Inquiry About Smartsheet Form Access for Former Employees

hammi

Dear Smartsheet Group,

I hope this message finds you well.

We are exploring the possibility of implementing a process where former employees can access a Smartsheet form via a shared link to request a QR code for returning company equipment.

Before proceeding, we’d like to confirm whether this approach is compliant with Smartsheet’s licensing model—specifically:

• Will external users (i.e., former employees without Smartsheet accounts) be able to submit responses via a public form without requiring additional licenses?
• Are there any limitations or best practices we should be aware of for this kind of use case?

Your guidance on this would be greatly appreciated to ensure we remain within licensing compliance while implementing this process.

Looking forward to your response.

Hammad Amjad

meagans

Hammad,

Hello! Smartsheet Forms are a great way to accomplish the goal of receiving information from previous employees. No account or license is needed to fill out a form - the submitters only need access to the URL of the form. I don't believe Smartsheet has a built-in function to create QR codes, but this is easily found elsewhere on the internet if needed 😁

As for limitations and best practices, I recommend checking out some of the links here under Forms: https://help.smartsheet.com/topics/sharing-and-collaboration#toc-forms

I hope this helps!