This guide will help you get started with Smartsheet and answer any questions you might have.

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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.

Do I need a license to use Smartsheet?

You only need a license if you are going to be creating sheets, modifying sheet structures (add/move/delete/re-format columns), managing automation, and/or creating/modify webforms.

Many Smartsheet License Requests initially come in with the requestor not being aware that they can use Smartsheet without a premium license. The standard (free) licenses that are adequate for most PATH users allow users to participate on sheets that have been created by another user. Free users can view, edit, and update sheets and reports within the platform. They can add new rows or update data on existing rows. But, they cannot create new sheets or add new columns on an existing sheet, or design automation and intake forms. Premium licenses are currently $440 per user per year, so we really try to limit how many are allocated. (If PATH licensing for Smartsheet reaches 1000 users – the annual cost to PATH will be over $440,000 and still will not address all PATH staff). For this reason, we try to have a premium license holder be “on point” for a group of users – to create new sheets, and add/remove columns or automation as needed. Then the other users in that group can participate on the sheets (add rows, update data, etc.). Many templates are available enabling a point person to quickly create a sheet on behalf of a standard user who can then modify the content (add and update rows within the sheet).

If you just need to view and/or update content on existing sheets, you should not request a premium license.

You do not need a license if:

You need to add or modify rows on an existing sheet
You need a simple intake form for data collection
You can use Excel to create and manage a worksheet
You can use a SharePoint list with Power Automate to route for approvals or notify about assignments

Before requesting a license

Please review all materials to ensure you need and will qualify for a premium license. When requesting a license, please be prepared to explain the specific premium Smartsheet features you need to use and for what duration.

Licensing Cost

The current annual cost for a Smartsheet license per premium license is $440 annually. If PATH licensing for Smartsheet reaches 1000 users – the annual cost to PATH will be over $440,000 and still will not address all PATH staff.

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

How does someone get a Smartsheet License?

A: Please review all available materials to ensure that you need a Smartsheet License and qualify for one based on your intended usage. Once you have done that, please submit a request using the Smartsheet License Request Form. After reviewing the request, IT may contact you with additional questions to ensure you qualify for a premium license. The user will be notified once the license has been allocated.

How do I login to Smartsheet using my PATH Account?

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.

How do I get help using Smartsheet?

A: To get help using Smartsheet, click the Question mark icon in the bottom left of the Smartsheet environment.

Where can I find more information on Smartsheet issues and additional FAQ's?

A: PATH CVIA's group has created a working list of additional Smartsheet issues and FAQ's. Link: https://app.smartsheet.com/sheets/q5vx9V9hp46CcgcQVwW28r8mMcj52m9vCMpqPQ31?view=grid

Do I (or my department) “own” the premium license?

A: No. The PATH Information Technology department administers the Smartsheet licenses.

Your department or project pay for an annual license, but the licenses are administered by the Information Technology department and require an annual renewal.

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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Smartsheet: Do I need a license?

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