Adding users to edit your project plan

EProsser

I have me and two peers who work for the same organization. We have the same domain in our emails (fname.lname@companyname.com). I have a Pro account and I shared my project with these two individuals. I used their email addresses and assigned them editing rights. They cannot edit anything (the ability to add a task, edit a task or change anything on the project). They do NOT need to "create" anything. Just edit. 

I read that external users cannot edit. Depends on what is an external user. Are my peers external? Do I have to upgrade to business or enterprise? I just need less than 10 people who can edit the project (or at least participate in adding, changing, deleting tasks, plugging in dependencies, duration, etc. all the simple stuff.

What do I need to do in order to have this capability?

I sent in a request for support... dead air. Still in a pending state over a week later. Does anyone know the answer? I'm the only one using Smartsheets to run a project. Just me. All others are looking at my project plan and participating, but have no need to create anything else. Just edit.

So the question is:

1) How can a non-licensed user participate on a project plan?

2) Do I need to have a certain License level to enable #1 to happen?

3) What license level will make that work?

4) Is there anything else that would be helpful that I'm not asking in relation to this?

Paul Newcome

The limit of 10 people is based on sharing regardless of their permissions.

If you have 9 people shared to the sheet as a Viewer and then try to add 2 more people as an Editor, only one would be able to edit as any more than 10 can only view.

If you only need a few people to edit the sheet but more than that need to be able to view it, you can share just those editors to the sheet then publish it and give the viewers access to the published version.

EProsser

This is good info and makes sense! So here is my experience right now. I have a single license (Pro). I invited two users (my peers) as editors. Same domain emails. They cannot edit anything.

My question is why? Do I need a Business License? Enterprise? or does anyone who wants to edit, they are required to have a license?

Paul Newcome

I just checked out their pricing page, and it does in fact look like they need to be assigned a license to edit if you are on a Pro plan.

@Genevieve P. Are you able to confirm?

Andrée Starå

Hi @EProsser

I hope you're well and safe!

@Paul Newcome

I can confirm that editors need a license.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Genevieve P.

Thanks for the tag, @Paul Newcome!

@EProsser I can confirm that on a Pro Plan, collaborators need to have a license on that specific Pro Plan to edit sheets.

Business and Enterprise plans can collaborate with free users (people without licenses).

Here's the documentation on this that may help explain further: Sharing and widgets in the Pro plan

Cheers,

Genevieve

Paul Newcome

@Genevieve P. Thank you for confirming.

@Andrée Starå That's what I saw, but wasn't sure if I was reading it right. It didn't used to be that way on the basic plan.

Andrée Starå

@Paul Newcome

No, that changed with the Pro plan, and if I'm not mistaken, it also changed in some way after the initial launch.

EProsser

This is super helpful! Basically, to resolve what I'm trying to do, I need the Business Plan. Oy! I know I read that in the documentation, but I was also seeing folks say that it wasn't needed. Thanks for clarifying and the history helped (knowing in the past it wasn't that way). Thank you!!