Can we auto provision users as Viewer instead of provisional members?

tzaczyk

It appears the auto provisioning defaults EVERY ADDED USER to provisional. This creates and unrealistic burden given the new licensing model.

I would like to set up auto provisioning with these users being assigned viewer access, until/unless they get added to a sheet or workspace with higher access. Is this possible?

Naeem Ejaz

You're absolutely right to be looking for a better approach — and as of now, Smartsheet’s Auto-Provisioning behavior does not support assigning default user roles (like Viewer) during provisioning.

tzaczyk

@Naeem Ejaz Thanks for your response.

Until the new licensing model we had everyone in our company added to an 'ALL Active Directory' group. This group had viewer access to all reporting and dashboard content (unless we intentionally removed their access for confidentiality reasons). With the new licensing model, we had to DELETE that group because it forced every new user to be added as a 'Provisional Member'. The maintenance nightmare of this can't be overstated!

We went from everyone being able to see how great the Smartsheet platform (and our content) was, to very few seeing it. Clearly, this does nothing to increase user interest in Smartsheet. We had so many people who started advocating for Smartsheet simply because they were able to see the cool things it could do. Now it is locked away to prevent unbudgeted spending by unauthorized people adding new users.

Naeem Ejaz

You’ve hit on a very real and widely shared frustration with Smartsheet’s new user-based licensing model — especially around auto-provisioning and viewer access.

Let’s unpack what’s going on, why it’s a challenge, and what options/workarounds you might explore to strike a better balance between control and visibility.

🔒 What Changed in the New Licensing Model

Under the previous model, you could:

• Add your entire company via an Active Directory (AD) group.
• Assign viewer-only access to sheets, reports, and dashboards.
• Users weren’t charged unless they edited content or were upgraded.

Under the new model (with auto-provisioning behavior):

• Anyone added (via AD group or manually) becomes a Provisional Member.
• Even viewer access can trigger license provisioning or user tracking.
• To prevent budget creep, many admins removed broad AD groups.

😩 Real-World Impact

You've experienced:

• A loss of visibility → users can no longer freely explore or view Smartsheet dashboards.
• A drop in engagement & advocacy → since most people are locked out unless licensed or shared individually.
• A maintenance nightmare → having to manually share each dashboard/report with specific people or manage viewer groups by hand.

This runs directly counter to how collaborative tools are supposed to scale.

✅ Options to Consider (and Recommended Workarounds)

1. Use Published Dashboards for View-Only Access

• You can publish dashboards as read-only web links (internal or public).
• No Smartsheet login needed.
• Users can view charts, summaries, and reports (but cannot interact).

How:

• Open Dashboard → File → Publish Dashboard
• Choose: Only available to users in your account (for semi-restricted access)

✅ Pros:

• Anyone can view without triggering licensing
• Zero risk of unauthorized editing
• Fast & scalable

❌ Cons:

• No row-level interactivity
• No secure access to sensitive data

2. Use a “Viewer Role” Shared Group, Not Linked to AD

• Instead of AD, create a manual group inside Smartsheet (e.g., Internal Viewers)
• Share sheets/reports/dashboards to this group with Viewer access
• Only add users who’ve requested access (opt-in basis)
• Avoids triggering Provisional licenses for everyone at once

✅ Pros:

• Gives you control over who can view without mass provisioning
• Can be managed monthly or quarterly

3. Train Stakeholders to Use “Request Access” Instead

• Use automation or buttons on intranet portals to let users ask for Smartsheet dashboard access
• Route them to a form or email that your team can review before provisioning access or adding to the viewer group
• Avoids blanket access while keeping engagement high

4. Raise It with Smartsheet (and Other Customers Are Too)

Smartsheet knows this change has caused frustration.

In Smartsheet Community, this is a known concern being raised by:

• Enterprise admins
• IT departments
• Champions who’ve lost visibility and usage stats

You’re not alone. The more structured feedback they get — especially from large orgs — the more likely adjustments will come.

🚨 Bottom Line

You’re 100% right:

Locking everything behind rigid provisioning kills organic adoption and advocacy.

Until Smartsheet reconsiders auto-provisioning behaviors (or licenses for viewers), your best options are:

• Published dashboards for read-only access
• Manual viewer groups
• Request-based access models
• Clear documentation/intranet integration to help internal users find the dashboards and know how to request access.