User Management

The System Administrator is responsible for adding, managing, and removing users from your Smartsheet multi-user account. Review best practices for setting up and managing the users in your account.

We’ll explain the differences between free users, licensed users, group admins and System Admins, plus demonstrate how to generate reports that show how your organization uses Smartsheet.

System Admins should add both licensed and unlicensed users to their multi-user plan in order to effectively manage all users in their plan.

Admin Center overview

APPLIES TO

  • Smartsheet
  • Pro
  • Business
  • Enterprise
  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

System Admins and Group Admins can log into the Admin Center.

Admin Center home

The Admin Center homepage displays a summary of your plan and users: remaining licenses, pending tasks, and account settings. It gives you access to plan insights and user account information, including permission-based user types and Admin access types. You can download a detailed user type report.

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Admin Center home page with Tasks, User accounts, Plan Insights, and more.

A filled bubble indicates a setting is active. Settings are plan dependent; an upgrade icon  means you must upgrade to access that setting. Warning icons indicate a setting that requires attention; hover over the warning to learn more. 

Go to Admin Center and select the Menu icon at the upper-left corner of the screen to navigate to:

  • User Management
  • License Requests
  • Group Management
  • Governance Controls
  • Plan Insights
  • Domain Management
  • Settings
  • Plan and Billing Info
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The Account menu includes User Management, Group Management, License Requests, Plan and Billing Info, and more.


 

For information about User Management:

For information about Group Management:


License Requests page

The license request page displays all free users on your plan who have requested a license. This list displays the requester's name, email address, the age of their request, and a message from the requester if they’ve included one.

You can use the actions on the right to decline or grant license requests.

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License Requests page showing a request and links to decline or grant license.

If you activated Account Discovery, you will also see requests from Viewers or Team Members on your domain who want to join your plan.

Admin Center: Add, edit, or deactivate users

APPLIES TO

  • Business
  • Enterprise

RELATED CAPABILITIES

Who can use this capability?

System Admins can log in to the Admin Center and access User Management

Log in to Admin Center

To access User Management, log in to Admin Center then select User Management from the menu in the upper left corner.

Assign more than one System Admin to your account just in case the main System Admin isn't available. Learn more about user types.   


Add users individually

  1. Select Add User at the top left of the User Management page.
  2. Fill out the user details in the Add User panel on the right.
  3. Select Invite to send that user an invitation. The user must accept the invitation to become an active member of your organization.

    To find users with a specific status (unlicensed, active, etc.), select Show All Users at the top right and then make your selection.

Errors when adding users

A user can belong to multiple plans but must use a unique email for each plan. If you invite a user to your plan with an email that's already in use for a different plan, you will receive the error message: This person belongs to another account. 

To correct this, the user can provide a different email address so that you can re-invite them with the new address. The user can also ask the System Admin for their other plan to remove them from that plan. Learn more about managing email addresses associated with your Smartsheet plan.

Smartsheet doesn't recognize distribution lists as valid email addresses for new accounts or as destinations for automated communications in a workflow.

Edit user properties

  • To edit users individually, select a name from your User Management list. Make your changes in the right Edit User panel.
  • To access additional actions for the user, select at the top right. Learn more.
Use this pageTo do this
General InfoEdit the user's name and roles, premium application roles, and view their primary email address.
ProfileEdit the user's title, department, company, phone numbers, and job category.
GroupsSee the groups the user is part of, and view the group details or remove them from the group.
Alternate Emails *Add alternate email addresses to the user's account, or make an alternate email address their primary. Note that users can delete alternate email addresses from User Management.

If you add an alternate email address, a confirmation email is sent to that address. The user must confirm the change before the alternate email is successfully added.


Add users in bulk

To add multiple users at a time, you must create a comma-separated values (CSV) file that contains the names and email addresses that you want to use. Each CSV file you upload is limited to 1,000 rows; therefore, you can only add up to 1,000 new users per CSV file.

Once you've done that, you can import the list via the User Management page.

If your CSV file includes the email addresses of anyone that has already been added to your plan, they won’t be added again.

  1. Select More Actions at the top left of the User Management page.
  2. Select Import Users….

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    Import users option
  3. Follow the steps in the Import Users pop-up window to create a CSV file containing the names, email addresses, and roles that you want to add:
    • Download the template file
    • Enter users’ information and assign roles
    • Upload the CSV file

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      Import Users form
  4. Select Import.

    A confirmation email is immediately sent to all the email addresses listed in the CSV file. Recipients must select Accept in the email to be incorporated into the team or Enterprise plan.

Keep this in mind
  • Any sheets created by or shared to the user remain available to them even after they accept the invitation to join your plan.
  • Adding users to the plan enables you and everyone else listed on the User Management screen to assign rows of tasks to the user from a contact list column.
  • Licensed users you invite inherit your color settings and logo on their Smartsheet plan, unless they've already set up their own branding in Smartsheet. This helps facilitate consistent branding across your sheets.
  • By default, all users on the team are listed on the screen. You can filter the list by user type (Licensed, non-licensed, Admin, non-Admin, Resource Viewer, etc.) via the drop-down list at the top. You can also type into the text field to search for users by name or email address.

Here's an example of how to format your CSV file:

First nameLast nameEmail
SallySmartsally.smart@smartsheet.com
IanIntelligentian.intelligent@smartsheet.com
DaveDiligentdave.diligent@smartsheet.com

Edit user properties in bulk

Use the Bulk Update Basic Permissions… option to change the user types for multiple users in your plan all at once. You can do this by downloading a user list as a CSV file, making changes to the values in the user list, and then uploading the list back to Smartsheet.

This method of editing allows you to revoke user licenses; you may need to transfer Owner permissions from users after doing that.

You can’t use the Bulk Update Basic Permissions... option to edit the user type for users that have a status of Invited. You can edit these properties only if the user has accepted the invitation to the plan.

To bulk-update users:
  1. Select More Actions at the top left of the User Management page.
  2. Select Bulk Update Basic Permissions...

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    Update user permissions in bulk option
  3. Follow the steps in the Bulk Update Basic Permissions pop-up window to update user attributes.
    • Download the user list
    • Update user roles
    • Upload the CSV file

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      Update user permissions in bulk form
  4. Select Import.

Premium apps and Connectors

You can edit user roles and permissions for Premium Applications and Connectors.

  • To enable or revoke access to premium applications and connectors on your account, toggle the sliders for each user.
  • To make bulk changes to roles and permissions, select the Bulk Update Premium App Permissions option on the User Management page. Learn more.
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Premium app toggles in Admin Center