Adding Members to Account - ACCEPTANCE Required?

Christine Cao
Christine Cao ✭✭
edited 11/23/23 in Smartsheet Basics

Hello Community,

In order to leverage the Legacy resource View functionality, one of the prerequisites is to add members to the Smartsheet Account. Many of the resource we want to ASSIGN to project tasks will not be licensed ACTIVE users but we still want them to be "assigned" in order to see their allocation.

When we upload a large list in bulk, the system generates an EMAIL notification out to everyone added asking them to "ACCEPT". This email gets overlooked or they decline accidently because they don't use SS.

QUESTION - The system seems to require user to click "ACCEPT". Is there a way to avoid this acceptance? Especially for users that will not be technically using SS? Trying to avoid having to follow-up with people needing to "ACCEPT".

Thank you

Answers

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @Christine Cao

    Your members do not need to "Accept", but they will be removed if they click "Decline". Here's more information: Set up people on your account as resources

    Only people that have been added to your account can be tracked by resource management. This includes people who are licensed, unlicensed, invited, and active

    This means they can stay in the "invited" status to be counted.

    Cheers,

    Genevieve

  • Hello @Genevieve P.

    To confirm, if they never click "accept" and their status remains in "Pending" state, they can still be tracked in resource management correct? When I was looking at their resource allocation view, it didn't appear to aggregate and display their allocation so I wanted to confirm. Decline for sure removed them but what about "Pending"?? That's the question since there's a lot of users in this state because they didn't click "accept". Thank you and appreciate your assistance

    Christine

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @Christine Cao

    Yes, you are correct! Users in a "Pending" state (invited but not accepted) can still be tracked in Resource Management.