Difference between managed and unmanaged resource in Resource management

Hello everyone,

I’ve recently started to use Resource management in Smartshet and I’m still learning how to fully take advantage of its functionalities. I have a few questions, because som things are bit unclear for me and I hope that community can help me.

I understand that there are three types of users in resource management:

licensed user - with roles like resource admin, portfolio editor etc.
managed resource
unmanaged resource

I’m currently the resource admin and I see in the schedule "Unmanaged resources". I can assing and reassing tasks to them, and I know that they do not require a paid license. However I am trying to understand what added value or functionality comes with a "Managed resources", which costs 53 USD per person/year.

I would like to know how other companies use resource management. Do all team members have a paid license, or do some users work just as a managed or unmanaged resources? Could some please share personal experience?

Thank you in advance for feedback.

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Naeem Ejaz

Project Managers → Full licensed users

Team Members tracked for capacity → Managed resources

Vendors/placeholders or minimal involvement → Unmanaged resources

Great question — and you're not alone in asking it! Here's a clear explanation of the added value you get when you upgrade someone from an Unmanaged Resource to a Managed Resource in Smartsheet Resource Management:

Kervav

Hello,
thanks a lot for the feedback. Finally I understand what is the difference between managed and unmanaged resource, but I am not sure now who should be granted access as a managed resource and licensed user with the highest rights for getting the best effectiveness of managing resources. Could you share your personal experience?

Naeem Ejaz

Who Should Be a Managed Resource (Licensed User with Full Rights)?

Role	Why?
Project/Team Leads	They own sheets, manage automations, and assign tasks. They need full editing and sharing rights.
Department Managers	Often involved in approvals, report review, and oversight. They need dashboards and higher visibility.
Workflow Builders	If someone is creating automations, integrations (Zapier, Power Automate), and forms — they must be licensed.
Communications Coordinators	For newsletter/report tracking, calendar building, and stakeholder engagement — full rights needed.

Who Can Be Unmanaged Resources (Free Users or Viewers)?

Role	Why?
Occasional Contributors	They only submit forms or check task status. No license needed — just share with limited access.
External Stakeholders	Like partners or clients who only view dashboards or receive automated alerts.
Approval-Only Participants	If they just review and approve (and Smartsheet automation is set up correctly), managed access isn't always necessary.

Naeem Ejaz

https://help.smartsheet.com/learning-track/smartsheet-advance-webinars/intro-resource-management-smartsheet

Kervav

Thanks a lot information Naeem. You already helped me a lot.

According information that I have there are two type of licensed users with different cost:

first type of license - cost 317 USD (the user can be granted role as resource admin, portfolio editor etc.)
second type of license - cost 52 USD (we talk in this case about the "managed resource" the user do not have access to the resource management and such resource is managed by people with the highter rights)

In our company we have 135 people who work on the projects for example as project coordinators, team members, approvers of documentation.

I am just bit confused because I do not know who will need license for 317 USD, a who license for 52 USD.

Thanks a lot for link. I am going to look at it.

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