How do we handle temporary employees with the new membership model?

I realize this forum is for the add-on, but I'm not sure where else to ask this question.

My company hires many temps that need full edit access to Smartsheet from August - October. They use email addresses that belong to our company.

How do I manage this? Downgrade them or remove access when this period is over?

I also want to know about permanent employees that only need edit access for short term projects too. For example I got this request, "Jane Doe needs access to smartsheet ASAP. she needs a paid license for the next 2 months."

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Smar Czar

Sounds like you need a Smartsheet solution to track your Smartsheet usage :)

Here's one idea…..

You will need some dedicated licenses for these seasonal employees that you can rotate as they come and go. Also you should consider if these temps are going to be creating assets and if so, when they leave, will you transfer them to another user, maybe an admin user who can be the keeper of all temp work when the temp leaves? You'll want a process in place for this.

I would create a sheet that tracks all licensed users and the type of employee (FTE v Temp) - you can export reports from the Admin center of all of your users and who currently has a licenses. Then, when the time comes you can reference this sheet.

Hope this helps get you started.

CatSusk

I'm the admin and I made a sheet like that.

I want to know about billing for temps and employees that need short term access.

meagans

@CatSusk What type of Plan do you have (Business, Enterprise)?

Our instance hasn't switched to the USM yet, but I've been learning all that I can to prepare. In regards to temporary employees, they may fall into something called Provisional Use. I've linked some information and provided a quote from it below. Unfortunately, needing Member access for more than 30 days means you'll likely have to pay for those users for at least a quarter (via approving them during a reconciliation period / true up).

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Source for quote below : https://www.smartsheet.com/smartsheet-subscription-brief

"Temporarily free users, whether internal or external, can create, edit, comment, and view sheets, workspaces, and other items. However, they only gain access to Smartsheet when shared on a sheet, report, dashboard, or workspace as an Admin, Editor, or Commenter. Transitioning users to paid access can be challenging, as it’s often unclear how much access they truly need. With the new model, anyone can use Smartsheet provisionally for at least 30 days, free of charge, without requesting a license. During this period, they can fully experience Smartsheet’s value, helping them understand its benefits before the reconciliation period begins.

Provisional status indicates:

• You’re not billed for this Provisional Member when the user receives a provisional status

• You can review this Provisional Member's usage before paying for their access

Users will be Provisional Members for at least 30 days before they are eligible for reconciliation."

CatSusk

Thank you @meagans! We are have an Enterprise plan.

Have you seen anything about what period of time they invoice you for? Like, if I let a provisional member become a member, do they bill you for a full year?

Would be nice if someone from Smartsheet responded here or to the ticket I put in. 🤨

meagans

@CatSusk My understanding was closer to a quarterly, rather than full year commitment per user (but I could be wrong - your Account Team is the best source for definitive answers!)

AliceVBH

@CatSusk

In case you haven't had an answer yet….

From our understanding if a provisional member becomes a member they will be so for the rest of your billing period for that year, so if they become a member at the beginning of your billing period it will be the whole year, if they become a member half way through it will be for half a year and so on. All this worked in quarters rather than months as the billing and true up is split in quarters if you're on an annual plan.

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