What happens when a licensed Smartsheet user leaves the company? How do you transfer owned sheets to another person or remove the user altogether? How do you add non-licensed users to your Team, Business, or Enterprise account?
These issues all fall under the realm of the SysAdmin. The SysAdmin is a role specific to Team, Business, and Enterprise plans. They are in charge of managing the account by adding, editing, and removing users, and transferring ownership or removing access to shared sheets.
In other words, the SysAdmin is responsible for managing users. And a lot can change when managing dozens, or even hundreds, of users.
Here are four ways for SysAdmins to best manage their Team, Business, and Enterprise accounts:
1. Invite a member from the finance department
Invite a member of your billing or finance department to the account so he or she can easily login and download receipts of payment and update billing information at any time.
Click Account > User Management > Add User to send an invitation to your finance representative's email address. Check the box to offer SysAdmin access, and un-check the box for Licensed User access.
By un-checking the box for Licensed User access, the finance representative won't be able to create sheets and the extra member won't count against the user limit included with your subscription.
As a SysAdmin, the finance representative will be able to login to Smartsheet and click Account > Account Admin to View Receipts & History as well as Edit the Address & Payment Info on file for the account.
2. Add a backup SysAdmin
Unless you provide SysAdmin access to someone else, you are the only person who is able to invite or remove users on the account, cancel or change the subscription, or transfer sheets between users. Though this may not initially pose a problem, but what happens if you're on vacation and for security reasons, someone needs to be bulk removed from all sheets immediately? Or, what happens if you move to a new position at another company, but your old company wants to continue using Smartsheet?
To prepare for this, invite an alias email address (e.g. [email protected]) to the account as a SysAdmin, and similar to the above tip, un-check the Licensed User option. We do not recommend inviting an alias as a Licensed User as this could lead to sheet collaboration issues.
The idea is that the alias would be a last resort, a backup option, as opposed to a regular user of Smartsheet. In the event that the main SysAdmin is no longer with the organization, or is not available to manage the account, someone else at the organization would be able to login with this alias and make changes.
3. Add non-licensed users to the account
Invite non-licensed users by un-checking both the Licensed User and SysAdmin boxes when adding a user (Click Account > User Management > Add User). There is no limit to the number of non-licensed users you can have on your Team, Business, or Enterprise account.
Without a license, the user won't be able to create sheets or perform actions reserved only for paid users (like inserting columns) and will essentially be accessing Smartsheet as a free collaborator. However, there are several reasons to invite non-licensed users to the account:
- You can assign non-licensed users to tasks and track their allocation in resource views.
- You can track non-licensed users' login history and system details.
- Non-licensed users are included in the Sheet Access Report and User List that you can download as a SysAdmin to review which sheets users can access.
- Inviting people to the account will prevent them from inadvertently entering into a 30-day free trial or purchasing their own subscription to Smartsheet.
4. Manage a licensed user who leaves the company
Understand the options available when someone on the Smartsheet account leaves the company or moves to a new position. Click Account > User Management, then right-click on the email address of the user to review options for managing his or her account:
- Transfer owned sheets to another user: Move all sheets to another licensed user who will be responsible for managing the projects going forward. The new owner needs to be on your Team account as a licensed user. After the transfer, any sheets located in a workspace will still be located in the workspace. Any sheets not located in a workspace will be moved into a single folder called "transferred from <old user>" on the new owner's Home tab. The previous owner will still be shared to the sheets in case he or she still need to access the data. All other shared collaborators will retain their access to the sheets and won't be affected by the transfer
- TIP: In some cases, you may want to transfer sheets to someone who isn't yet on the Team account. If you've reached your user limit, you won't be able to invite the new person as a licensed user. To resolve this, right-click on the person who currently owns the sheets, select Edit User, and remove the Licensed User access. This will free up a license so you can offer it to the new user. It will also temporarily make sheets owned by the user read-only until they have been transferred.
- Remove user sharing access: Use this option if the user has left the company or should be removed from all of your sheets for any other reason. The user will still be able to login to Smartsheet, but will no longer have access to any of the sheets.
- Delete user: This removes the user from your Team, Business, or Enterprise account. The user will still be able to login to Smartsheet, but his or her account will be flagged as a separate free collaborator account, not associated with your Team. The user can purchase his or her own subscription to continue using Smartsheet if desired.
If you’re interested in more specifics about managing users in your Smartsheet Team, Business, or Enterprise account as a SysAdmin, this article from our Help Center has more details.