User types | Smartsheet Learning Center (2024)

Permissions define how each user works with Smartsheet. Learn more about permission-based user types, Admin access types, and more.

PLANS

  • Pro
  • Business
  • Enterprise
  • Smartsheet Advance Package

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Permissions

Permission-based user types help System Administrators understand the users for the plans they manage.

See the information below that matches your plan’s model.

User Subscription Model

Admin-type User Accounts

Smartsheet supports three different admin roles for administrators who manage different aspects of your Smartsheet plan.

When someone has permissions for an Admin role, it doesn’t affect their user type.

Admin access typeDefinitionPaid access needed?
System AdminSystem Admins manage users and adjust plan-level settings for everyone in the account. Best practice is to have more than one System Admin.
See Admin Center: Set security controls for your account and Admin Center: Add, edit, or delete users for more details.
No
Plan Asset AdminPlan Asset Admins manage access requests on items where no other user has Owner or Admin permissions.Yes
Group AdminGroup Admins can create and manage groups based on contacts in their Smartsheet contact list.Yes

Permission-based user types

User typeDefinitionThis information helps youHow to assign a user
ViewerInternal or external users without a license who have only Viewer permissions on assetsUnderstand the value of free use of your planGrant Viewer permissions to one or more assets.
GuestExternal users without a license who have Commenter or Editor permissions on one or more assetsKeep track of external users and their permissionsGrant external user, Commenter or Editor permissions to one or more assets.
MemberInternal or external users who have been assigned a license. They can have full access permission. See more details below.View and manage the user and their access permissionsAssign a license to the user.

If a user’s email address domain matches one of the domains associated with the plan, they’re considered an internal user.

See theUser Subscription Model System Admin overview article for more information.

Legacy Collaborator Model

Admin-type User Accounts

Smartsheet supports three different admin roles for administrators who manage different aspects of your Smartsheet plan.

When someone has permissions for an Admin role, it doesn’t affect their user type.Permission-based user types

Admin access typeDefinitionLicense needed?
System AdminSystem Admins manage users and adjust plan-level settings for everyone in the account. Best practice is to have more than one System Admin.
See Admin Center: Set security controls for your account and Admin Center: Add, edit, or delete users for more details.
No
Plan Asset AdminPlan Asset Admins manage access requests on items where no other user has Owner or Admin permissions.Yes
Group AdminGroup Admins can create and manage groups based on contacts in their Smartsheet contact list.Yes

Permission-based user types

User typeDefinitionThis information helps youHow to assign a user
ViewerInternal or external users who have only Viewer permissions on assetsUnderstand the value of free use of your planGrant Viewer permissions to one or more assets.
GuestExternal users who have Commenter or Editor permissions on one or more assetsKeep track of external users and their permissionsGrant external user, Commenter or Editor permissions to one or more assets.
Unlicensed Admin and EditorInternal or external users who have Admin permissions on one or more assets.Understand the value that your internal/externalusers get from their current access permissionsGrant Admin permissions to one or more assets.

Licensed User

Internal or external users who have been assigned a license. They can have full access permission. See more details below.

View and manage the user and their access permissions

Assign a license to the user.

If a user’s email address domain matches one of the domains associated with the plan, they’re considered an internal user.

See Licensed user details in the Legacy Collaborator Model for more information.

User type report

A System Admin can download a user type report at any time from the Admin Center homepage to help understand and manage the plan users.

For User Subscription Model plans, System Admins can also download the report from the Manage true-up page.

The report lists all active users associated with the plan and includes the following details by user:

  • Email and domain
  • User type and Admin access types
  • Permissions
  • Activity

See User type report details for more information.

Download a user type report

  • On the Admin Center homepage, under User Accounts, select Download user type report.
  • Or, on the User Management page, select More Actions > User Type.

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The report includes all active users associated with the plan. Generating the report for plans with a large number of users can take a little time.

Other user types

Smartsheet continues to support the following user types.

Free users

Check the section that applies to the model your plan uses: User Subscription Model or Legacy Collaborator Model. Not sure which model your plan uses? Ask a System Admin if there’s a Manage true-up page in Admin Center. If there is, your plan uses the User Subscription Model. See theUser Subscription Model overview article for more information.

User Subscription Model

In Business and Enterprise plans, there are two types of free users: Viewers and Guests. In Pro plans, there are only Viewers. See theUser Subscription Model overview article for more information.

Legacy Collaborator Model

Free users are important participants in collaborating on the work that you manage in Smartsheet.For more information, see the Getting started for Viewers and Guests learning track.

Resource Management User Types

Resource Viewer

Resource Management by Smartsheet is available to all new customers, so new plans do not include Resource Viewers.

Resource Viewers in Legacy Resource Management can track everyone in the account's allocation percentage across all sheets. As a Resource Viewer, you must have a user license under a Business or Enterprise account. See Legacy resource allocation with project resource view for more details.

Connector-specific user types

See Connector user types for details.

User types | Smartsheet Learning Center (2024)
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