Smartsheet Licensing Explained: Members, Guests, Viewers, and the New Subscription Model
Updated April 2026. The complete guide to Smartsheet's seat types and how they affect your bill.
What Changed: Old Model vs New Model
| Old Model (Pre-2024) | New User Subscription Model | |
|---|---|---|
| Seat types | 1 type (paid user) | 4 types (Member, Provisional, Guest, Viewer) |
| Billing | Every user pays | Only Members pay |
| View-only users | Paid same rate | Free (Viewers) |
| External collaborators | Paid same rate | Free (Guests) |
| Temporary access | Full license needed | Provisional Members (90-day window) |
| Cost for mixed teams | High (everyone pays) | Lower (only creators pay) |
The new model benefits organizations with many stakeholders who only need to view or occasionally edit content. A team of 50 might only need 15 paid Members, with 35 Guests and Viewers at no additional cost.
The Four Seat Types
Member
PaidPermissions
- Create sheets, dashboards, reports
- Full edit access
- Admin capabilities
- Manage automations
- Create forms
- Access all views
Best for
Project managers, PMO staff, team leads, admins, and power users who create and manage content daily.
Provisional Member
Paid (temporary)Permissions
- Same as Member
- 90-day access window
- Must convert or remove
- Auto-converts if no action
Best for
New hires in onboarding, temporary contractors on short-term projects, users being evaluated for permanent access.
Guest
FreePermissions
- View shared content
- Edit shared content
- Cannot create new items
- Cannot access admin
- Cannot manage users
Best for
External contractors, agency partners, clients reviewing project status, vendors updating their own rows.
Viewer
FreePermissions
- View-only access
- Cannot edit any content
- Cannot create anything
- Dashboard and report access only
Best for
Executives reviewing dashboards, stakeholders tracking progress, auditors reviewing data, anyone who only needs to read.
Which Seat Type Does Each Role Need?
Cost Savings Example
Old Model: 50 Users, All Paid
Every user gets a full license regardless of role.
50 users x $19/mo = $950/mo
= $11,400/year
New Model: 50 Users, Right-Sized
15 Members, 10 Guests, 25 Viewers.
15 Members x $19/mo = $285/mo
= $3,420/year (70% savings)
Common Licensing Mistakes
Over-licensing: paying for Members when Viewers would work
The most common mistake. Audit your user list quarterly. Any user who has not created or edited content in 60 days should be downgraded to Viewer or Guest.
Ignoring Provisional Member expiration
Provisional Members auto-convert to paid Members after 90 days if not addressed. Set a calendar reminder at 60 days to review and decide: convert, reassign to Guest, or remove.
Under-licensing: Guests hitting access limits
Guests cannot create sheets, reports, or dashboards. If a contractor needs to build new content, they need Member access. Upgrade proactively rather than blocking their work.