Preparing for New User Subscription Model

May I get my understanding clarified please?

If someone is on the legacy Business Plan model with let say 15 paid licenses, but they share their sheets with 50 Editors (currently free collaborators (using same email domain)). When they renew they will need to renew at 65 Licenses? Is this correct?

If, lets say 25 of those current Editors are not really utilising Smartsheet for editing and they are really just Viewers (with Editor permission), how does one go about addressing this prior to renewal?

Do we just adjust their permissions across all sharing to Viewer? Can this be achieved centrally, or do we need to edit each workspace/sheet/item share individually?

If this change is completed prior to renewal quote, will it make a difference?

Thanks for any clarification on how to prepare and adjust editors prior to renewal quotes.

Kind regards

Debbie

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Debbie Sawyer

@Genevieve P. can you offer any guidance at all Genevieve?

Isaac A.

Hi @Debbie Sawyer!

To answer your first question, the 50 additional users currently shared with Editor permissions will be granted provisional Member access. This allows them to collaborate and evaluate the service before your System Admin decides whether to pay for ongoing access.

Here’s what provisional status means:

You’re not billed for these users right away.
You can review their usage before deciding whether to include them as paid Members.

You’ll have a reconciliation period before being charged for any of these additional users. This happens quarterly for annual customers and monthly for monthly customers:

Annual customers: Approximately 30-35 days before the auto-bill date.
Monthly customers: Seven days before the auto-bill date.

To adjust user permissions, you can manage them centrally from the Admin Center. See the image below for reference:

During the reconciliation period, you can reduce the number of paid users you want to keep and avoid charges for unnecessary Members.

For more information, you can check these articles:

I hope this helps clarify things! Let me know if you have any other questions.

Cheers,
Isaac.

Debbie Sawyer

@Isaac A.

Thank you for your answer - that is helpful.

So I have 2 further questions if I may…

I have a client that is due for renewal in Jan 25. Their renewal quote includes a markup of approx 180 editors that are currently free collaborators. They need to assess who these 180 members are before deciding whether to move away from Smartsheet or not (they currently have 15 paid users, this markup is making the renewal non-viable financially). Are you saying if they go to the Admin Center NOW they will already have this True-Up sheet showing and they can assess usage now, or will it only show up "30-35 days before the auto-bill date"? (As clients have to give Smartsheet a months notice if they are not renewing this facility could do with being there 90 days before auto billing, not 30)

I have another client who needs to understand the implications of the new user model on their plan for next years budget, but their renewal isn't until June 25. What can they do to budget for the new model? Can Smartsheet give them an estimate of Editors across their plan this far out from renewal, or should they be able to see that for themselves in the admin center? Thank you for any additional help here. It is much appreciated.

Genevieve P.

Hey @Debbie Sawyer

Great to hear from you! 🙂 I'm glad Isaac could help while I'm out of office at Engage Seattle.

To get a sense of your connected users today, you can download a User Type Report on the Plan Insights Dashboard in the Admin Center (if the accounts are on a Business or Enterprise plan).

After you have decided on the number of members you want for your plan and have changed over, you can then bulk-adjust permissions to Viewer for any provisional members from the True-Up page as Isaac mentioned.

For all your other questions, please reach out directly to your (or their) Account Manager to chat through the scenarios and costs. We aren't able to see account details in the Community so this is better discussed internally to take a look at these specific scenarios and members.

This Help Article has some FAQs that may help as well: https://help.smartsheet.com/articles/2483246-Manage-users-User-Subscription-Model

Cheers,
Genevieve

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