Manage seat types more effectively at scale!

To provide you with greater control over your Smartsheet subscription, we have implemented the following updates:

Modified Provisional Member counts: Now, Provisional Members are considered anyone who’s commented, edited, or created in the last 90 days versus just being shared to assets with Commenter or Editor access. Learn more.
Quick filter to see who’s converting to paid: The new Billing column and filter show who’s converting to a paid Member this cycle, so you can quickly identify which users to review. Learn more.
Faster seat management: We increased bulk seat downgrades from 20 to 200 users at a time to allow for scaled, systematic management. Learn more.

Environments availability: Commercial US, Commercial EU

Plan availability: Pro, Business, Enterprise

Subscription Model Availability: User Subscription Model

Stay informed by Subscribing to receive product release updates for curated news of recently released product capabilities and enhancements for the platform of your choosing, delivered to your inbox. As new releases occur, you will receive a weekly email with news of what's released every Tuesday.

Find more posts tagged with

system admin

Account and User Management

Admin Center

User Subscription Model

Comments

meagans

This is great news! My workplace's instance has not yet rolled over into the new subscription model yet but I feel more at ease knowing these enhancements were made and will be available when we navigate these changes. :)

RobR_ABC

@Ryan Dougal The viewer Downgrade function seems like a MAJOR problem, depending on how this message is read:

Changing someone to viewer triggers the following:

Changing this Member to a Viewer will impact their work on many items. They'll have to

request permissions on each item

to regain current permissions.

This change will:

Prevent them from collaborating on all existing items by removing their Editor and Commenter permissions.
Remove them from groups that were shared to items with Commenter permissions or higher.

WHY would the downgrade remove their access to all items, instead of just changing access on the items they have to view only?

Or, is that what it does, and so it's not REMOVING permissions; it's just UPDATING permissions?

JGPM

Provisional Member & Member downgrade should not be so easily allowed if the User is an item ADMIN. Please make it a required alert to tell us they are an ADMIN on an item and give the options to add a person/email to move it to.

Recommend the Smartsheet team thinks about all these changes through the lenses of each company size (10 users, 200 users, 500 users etc.).

If Smartsheet recommends every item has 2 Admins, make an alert to let us know we are leaving an item that only has 1 Admin or send us a report of all items with only 1 Admin. OR since those could be overwhelming too, please consider the idea in paragraph 1 above.

AngB789

Still a HUGE problem. Now that they will be downgraded they will be removed from their groups. This is going to cause a mess for myself as an admin and many different groups to realize what group they need to be put back in. I also will not know when and who was changed without having to go into admin center. This is a downgrade at best causing more issues then even just getting rid of the access where free users could at least comment.

RobR_ABC

https://community.smartsheet.com/discussion/comment/486186#Comment_486186

No reply from Smartsheet on this thread, but did get an email with this video, which states that users are not removed from all their shared assets; but become viewers on those assets. This is much more reasonable. https://www.youtube.com/watch?v=n-dg-mgHkYU

Ryan Dougal

@RobR_ABC - That is correct!

@AngB789 - We are introducing a "safer downgrades" feature this year to prevent loss of access. With this change, downgrading a Provisional Member will no longer remove them from their associated groups.

Trang Turtletraxx

On the True-up page, is there a column for User Domain whether the user is internal or external or is external only tagged next to the Name as depicted in the screen shot? It would help if there was a separate column so we can bulk change all external provisional users to Guests.

Ryan Dougal

There is an external tag next to the email address. Thank you for the feedback!

Sign in to join the conversation!

Quick Links

Trending discussions

Enhancing guest passkey security in Brandfolder
September, 19, 2025 At Brandfolder, protecting your assets is our top priority. We’re excited to announce significant upgrades to our guest passkey feature, providing you with more security and control over how guests access your protected Brandfolders and Collections. What’s Changing? This release introduces a more secure…
Smartsheet Link Previews now available in MS Teams!
September, 19, 2025 Smartsheet URLs just got smarter in MS Teams—users will now see instant link previews that provide visual context at a glance, making collaboration faster, clearer, and more connected than ever. Try it out now with Smartsheet links in Microsoft Teams! Environment Availability: All Plan Availability: All…
Custom error messages for column links
September 17, 2025 You can now define a custom error message per mapped column in the case where column links do not return a record match (instead of the default #NO MATCH). Learn More Environments availability: (options available to list, separate with comma, Commercial US, Environments availability: Commercial US,…