Best Practice -- Ownership Transfer, Order of Steps

Good morning,

I am going to be doing an official handoff of our Smartsheet account administration to another user (currently unlicensed). That user will be the administrator of the account owning and managing the 6 workspaces currently in my menu.

We currently have 6 other licenses that will need to be transferred to other current unlicensed users. They will be administrators of the 6 workspaces (one each) I mentioned above, all under the purview of the new account administrator.

What is the best order (steps) of doing these transfers to ensure all movement can be done completely and correctly without access issues?

Thank you


  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @Bessie Koch

    Our Help Center has an article with step-by-step instructions for this very scenario! You'll need a System Admin to perform these actions.

    See: Replace a Licensed User When All Licenses are Allocated

    • Step 1: Add the new user without a licence
    • Step 2: Remove the prior license but not the user
    • Step 3: Grant a license to the new user
    • Step 4: Transfer ownership of all Smartsheet items to the new user
    • Step 5: Share other items to the new user and complete the transition

    Let me know if you have any questions after you read through the article and I'd be happy to help further.



  • Thank you!

    I'll be working through these changes in the next few days. I'll reach out with questions if anything comes up!