Allow New Users Under the New User Subscription Model to be set to Viewer

io_DR · 01/22/25

Currently when adding a new user - they are hard-coded as a Member. I have a client who knows the user will be only a Viewer and not have access to edit any sheets.

She has to wait until the next day to go in and update the user to Viewer. This is really inefficient, and frustrating. They are busy and don't want to have to set a reminder to go in and update the user.

I know you can tell when someone has been shared to Edit a sheet - so why not allow the person adding to set a new person to Viewer - and then update them if/when they are shared as Editor or they actually Edit something.

Jason Hidek · 01/24/25

Yes, we dont get this as well, they should be created as a free user. Creating a Smartsheet account was part of our employees onboarding, cause before they were a free user with 30 days to create which we used for training. then they defaulted back to free.

Now we cant do that as they come in as a Member on signup.

Really not consumer freindly, like Smartsheet is pushing this for billing purposes to make us have to catch these.

Kelly Ospina · 01/24/25

I'm struggling with this also. Definitely need the ability to add someone to our account without creating a membership.

henryf · 01/31/25

I have the same issue and even when I go in to switch them to Viewer they sometimes come back as a Member that needs to be True-Up after the next day. This is extremely frustrating and time consuming to manage users like this.

io_DR · 01/31/25

I feel like this behavior will be seen as more of a "money grab" - Quick! force the True Up so we can get more revenue! (Maybe that's just the cynical side of me)… :)

Evelyn DeVonterio · 01/31/25

After the 90-day provisional period, users should be transitioned to view access until they are approved by an admin. Or admins are given a toggle switch to make the decision for their environment. Ie convert all provisional to viewer or member after 90 days.

The model is one size fits all, and we would prefer the option to make an informed decision to increase our license count without consistent manual intervention.

TCJ · 02/18/25

I agree with the above, this all seems like a big money grab by Smartsheets. We are now going through our first "true up". There should be admin controls that allow only certain people to share at anything above the viewer level, It should be possible to limit the number of licenses to the number we have purchase. This has come to the attention of our corporate software dept, which has threatened to force the PMO to use another system if we are unable to keep the costs at what was negotiated with Smartsheets.

kim.parker79706 · 03/04/25

Agree with everything above as well. They have taken away any Admin control that we previously had to manage our licensed users and Smartsheet spend. In addition, they aren't giving us the tools to manage people who we have determined should be a Viewer, but have requested Edit rights and the Owner approves them as an Editor. They need to create an immediate notification to the Admin to address the situation, otherwise, that User is back on the True-Up list the next quarter. They don't give us the tools we need to manage this change appropriately, but they will automatically make someone a Member if we revert them back to a Viewer in 2 True-Ups. That definitely doesn't sound reasonable to me.

Smartsheet, or rather their PE, needs to understand the inefficiencies they have caused and be reminded of why Smartsheet used to be a great tool for organizations.

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Allow New Users Under the New User Subscription Model to be set to Viewer

Idea Submitted · Last Updated 01/22/25

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