2025 Pricing for guests who are editors?

Clinton W · 11/25/24

Hi all, relatively new to Smartsheet for our business paying for 3 licensed admin. We're on the "Business" plan. We have 20 contractors who are guests and editors on one Smartsheet, updating a few cells like date they completed their work and status.

We were told there is liklihood that soon those 20 guests will soon have to be paid users as they require editor access. But i have received no correspondence about this and we're heading into December next week.

Does anyone have any information regarding this and when it would happen? What is everyone else doing in regards to this issue if you have external guests that are currently editing?

Thanks

Clinton

Michelle Choate 2 · 11/25/24

So what you are on is the legacy Collaborator model. Upon your next renewal, it will change to the new User Subscription policy. Anyone who is editing within Smartsheet will require a license. Only those who are viewers only will not be required to pay.

The workaround for this is to have everyone work out of WorkApps instead of giving them editor access within Smartsheet. That way you keep their contact as a viewer in Smartsheet, but allow them to edit within the WorkApp. And just create the workapps that you need.

Your account manager can talk this through with you to make sure you understand the financial impact of this change. If you want to talk through a little bit with someone regarding how to have people work out of the WorkApps instead, email me :) I would be happy to chat.

Clinton W · 11/25/24

Awesome Michelle, i may come back to you if i get no traction directly with Smartsheet reps/managers.

We paid an annual fee for this model in September 2024 (only 2 months ago). Is it possible that we will have until September 2025 to make this switch to the new User Subscription model?

I'm not very familiar with WorkApp outside of the name, so i dig into it. Any good resources you suggest to get to know it?

Thanks

Clinton W · 11/25/24

Hi again Michelle,

I think i assumed Workapps was a set add-on with a set $. It seems though it's just a feature that is available in Enterprise. Going to pricing page Enterprise is custom pricing only, do you know what the approximate $ impact would be going from the business to enterprise to access this feature?

Thanks

Andrée Starå · 11/25/24

2025 Pricing for guests who are editors?

Clinton W

Nov 25, 2024

Hi all, relatively new to Smartsheet for our business paying for 3 licensed admin. We're on the "Business" plan. We have 20 contractors who are guests and editors on one Smartsheet, updating a few cells like date they completed their work and status.
We were told there is liklihood that soon those 20 guests will soon have to be paid users as they require editor access. But i have received no correspondence about this and we're heading into December next week.
Does anyone have any information regarding this and when it would happen? What is everyone else doing in regards to this issue if you have external guests that are currently editing?
Thanks
Clinton

Hi,

I hope you're well and safe!

There are multiple ways to make it work for your guests.

WorkApps is one such solution, and Dynamic View or Update Requests can also be viable.

WorkApps is included with each Enterprise license, but another option is the WorkApps Collaborator pack, which doesn't require a Smartsheet license.

The good news is that you're not in a rush because you have the current legacy contract to September 2025 if you don't want to upgrade before that.

Feel free to reach out, and I'd be happy to help you with pricing information. (contact details below)

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅ Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Aweseome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!

Julie Becker · 12/10/24

I would like to know more about the WorkApps workaround and the costs roughly to utilize it?

We are considering upgrading next week to Enterprise to have more security with the User Sub Model that is being forced down our throats and need to try every trick out there to prevent as many free editors going to paid editors ASAP

jtordik · 02/12/25

Andree, this is not true. They will invoice the balance ASAP. I also had an invoice until November 2025 and it became invalid. A new True up invoice was automatically performed and we had to pay for anyone above viewer. Also, be careful there are hidden fees, about 10% of the cost. every 3 months they will monitor your users and automatically charge your card. So be sure to check your account often.

Andrée Starå · 02/12/25

jtordik

Feb 12, 2025

Andree, this is not true. They will invoice the balance ASAP. I also had an invoice until November 2025 and it became invalid. A new True up invoice was automatically performed and we had to pay for anyone above viewer. Also, be careful there are hidden fees, about 10% of the cost. every 3 months they will monitor your users and automatically charge your card. So be sure to check your account often.

Hi,

I hope you're well and safe!

What's not true? I mentioned a specific scenario where they have a contract on the legacy model.

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅ Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Awesome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!

jtordik · 02/12/25

Hello

I hope you are well and safe:

Maybe I misunderstood this sentence.

"The good news is that you're not in a rush because you have the current legacy contract to September 2025 if you don't want to upgrade before that."

But, in my experience, there was no choice. My invoice was dated through November 2025, and it was no longer valid, and I had to pay for the new plan where licensed users are no more and everyone above viewer is a "managed user". There is no "upon renewal". They will check the users and invoice every three months. Therefore, it will be best practice to check the admin center and "true - up" regularly.

Andrée Starå · 02/12/25

jtordik

Feb 12, 2025

Hello
I hope you are well and safe:
Maybe I misunderstood this sentence.
"The good news is that you're not in a rush because you have the current legacy contract to September 2025 if you don't want to upgrade before that."
But, in my experience, there was no choice. My invoice was dated through November 2025, and it was no longer valid, and I had to pay for the new plan where licensed users are no more and everyone above viewer is a "managed user". There is no "upon renewal". They will check the users and invoice every three months. Therefore, it will be best practice to check the admin center and "true - up" regularly.

When did you start your contract, and when was the yearly renewal, or were you on a monthly plan?

jtordik · 02/12/25

Started this new company in November, signed them up for "Product Business Plan - licensed users - amount 3.

Subscription term of 11/2024 - 11/2025.

I received an email in January that said be ready for your next invoice because it has been 3 months and they will true up. The cost went from <1000 USD to >2500 USD.

some excerpts from the email:
"Every 3 months we do a reconciliation process in which we check how many users you have paid for the year and how many users are actually using the plan. Based on that, if there's more users using it than what you have paid for the year, you'll get an outstanding invoice."

Starting June 24, 2024, all new Smartsheet plans were created using the User Subscription Model. Please review the details of our new User Subscription Model here ( and learn more about how true-up works here (https://help.smartsheet.com/articles/2483246-Manage-users-User-Subscription-Model).

In order to maintain your same plan rate, please navigate to the manage true up screen in your admin center. You can do this by:User Subscription Model System Admin overview | Smartsheet Learning Center

Andrée Starå · 02/12/25

jtordik

Feb 12, 2025

Started this new company in November, signed them up for "Product Business Plan - licensed users - amount 3.
Subscription term of 11/2024 - 11/2025.
I received an email in January that said be ready for your next invoice because it has been 3 months and they will true up. The cost went from <1000 USD to >2500 USD.
some excerpts from the email:
"Every 3 months we do a reconciliation process in which we check how many users you have paid for the year and how many users are actually using the plan. Based on that, if there's more users using it than what you have paid for the year, you'll get an outstanding invoice."
Starting June 24, 2024, all new Smartsheet plans were created using the User Subscription Model. Please review the details of our new User Subscription Model here ( and learn more about how true-up works here (https://help.smartsheet.com/articles/2483246-Manage-users-User-Subscription-Model).
In order to maintain your same plan rate, please navigate to the manage true up screen in your admin center. You can do this by:
https://help.smartsheet.com/articles/2483245-User-Subscription-Model-System-Admin-overview%29

You started your plan after Smartsheet launched the new model, so you were never on the legacy model.

✅ Remember! Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Awesome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!

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