WorkApp Licensing Management: How to Proceed?

Paige Smith

Hello all, I own a Smartsheet WorkApp with approximately 450 users. Some of these users are paid members, and some are unpaid members.

In this WorkApp, there are multiple roles, all of which have editable data. I am trying to understand what happens when the unpaid users edits data.

1. Are WorkApps workarounds for paid vs unpaid licenses? Meaning can unpaid users edit data in WorkApps with no issues?
2. If the workapp is not a workaround: Will an unpaid user editing data automatically trigger a paid license, or will it move them to a provisional license for 30 days?
3. Does anyone such as asset management or portfolio management get notified when their users move to a provisional or paid license from an unpaid license?

The only option I have been able to think of is to remove the unpaid users from the WorkApp to ensure they don't trigger a paid license. Please let me know if you have any suggestions, or have found a solution for a similiar scenario!

Andrée Starå

https://community.smartsheet.com/discussion/144180/workapp-licensing-management-how-to-proceed

Hi, 

I hope you're well and safe!

I recommend exploring adding a WorkApps Collaborator pack

Please take a look at my comments and/or answers below.

1. Are WorkApps workarounds for paid vs unpaid licenses? Meaning can unpaid users edit data in WorkApps with no issues?

[Andrée Starå] Unfortunately, no, if you don't have a WorkApps Collaborator pack or the Advanced Work Management add-on.

Who can share WorkApps and with whom?
The owner of a WorkApp can share it with paid users on any Smartsheet plan (internal or external to their company) at no additional cost.

To share WorkApps with unpaid users or collaborators, an additional purchase is required. For more information about how to purchase the WorkApps Collaborator pack

1. If the workapp is not a workaround: Will an unpaid user editing data automatically trigger a paid license, or will it move them to a provisional license for 30 days?

[Andrée Starå] I haven't received these questions from a client yet, so I'm unsure, but I think they won't be able to edit and therefore won't be able to trigger the provisional license.

1. Does anyone such as asset management or portfolio management get notified when their users move to a provisional or paid license from an unpaid license?

[Andrée Starå] You can set it so you have to approve it, if I'm not mistaken.

Does that make sense?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Smartsheet Expert Consultant & Partner / CEO @ WORK BOLD

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