2025 Pricing for guests who are editors?

Clinton W

Hi all, relatively new to Smartsheet for our business paying for 3 licensed admin. We're on the "Business" plan. We have 20 contractors who are guests and editors on one Smartsheet, updating a few cells like date they completed their work and status.

We were told there is liklihood that soon those 20 guests will soon have to be paid users as they require editor access. But i have received no correspondence about this and we're heading into December next week.

Does anyone have any information regarding this and when it would happen? What is everyone else doing in regards to this issue if you have external guests that are currently editing?

Thanks

Clinton

Michelle Choate 2

So what you are on is the legacy Collaborator model. Upon your next renewal, it will change to the new User Subscription policy. Anyone who is editing within Smartsheet will require a license. Only those who are viewers only will not be required to pay.

The workaround for this is to have everyone work out of WorkApps instead of giving them editor access within Smartsheet. That way you keep their contact as a viewer in Smartsheet, but allow them to edit within the WorkApp. And just create the workapps that you need.

Your account manager can talk this through with you to make sure you understand the financial impact of this change. If you want to talk through a little bit with someone regarding how to have people work out of the WorkApps instead, email me :) I would be happy to chat.

Clinton W

Awesome Michelle, i may come back to you if i get no traction directly with Smartsheet reps/managers.

We paid an annual fee for this model in September 2024 (only 2 months ago). Is it possible that we will have until September 2025 to make this switch to the new User Subscription model?

I'm not very familiar with WorkApp outside of the name, so i dig into it. Any good resources you suggest to get to know it?

Thanks

Clinton W

Hi again Michelle,

I think i assumed Workapps was a set add-on with a set $. It seems though it's just a feature that is available in Enterprise. Going to pricing page Enterprise is custom pricing only, do you know what the approximate $ impact would be going from the business to enterprise to access this feature?

Thanks

Andrée Starå

https://community.smartsheet.com/discussion/133614/2025-pricing-for-guests-who-are-editors

Hi,

I hope you're well and safe!

There are multiple ways to make it work for your guests.

WorkApps is one such solution, and Dynamic View or Update Requests can also be viable.

WorkApps is included with each Enterprise license, but another option is the WorkApps Collaborator pack, which doesn't require a Smartsheet license.

The good news is that you're not in a rush because you have the current legacy contract to September 2025 if you don't want to upgrade before that.

Feel free to reach out, and I'd be happy to help you with pricing information. (contact details below)

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Julie Becker

I would like to know more about the WorkApps workaround and the costs roughly to utilize it?

We are considering upgrading next week to Enterprise to have more security with the User Sub Model that is being forced down our throats and need to try every trick out there to prevent as many free editors going to paid editors ASAP