This one’s for all the Team accounts out there: SysAdmins, we have some words of wisdom for you! We’re dedicating this week’s blog to helping Team account leaders get the most out of User Management tools.
Before jumping into our tips for mastering the management of your Team account in Smartsheet, here are some basic User Management terms to help you get started.
- Sheet Creator: This is a user with an assigned license, who can create his/her own sheets.
- Collaborator: This is anyone who can access and update data on sheets as a Viewer, Editor, or Admin, but they cannot create their own sheet.
- User: The user refers to any person you have granted Smartsheet access to, with or without a license (both Sheet Creators and Collaborators).
- Admin: This is a permission level that relates only to sharing an individual sheet. This permission lets a Collaborator work with a sheet with the same rights as the Sheet Creator (Learn more about the different Sharing permissions).
- SysAdmin: The SysAdmin is a role specific to Team plans. As a SysAdmin, you are in charge of administrating your Smartsheet Team account including purchasing new licenses (adding more Sheet Creators), removing licenses or users, and bulk transferring sheets from one user’s account to another.
Here are four tips to go beyond these basics and take full advantage of User Management:
Tip #1: Go the extra mile! Add licensed users AND collaborators to your Team account.
We talk with a lot of SysAdmins who mainly focus on adding licensed users to their Team accounts. It’s well worth it to add Collaborators, too. When Collaborators are added to the User Management form, you can monitor when they have logged in, help them with password reset issues, or remove sharing permissions if they leave the company.
Tip #2: Two SysAdmins are better than one.
SysAdmins are powerful leaders of your Smartsheet Team account: they are the only users authorized to add or remove licenses, upgrade your account, change your billing options, download receipts, or cancel your account. As a backup method, add a second SysAdmin. Now you’re covered if you go on vacation or don’t have internet access for a period of time.
Tip #3: Lend a helping hand.
Has someone on your team forgotten their password? While anyone with a Smartsheet account can reset their password from our password reset page, SysAdmins can also help out. To initiate a colleague’s password reset, right-click (or ctrl+click) on the user’s name in the User Management form and select Send Password Reset Mail. For users that don’t log in often, this is a great first troubleshooting step.
When you add new licensed users to your Team account, you can monitor their progress as they activate and jump into their account. The ‘Status’ column in the User Management form will update from ‘Invited’ to ‘Active’ when they begin to use their Smartsheet account. Sometimes the invitation to become a part of your Team account as a licensed user gets lost in Spam folders. You can resend this invitation email by right-clicking on their name.
Tip #4: Know your collaborators.
As a SysAdmin, you have the tools to review some activity within your team’s account: Login History, Download User List, Sheet Access Report, and Remove Email from Sharing.
- Monitor your team’s activity in Smartsheet by accessing the Login History in your Account Administration tools.
- If you need a quick list of your users, you can download the User List by clicking on ‘More Actions’ in the User Management form.
- Use the Sheet Access Report for internal team management, external monitoring, and making sure your sheets are current. Learn more about using the Sheet Access Report.
- Update the sharing permissions that have been set on sheets and Remove Email from Sharing. This option removes a collaborator’s access to any particular sheet.
That should get you started! If you’re interested in more specifics about managing users in your Smartsheet Team account as a SysAdmin, this article from our Help Center has more details.
Til next week, dig in and explore.
- Support Team