System Admins should add both licensed and unlicensed users to their multi-user plan in order to effectively manage all users in their plan.
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.
Video MP4
Admin Center Overview
Admin Center allows System Admins and Group Admins to administer and govern their Smartsheet account. Use the Admin Center to manage users, groups, and license requests, as well as to see an overview of account settings.
To access the Admin Center, log in with your Smartsheet credentials at https://admin.smartsheet.com/
Admin Center Home Page
When you log in to Admin Center, you’ll be taken to the Home Page where you can see a summary of your account and users, remaining licenses, pending tasks, and account settings. For information about each global account setting, see Manage Global Account Settings.
You can see all of the account settings along with their current state. If the bubble is filled, then that setting is enabled. Certain settings may not be accessible, indicated by an upgrade icon 
Select the menu icon at the top-left corner to navigate to User Management, Group Management, License Requests, or Plan and Billing Info.
For information about User Management:
- Admin Center: Bulk Actions and More with User Management.
- Admin Center: Add, edit, or deactivate users.
For information about Group Management:
Admin Center: Manage and Use Smartsheet Contact Groups.
License Requests Page
On the License Requests page, you’ll see a list of all the free users in your account that have requested a license to create sheets and other content. This includes their name, email address, the age of their request, and a message from the requester if they’ve included one. You can Decline or Grant License using the actions on the right.
If you’ve enabled Account Discovery, you will also see requests from external collaborators on your domain who want to join your plan.
Admin Center: Add, edit, or deactivate users
User Management features in the Admin Center allow you to add, edit and deactivate, users individually or in bulk. You can also generate various user reports, transfer ownership of items, and revoke access to your account's shared Smartsheet items from external users.
With User Management, you can define the roles and user types of people in your account, and you'll want to assign more than one System Admin to your account just in case the main System Admin isn't available. For more information about user types, see Account-Level User Types for Business and Enterprise Plans.
- To access User Management, log in to Admin Center then select User Management from the menu in the upper left corner.
Add or edit individual users
To add a user to your account, select the Add User button at the top left of the User Management page, then fill out the user details in the Add User panel that opens on the left. Once you've filled out the details, select Invite to send that user an invitation. The user will need to accept the invitation before they are officially an active member of your organization.
The user needs to accept the invitation before they are officially an active member of your organization.
To edit individual users, select a name from your User Management list. On the left-side Edit User panel, you can make various changes. See the table below:
|
Use this page |
To do this |
|---|---|
|
General Info |
Edit the user's name and roles, premium application roles, and view their primary email address. |
|
Profile |
Edit the user's title, department, company, phone numbers, and job category. |
|
Groups |
See 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 one. |
* If you add an alternate email address, a confirmation email will be sent to that address. The user must confirm the change before the alternate email is successfully added.
Select the More icon 
at the top right to access additional actions for the user.
|
Use this option |
To do this |
|---|---|
|
Transfer Owned Items... |
Transfer all of the user's items to another licensed user in your account. For more information, |
|
View Group Membership... |
See the names of all contact groups the user is part of. You can also remove them from specific groups or view the group details. |
|
Download Sheet Access Report... |
Download a CSV of all the sheets that the user is shared to within your Smartsheet account. |
|
Send Password Reset Email |
If you have Email + Password authentication enabled, send the user a link to reset their password. |
|
Remove from Groups |
Remove the user from all groups in your account. |
|
Remove Sharing |
Remove the user's sharing access to all sheets, reports, dashboards, and workspaces in your account that they don't own. |
|
Deactivate user |
Revoke a user’s access to Smartsheet and enable their license to be reassigned. Content owned by the user is retained within its existing ownership structure and sysadmins can transfer ownership of assets as needed. See Revoke access or deactivate a user in your account. |
If you add an alternate email address, a confirmation email will go to that address. The user must confirm the change before the alternate email is successfully added.
Smartsheet doesn't recognize distribution lists as valid email addresses for new accounts or as destinations for automated communications in a workflow.
User roles and permissions
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 More Actions dropdown on the User Management page.