Smartsheet - Frequently Asked Questions
The Smartsheet Higher Education plan will provide unlimited sheets, a set of premium apps, single sign on through our NetID service, and a collaborative environment that maintains a single sheet version.
Frequently Asked Questions
(NEW) What is changing under the new Smartsheet model?
As of July 2026, we are switching to the new Smartsheet licensing model.
Free users will no longer be able to edit directly on a sheet. That functionality will now require a license.
For paid users, nothing is changing. The only change we recommend for paid users is to start sharing sheets with commenter or lower permission levels by default.
(NEW) How can I structure my sheet to avoid users having to directly edit?
There are four recommended ways to restructure your sheet to avoid having users directly edit on a sheet. All are included in our paid license.
- Submit through Forms
- Set up Update & Approval Requests
- Edit data in Dynamic View
- Utilize Collections
DoIT is not an expert on setting these up but Pro Desk sessions with Smartsheet are included with our paid license. We recommend using those to consult with a Smartsheet expert on how best to restructure your sheet.
(NEW) What are the new user roles and how are the different from the old ones?
There are now four different types of seats.
- Members - these are equivalent to the paid users under the old model.
- Provisional Members - these are free users that are effectively on a trial of a paid membership. This status will last a minimum of 30 days. Users will revert back to a free user unless you contact DoIT and request they be converted to a member.
- Contributors - Free users who can view shared work. With Commenter permissions, Contributors can also comment and add or delete attachments. They can't directly edit on any sheets.
- Guests - Free external users (non UW-Madison) who can view or edit shared items
What is Smartsheet?
Smartsheet is a software as a service (SaaS) offering for collaboration and work management, developed and marketed by Smartsheet Inc.
Why would I want to use Smartsheet?
Smartsheet is used to assign tasks, track project progress, manage calendars, share documents, digital asset management, automate processes, create and publish reports and dashboards, and manage other work, using a tabular user interface.
How do I log in?
You can log in with your NetID here: https://smartsheet.it.wisc.edu/
Where do I go to get a license?
You can request a new paid Smartsheet license through the Request for a Smartsheet License form. The paid license information is on the left.
How do I transfer a license?
You can transfer a license to someone else at any time during the term. To transfer a license, please email smartsheet@g-groups.wisc.edu
Please include the following info:
- Who to remove the license from
- Where the license should be moved to
- Who to transfer any owned items to
How do I remove my license?
You can submit a request to remove your Smartsheet license through the Request for a Smartsheet License form. The form is at the bottom of the page.
Do I need a license to view a Smartsheet?
No. You can view and/or comment on content that has been shared with you. A license is needed to create your own sheets, reports or dashboards or to edit on a sheet.
How much does a Smartsheet license cost?
A Smartsheet license cost $779.94 per user per year (FY26). FY27 pricing coming soon. This license includes many premium apps from Smartsheet such as Dynamic View, Data Shuttle, Data Mesh, Calendar, and Pivot. We do not have FY27 pricing at this time.
Are license costs prorated?
Yes, they are trued up quarterly and will be pro-rated depending on when they start.
How can my department save on license costs?
Not everyone needs to be a licensed user.
A member is a paid user who can create new items in Smartsheet including sheets, reports, and dashboards, and share them with others.
A contributor is someone who does not have a paid Smartsheet license. Connected users have the ability to view and/or comment on the items they have been shared to, but they do not have the ability to create their own items or edit directly on a sheet without a license.
What additional-cost Smartsheet premium apps are available?
JIRA Connector provides visibility into IT and software development projects being tracked in Jira and is licensed per department.
Please contact the Help Desk for current pricing: Get Help from DoIT.
Where can I go for more training and help?
Please visit Smartsheet's Help and Learning Center.