more about Managing Users in a Multi-User Plan.

NOTE: If an unlicensed user is shared to a sheet as an Admin, they won't be able to create and manage forms on the sheet or insert, rename, delete, hide/unhide, move or change the properties of columns. These features are available only to the sheet owner and licensed users with Admin sharing permissions.


Free Collaborator

Free collaborators can be shared on any amount of sheets, but they can't create their own. They can access shared sheets as Viewers (read-only), Editors (edit cell data), or Admins (manage the sheet), and can even re-share them depending on the sharing access level they were assigned. 

NOTE: If a free collaborator is shared to a sheet as an Admin, they won't be able to create and manage forms on the sheet or insert, rename, delete, hide/unhide, move or change the properties of columns. These features are only available to the sheet owner and licensed users with Admin sharing permissions.


Connector-Specific User Types

If your organization has purchased Smartsheet for Jira or Smartsheet for Salesforce Connectors, any System Admin can control who can access the respective Connector.

NOTE: These user types are only available to people that have purchased the Salesforce or Jira Connector. (More information on the Connectors can be found here.)

Smartsheet for Jira User Types

Smartsheet System Admins can control what level of access someone has to the Smartsheet for Jira Connector, if any. Check out Smartsheet for Jira for more information on the Connector.

NOTE: You must be a licensed user in Smartsheet and have a Jira account in order to use the Smartsheet for Jira Connector.

Jira Connector Admin

Jira Connector Admins are designated by a Smartsheet System Admin to install and configure Smartsheet for Jira.

A Jira Connector Admin can:

  • Set up Smartsheet for Jira by connecting the Jira host with Smartsheet, assuming you are also an administrator in the Jira application. Check out the Smartsheet for Jira Connector article for more information.
  • Designate others in the Smartsheet account as Jira Users.
  • Troubleshoot any workflows created by Jira Users by disabling them.

Jira Connector User

Smartsheet for Jira Connector Users can create workflows with Smartsheet for Jira that synchronize information between the two applications. 

See Smartsheet for Jira Connector: Creating and Editing Synchronization Workflows for more information on creating workflows with this Connector.


Smartsheet for Salesforce User Types

Smartsheet System Admins can control what level of access someone has to the Smartsheet for Salesforce Connector, if any. See Smartsheet for Salesforce for more information on the connector. 

NOTE: You must be a licensed user in Smartsheet and have a Salesforce account in order to use the Smartsheet for Salesforce Connector.

Salesforce Connector Admin

Salesforce Connector Admins are designated by a Smartsheet System Admin to configure the Connector.

As a Salesforce Connector Admin, you can:

  • Set up Smartsheet for Salesforce by connecting your Salesforce host with Smartsheet (you must also be an administrator in Salesforce). Check out Smartsheet for Salesforce Connector: Admin Setup for more information.
  • Designate others in the Smartsheet account as Salesforce Connector Users.
  • Troubleshoot any workflows created by Salesforce Connector Users by disabling them.

Salesforce Connector User

Smartsheet for Salesforce Connector Users can create workflows with the Salesforce Connector that synchronize information between the two applications. 

See Smartsheet for Salesforce Connector: Sync Smartsheet Data with Salesforce for more information on creating workflows with this Connector.


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Infographic: User Types and Sharing Permissions Explained

One of the benefits of Smartsheet is the variety of ways that you can use it to share information. As you get oriented to using Smartsheet, you'll be more effective if you understand the differences between sharing permission levels and Smartsheet account user types. Here's an overview of the differences:

  • Sharing permission level is set by the person who shares with you.
  • User type is set when an administrator adds you to an account or when someone gives you access to Smartsheet by sharing a sheet with you (if you've been given access this way, you'll have the user type of free collaborator).

Use these visual guides to get up to speed with how sharing works in Smartsheet and how to distinguish sharing permissions from user types.

DOWNLOAD THESE PDF GUIDES


Learn about Smartsheet sharing permissions

Sharing Permission Levels

When you share a sheet with someone, you can specify the sharing permission level with Viewer, Editor, or Admin level access to it. The permission level determines the features available to a collaborator for the item you're sharing (a sheet, report, or workspace for example).

In this article:

If you are looking for information about sharing permission levels for sharing a dashboard, please see Sharing a Smartsheet Dashboard.

The sharing permission level on a sheet isn't related to your account user type. For example, it's possible to be a System Admin on a multi-user account with only Viewer access to a particular sheet; or, you could be a free collaborator with Admin access to a sheet.

To learn more about the difference between permissions and account user types, see the visual guide Infographic: User Types and Sharing Permissions Explained or review our help article on User Types.


Sharing Permission Levels on Sheets

Viewer

  • View all the sheet data, including comments
  • Export the sheet
  • Use the Save as New command to save the sheet as a new sheet
  • Send the sheet, or rows through email to themselves or others
  • Download attachments
  • Set own reminders and notifications
  • Sort rows and freeze columns for their own purposes, but can’t save these changes
  • Filter data in sheets with the "Unnamed Filter"
  • Apply saved filters (not available in single-user plan types)
  • No editing or sharing power

Editor

All functions available to Viewers, and the following:

  • Edit unlocked rows and columns
  • Insert rows
  • Delete unlocked rows
  • Add new attachments and comments
  • Sort unlocked rows and freeze columns
  • Filter data in sheets, name filters to save them 
  • Send Update Requests
  • Share with others if allowed
  • Move rows within the sheet or to another sheet

    NOTE: If you move or copy rows to another sheet, the destination sheet must have the same column names as the source sheet. If the two sheets have different column names, the copy or move will create new columns. You must have a license and be shared to the destination sheet with Admin-level permissions to create new columns in it. For more information about moving rows, see Move Rows, Columns, or Cells.

Admin

All functions available to Editors, and the following:

NOTE: Some features listed above are only available to licensed Admins. For more about managing users on a multi-user plan, see Managing Users. (Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.)

Sheet Owner

All functions available to Admins, and the following:

NOTE: When using a workspace, any collaborator with Admin access to the workspace will also have the ability to delete and re-name the sheets it contains. If a sheet is deleted from a workspace it's recoverable for 30 days from the Admin and sheet owner's Deleted Items folder.


Sharing Permission Levels on Reports

Viewer

  • Refresh and run the report to update its content
  • View all report data in all columns, including comments (if they're also shared to the underlying source sheets)
  • Export the report
  • Download attachments
  • Send the report through email to themselves or others
  • No editing or sharing power

Editor

All functions available to Viewers, and the following:

  • Edit unlocked rows and columns (if they also have permission to the sheets)
  • Add new attachments and comments
  • Freeze columns
  • Enable or disable Highlight Changes
  • Share with others if allowed

Admin

All functions available to Editors, and the following:

  • Change the sharing permissions of other collaborators (for example, from Editor to Admin)
  • Edit unlocked rows and columns
  • Modify the Report Builder criteria
  • Sort the report
  • Add, re-arrange, and remove columns from the report

Report Owner

All functions available to Admins, and the following:

  • Re-name the report
  • Delete the report

NOTE: When using a workspace, any collaborator with Admin access to the workspace will also have the ability to delete and re-name the reports it contains. If a report is deleted from a workspace it's recoverable for 30 days from the Admin and sheet owner's Deleted Items folder.