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.

NOTE: 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 Sharing Permission Levels.

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 the premium apps Smartsheet for Jira Connectors and Smartsheet for Salesforce Connector.

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.

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.

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.)

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 number of licensed users available to your account will vary by account type:

  • An Individual account has only one licensed user: the licensed user is the owner of the account.
  • A Business or Enterprise account can have multiple licensed users. Any System Admin can assign licenses from the User Management form. 
  • If you are participating in a 30-day free trial you are also considered a licensed user.

 

Capabilities that involve creating, owning, administering, or driving a process, program, or project in Smartsheet require a paid license. For example, a license is required to do the following:

  • Create and own sheets and templates (the number of sheets that you can create and will depend on your plan type)
  • Create, own, and manage reports
  • Create workspaces
  • Publish sheets, reports, and dashboards
  • Insert and delete columns*
  • Change column properties*
  • Hide/unhide columns*
  • Create and modify forms*
  • Lock columns and rows*
  • Create and edit update requests, automated actions, and workflows
  • Create sheet-level reminders, and row reminders for other users
  • Request backups of sheets
  • Obtain Resource Viewer or Group Admin access on a Enterprise or Business account
  • View Activity Log
  • Create, delete and edit shared filters
  • Create conditional formatting rules
  • Send rows
  • Edit project settings

* These activities require Owner- or Admin-level sharing permissions to the sheet.

 


Free User

Free users (Unlicensed Users and Free Collaborators) are important participants in collaborating on the work you manage in Smartsheet. Free users can view, edit, and update sheets and reports within the platform. (Creating, owning, administering, or driving a process, program, or project in Smartsheet requires a paid license.)

If a free 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 only available to the sheet owner and licensed users with Admin sharing permissions.

For a full list of permissions available to licensed users, see the Licensed User section above.

Unlicensed User

Unlicensed users are part of a Business or Enterprise account but aren't able to create or own sheets. An unlicensed user doesn'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.

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. 


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.

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.

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. 

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.

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). If you create an item, you are the Owner of that item.

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-level sharing access to a particular sheet; or, you could be a free collaborator with Admin-level sharing 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.

Some features listed here are available only to licensed customers. Not sure whether you have a license? See Identify Your Smartsheet Plan and User Type.


Sharing Permission Levels on Sheets

Sheet Management

Available OptionsViewerEditorAdminOwner
View all sheet data, including commentsYesYesYesYes
Edit unlocked rows and columns in a sheetNoYesYesYes
Edit cells in locked columns or rowsNoNoYesYes
Insert rowsNoYesYesYes

Insert, rename & delete columns, change column properties*

Learn more >

NoNoYesYes
Move columns within a sheet*NoNoYesYes

Hide or unhide columns*

Learn more >

NoNoYesYes
Move rows within a sheetNoYesYesYes
Move rows to another sheet

Learn more >
NoYesYesYes

Lock or unlock columns and rows*

Learn more >

NoNoYesYes
Delete unlocked rowsNoYesYesYes

Edit conditional formatting rules*

Learn more >

NoNoYesYes
Enable or disable Highlight Changes in a sheet or reportNoYesYesYes

Export a sheet or report

Learn more > 

YesYesYesYes
Sort unlocked rows and freeze columns without savingYesYesYesYes
Sort locked rowsNoNoYesYes
Save changes after sorting rows or freezing columnsNoYesYesYes
Add new attachments and comments in a sheet or reportNoYesYesYes
Download attachments in a sheet or reportYesYesYesYes
Filter data in sheets with the "Unnamed Filter"YesYesYesYes
Name filters to save themNoYesYesYes
Apply saved filters (not available in single-user plan types)YesYesYesYes
Create, edit, and delete shared filters (not available in single-user plan types)*NoNoYesYes

Use the Save as New command to save the sheet as a new sheet*

Learn more >

YesYesYesYes

Save a sheet as a template*

Learn more >

YesYesYesYes

Rename a sheet or report

Learn more >

NoNoNoYes

Delete a sheet or report/restore a deleted sheet or report

Learn more >

NoNoNoYes

NOTE: Any collaborator with Admin access to a 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.

*Available only to licensed users

Collaboration

Available OptionsViewerEditorAdminOwner
Share a sheet or reportNoYesYesYes
Change the sharing permissions of other collaborators (for example, from Editor to Admin)NoNoYesYes

Send a sheet or report via email to self or others

More info>

YesYesYesYes
Send rows via email to self or others*YesYesYesYes

Publish a sheet or report (business and enterprise accounts only)*

Learn more >

NoNoYesYes

Create and manage forms*

Learn more >

NoNoYesYes
Send and edit Update Requests*NoYesYesYes

*Available only to licensed users

Automation

Available OptionsViewerEditorAdminOwner
Create and edit own row-level remindersYesYesYesYes
Create and edit sheet-level reminders for self or others*NoNoYesYes

Create and edit automated workflows (e.g., notifications, approval requests, and automated update requests)*

(Can disable or delete any automated workflows for themselves)

NoNoYesYes

*Available only to licensed users

Project Management

Available OptionsViewerEditorAdminOwner

Enable dependencies on a project sheet*

Learn more >

NoNoYesYes
Edit dependency settings*NoNoYesYes

*Available only to licensed users

Reports

Available OptionsViewerEditorAdminOwner
View all report data in all columns, including comments (if user is also shared to the underlying source sheets)YesYesYesYes
Refresh and run the report to update its contentYesYesYesYes
Edit unlocked rows and columns (if user also has editing permission in the source sheets)NoYesYesYes
Freeze columnsNoYesYesYes
Modify the Report Builder criteria*NoNoYesYes
Sort the reportNoNoYesYes
Rearrange columnsNoNoYesYes
Add and remove columns*NoNoYesYes

*Available only to licensed users

Reports in Workspaces

Anyone with Admin-permissions to a workspace will 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.