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Capabilities of "Viewers" in new Model

My team is considering using Smartsheet, but I don't have clear information about the new "user subscription model" that was introduced in 2025. Our license will be renewed in a few months, and I understand that the "Member License" allows for editing capabilities. However, I am specifically interested in understanding the range of capabilities that a "Viewers Licensed user" has under this new model.

The Smartsheet website only provides details about the old legacy format, and in the new subscription model, it mentions that viewers will be able to edit "Dynamic View, WorkApps, Update Requests, Approval Requests, and submitting forms do not require a license." We are evaluating the range of collaboration with this new model, and it seems really limited while working with outside partners or teams. Could someone please provide more detailed information on what a "Viewers Licensed user" can and cannot do?

Answers

  • Overachievers Alumni

    hi @Adrian C,

    the USM is pretty straight forward. Once you are in USM model only the licensed users from your organisation will be able to edit Sheets. Unlicensed users from your organisation will have 90 days to edit the sheets and after this period they need to be downgraded by SysAdmin to viewers otherwise the license will be assigned to them and your organisation will need to pay for it. Viewers will be only able to view the sheets but not make any changes inside.

    If you share your sheets with external organisations (different email address) you will have 90 days to downgrade them to Guests - so they will be able to edit the sheets. If they are not downgraded to guests in those 90 days your organisation will have to pay the license for them.

    hope this helps.

    Tomasz Kowalski

    The Real Smartsheet Enthusiast

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    MASA Consult - Your Aligned Smartsheet Gold Partner

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    Tag my name: @kowal if you need quick response.

  • Thank you for the information. This still doesn't answer the Viewers capabilities; however, I understand that the new model works this way. In my organization, like in most, the SysAdmin is managed by another department or group, so I will not have this control. So now I think we will have to do a constant rework of back-and-forth requests to change viewers to editors and vice versa.

  • Community Champion

    Viewers will not be able to edit or otherwise interact with (beyond viewing) any asset directly. To edit an asset, they would need to have access to one of the tools listed in your original comment.

    "…viewers will be able to edit "Dynamic View, WorkApps, Update Requests, Approval Requests, and submitting forms do not require a license."

    That is the extent of viewer capabilities.

  • Overachievers Alumni

    hi @Adrian C,

    sorry for late reply as I was not tagged. As @Paul Newcome explained the viewers will be still able to fill the sheets through Request Updates, Approval Requests, DynamicView but not through sheets directly.

    Tomasz Kowalski

    The Real Smartsheet Enthusiast

    Is there anything else we can help you with? - book your time.

    MASA Consult - Your Aligned Smartsheet Gold Partner

    Find us on LinkedIn!

    Tag my name: @kowal if you need quick response.

  • edited 02/27/25

    Thank you for the clarification. To summarize, "Viewer License" users can only view content and cannot edit it, whereas "Member License" users have editing capabilities. Our company holds an enterprise license, which means that for collaboration with external partners or departments, they would need to agree to purchase an edit license, as viewing is distinct from collaborating. This approach may not add significant value, as other tools offer similar functionalities at a lower cost.

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