Smartsheet Seat Type report Issues

Has anyone had issues with the Smartsheet Seat Type report? We have inconsistent data with the reports and admin center. One of our Smartsheet admins only shows making 6 edits within the last 90 days, but has over a hundred thousand edits for previous periods. The last paid activity date from the report shows 11-14-25, but there has definitely been activity done since then. And in the admin center, it shows the last login date was 2 days ago, but she logged in yesterday. 🤷‍♂️ With this bad data, it's hard to manage our users and licenses for true-up.

# of Edits (Last 90 days)	# of Edits (Last 180 days)	# of Edits (Last 270 days)	# of Edits (Last 365 days)
6	7571	1229732	1232139

FYI the AI support bot is broken and we have no way to submit a ticket to address this issue.

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Melissa Yamada

This behavior is known and typically expected given how Seat Type reports calculate activity.

Seat Type reports are based on edit events, not logins or general activity. If a user primarily views sheets, runs reports, opens dashboards, or submits forms, those actions do not count as edits and will not increment the “last 90 days” metric. This is why you can see very high historical edit counts but minimal recent edits, even though the user has logged in recently. Login timestamps in the Admin Center are tracked separately and are not tied to edit activity.

Additionally, Seat Type data is not real-time and can lag or aggregate differently across rolling windows, which can cause inconsistencies when comparing Admin Center data to reports. This makes the report unreliable as a sole source for true-up decisions.

Best practice is to combine Seat Type reports with Admin Center login data and usage context, and when numbers don’t align, open a Support ticket for backend verification. If the AI bot blocks ticket submission, use the Admin Center → Help → Contact Support path or submit via your Customer Success Manager if applicable.

JK23

Thanks for your response. Is there a known time frame for how much the report lags? We've used that report to make several important decisions related renewals and who gets to keep their license, but if it's not accurate, then what's the point.

Additionally, if each cell counts as an edit. How does it make sense that 1 person edited 1.2 million cells within a year? That's nearly 4,500 edits per business day. She is also a project manager, so she is in there editing sheets daily (even simple automations wouldn't be making that many edits). It's hard to trust that the report is somewhat accurate with the long lag, saying there has not been paid activity since 11/14/25 and making an absurd number of edits daily.

Also, looking at my individual account. It says I have made 1,465,297 edits in the last 270 days (868 being in the last 180 days). We passed the first true-up, so I would expect the data to at least be up to date more than 90 days ago. My activity level hasn't changed, so how do I go from nearly 1.5 million edits to less than 1 thousand.

amarkumar

@JK23

Seat Type report metrics can lag (~24 hours).
Seat Type report data generally updates daily, so recent activity may not appear until the next day.
“Last Paid Activity (UTC)” is not the same as “Last Login.”

Last Paid Activity (UTC) = user’s most recent “paid activity” (e.g., viewing, commenting, editing, creating) captured for that reporting field.
Last Login (Admin Center) = last successful sign-in event (password, SAML, etc.).
Because these measure different things, it’s possible to see a recent login but an older paid-activity date (or vice versa).

“Last activity” in Admin Center is broader than login, but still different from Seat Type fields.
Admin Center also has a “last activity” concept (latest interaction with items owned by the plan), and Smartsheet notes that logging in by itself doesn’t necessarily count as “user activity.”
How to validate when numbers look off (best practice).
Use item-level evidence to confirm actual edits:

Check the Sheet Activity Log (and export up to 90 days where available) to confirm who edited what and when.
Optionally add system columns like Modified (Date) / Modified By on key sheets for ongoing auditing.

Recommendation for true-up decisions:
For licensing/user cleanup, treat the Seat Type report as a helpful rollup, but use Activity Log (and/or Admin Center insights) as the verification source when you see discrepancies.

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