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Smartsheet - How do I obtain access to Smartsheet?

This document explains the process of obtaining access to Smartsheet

Smartsheet is administered by Gateway Technical College (GTC) as part of a WTCS consortium purchase.

Smartsheet  faculty\staff users can be added by submitting a case to the Charger Helpdesk.  We currently have 30 licensed users with no plans to add any more.  If you feel someone in your department needs functionality of the licensed user (see below), that will be determined by ITS.  There is a licensed user in about every department of the College and those users can create/make changes to the structure and create forms in Smartsheet for unlicensed users. 

Unlicensed user account creation:

  1. Visit
  2. Click the "Try Smartsheet for free" link at the top of the page.
  3. Fill out the form completely - be sure to use your SWTC NetID (
  4. Click the "Try Smartsheet for Free" button/link.
  5. Check your SWTC email for an email from Smartsheet containing a confirmation link.
  6. Click the Confirmation link within the email
  7. Create your password in the newly opened window.
  8. Your account is now setup and will be automatically added as an unlicensed user in our Smartsheet Enterprise account.

Types of Users

Licensed User:

A license is required to do the following:

  • Create and own sheets and templates

  • Create and own reports (not available on the Individual plan)

  • Insert and delete columns (also requires Sheet Owner or Admin access to the sheet)*

  • Change column properties (also requires Sheet Owner or Admin access to the sheet)

  • Hide/unhide columns (also requires Sheet Owner or Admin access to the sheet)

  • Create and modify forms (also requires Sheet Owner or Admin access to the sheet)

  • Request backups of sheets

  • View Activity Log

  • Create automated update requests and approval requests. (See Automate Your Work Process with Alerts and Actions for more information.)

*If moving rows to another sheet requires the creation of new columns, you must have a license and be shared to the destination sheet with Admin permissions.

Licensed Users can be shared on any amount of sheets, but can only create a certain amount, based on your Smartsheet paid plan type.


Unlicensed User:

Unlicensed users are part of a Business or Enterprise account but aren't able to create or own sheets. They don't count against the user limit of the account. Unlicensed users can access shared sheets as Viewers (read-only), Editors (edit cell data),  Admins (manage the sheet), and can even re-share them depending on the sharing access level they were assigned.

NOTE: If an unlicensed user is shared to a sheet as an Admin, they won't be able to create and manage forms on the sheet or insert, rename, delete, hide/unhide, move or change the properties of columns. These features are available only to the sheet owner and licensed users with Admin sharing permissions.

KeywordsSmartsheet   Doc ID85460
OwnerHeath A.GroupSWTC
Created2018-09-06 08:21:19Updated2018-09-07 13:58:20
SitesSouthwest Wisconsin Technical College
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