Smartsheet: Do I need a license?
This guide will help you get started with Smartsheet and answer any questions you might have.
What is Smartsheet?
Smartsheet is a cloud-based collaboration and project management software. Smartsheet uses an easy-to-understand spreadsheet interface supporting a wide range of functionality. For most work, Excel is the preferred spreadsheet software and should be used whenever possible in order to control the escalating cost of Smartsheet licensing at PATH.
Smartsheet Licensing Update
In light of recent changes to Smartsheet’s licensing policies, all PATH staff members who edit, comment on, or modify any sheet, report, or dashboard are now required to hold a paid license. The scope of license-required functions has expanded, and the annual cost per license is now approximately $600.
Given ongoing budget constraints and reductions in staffing, we have evaluated several more cost-effective alternatives, including Microsoft Planner (roughly $41/year), Power Automate, SharePoint, and Excel.
Licensing Cost and Requirements
Please carefully review all related documentation to confirm your need for a premium license. When submitting a license request, be prepared to specify which premium Smartsheet features you require, the expected duration of use, and the budget source for license fees.
Licenses are required for tasks such as updating content on existing sheets, creating new sheets, modifying sheet structures (including adding, moving, deleting, or reformatting columns), managing automation, and creating or altering webforms.
Alternatives to Smartsheet
SharePoint lists integrated with Power Automate can facilitate approval workflows or assignment notifications. Excel remains available for worksheet creation and management. For project management purposes, Microsoft Planner offers a more economical solution.
When a License Is Not Required
Free users can view content and use forms but cannot make direct changes. Editing sheets, updating rows, creating sheets, changing columns, automating, or managing intake forms requires a license. The premium license holder manages sheet creation and adjustments for the group, while others have view-only access. Various templates help the license holder set up sheets for free users to review.
Smartsheet licenses are no longer paid through the PATH Technology Charge. Before requesting a license, you will need to obtain a Cost Center or Project and Activity from your PADM or Finance Business Partner.
Smartsheet Training
Smartsheet Fundamentals
Smartsheet FAQs
Step 1: Go to work.path.org and log into Okta.
Step 2: Look for the Smartsheet tile (it may be near the bottom of the screen) and click on it.
Step 3: Once you have logged into Smartsheet via Okta, you should see the Home Tab in the upper left corner. Click on the folder icon to browse workspaces and sheets that have be shared with you.
A: To get help using Smartsheet, click the Question mark icon in the bottom left of the Smartsheet environment.
Submit Smartsheet License Request
Read the article, review all materials and determine if you need and qualify for a Smartsheet license.
Please submit a request through the Smartsheet License Request Form. Please be prepared with detailed justification as to why a premium license is required. Provide specific premium features that are needed over other lower cost options.
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