Help understanding the new user subscription model
TL;DR In the new model, is it possible to have people outside your organization edit sheets without having to pay for them (or do some kind of weird change in permissions and re-share every 3 months)?
We are trying to understand what the new user subscription model means for us. We are a small consulting organization that works with school districts. Essentially, we've created a dashboard that our partners use to monitor their strategic plans. Right now, we only give them one license for the "power user" who needs to make revisions to dashboards etc., but the remainder (roughly 25ish people) of their users are just free collaborators. They need to be able to view and edit data on established sheets (to enter new metrics, mark milestones complete, etc.). In the new model - will we need to pay for a license for every one of those people? Or is it possible to share it with them as an external member (but my understanding is that we will have to re-share each item with them every 3 months at the end of the reconciliation period to avoid having them switch over to a paid user)? Honestly, our account manager has not been very helpful and has confused me more so I'm looking for better guidance here.
Answers
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hi @DeliverEdLLC,
The USM is pretty straight forward. If you share any sheet/report/dashboard with anyone with permissions above viewer (so administrator, editor, commenter) automatically such person is added to your organisation for extra licence and the SysAdmin has 90 days to downgrade such person to viewer so no extra cost will be calculated.
We have now two options:
a) if the sheet is shared with someone who is from your organisation (same email domain) and this person does not have a license already in those 90 days such person needs to be downgraded to viewer only - otherwise the extra license will be assigned to such person and costs will occur.
b) If the person is from outside your organisation (different email domain) such person needs to be downgraded to Guest (which can also edit sheets) in those 90 days or the license will be assigned to such person on your cost.
The biggest advantage of the USM is that everybody now has 3 months to fully test Smartsheet as admin but you need to have a very agile SysAdmin to downgrade people on time not to pay extra.
Hope this helps.
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TL;DR- Yes
Users outside of your organization with “commenter” or “editor” as their highest permission level are considered “guests”. Guests are free for business, enterprise, and advanced plans.
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