In summary: User management outside the Smartsheet plan has been centralized in the Admin Center, facilitating licensing, access and governance decisions.
Smartsheet has updated the Admin Center to make it easier to handle users who collaborate in the environment but are not yet part of the organization’s plan. The new experience brings together important actions in a dedicated area.
What changed
On the non-plan users tab, system administrators can add a person to the plan or remove them. Centralization provides greater clarity for licensing, access and governance decisions.
How it works in practice
The administrator consults the list of users identified outside the plan and takes appropriate action in accordance with internal policy. Adding to the plan formalizes user participation; removing requires pre-evaluating the assets, shares and responsibilities associated with it.
Impact for teams
The improvement helps organizations maintain a more organized environment and align actual access with hiring and security rules. It also reduces the time spent locating accounts that require administrative decisions.
How to prepare
Before removing someone, check ownership of spreadsheets, reports and dashboards, participation in automation and the need to transfer responsibilities. Define a periodic review process and record the criteria used to add or remove users.
Availability
The update was announced for Pro, Business and Enterprise plans and depends on system administrator permissions.
FAQ for Non-Smartsheet Users
What are out-of-plan users in Smartsheet?
These are people identified in the environment who collaborate, but are not formally included in the organization’s plan.
Who can manage these users?
The advertised actions depend on system administrator permissions.
What to check before removing a user?
Asset ownership, sharing, automation and the need to transfer responsibilities.
Keep learning about Smartsheet
- Smartsheet Seat Report Gets New Dates and Creator Status
- Smartsheet Announces Integration to Sync Workday Data
- Smartsheet comes to Microsoft Copilot Cowork for multi-step tasks
Count on TaskIT
TaskIT supports companies in the implementation, evolution and governance of Smartsheet. Our team can help assess the impact of this update, structure a pilot and adapt processes, automations, reports and training to safely take advantage of the feature.
Talk to TaskIT to plan the next steps in your environment.
Source: Official Smartsheet Release Notes. Features and availability may be changed by the manufacturer.
