Smartsheet User Access Request

VIDEO TRANSCRIPT | Recorded: 2025-10-31 | Verify against current system state

Abstract¶

Demonstrates the proper procedure for handling Smartsheet access requests to avoid consuming limited licenses. When staff request to join, they should be added as non-licensed users through User Management rather than clicking "Add to Account" which consumes a license. Users are then added to the "AANP Staff Access Only" group for read-only access.

Key Procedures¶

• Check pending requests list in Smartsheet (top left corner)
• Copy email address from join request
• Navigate to User Management (must be logged in as IT Support)
• Search for existing user before adding
• Click "Add User" and enter email address
• CRITICAL: Uncheck "Licensed User" checkbox before saving
• After save, go to user's Groups tab
• Add user to "AANP Staff Access Only" group
• Decline or ignore the original join request

Notable Statements¶

• 0:00:37 "Smartsheet is attempting to get you to make them all licensed users. We do not want to make all these people licensed users"
• 0:00:57 "Another benefit of this is that if they have to register, we then know who has access to the account"
• 0:01:06 "If we allowed people to just willy-nilly whoever they want access to the account, we would not have a list"
• 0:01:58 "You do not click Add to Account here. If you do that, it's going to either say you don't have any licenses left or it's going to take up a license"
• 0:02:07 "We only have one left"
• 0:02:37 "Email address is the only thing that's required, but I go ahead and put in this... uncheck licensed user"
• 0:03:02 "Add them to the AANP staff access only group... that gives them read only access"
• 0:03:15 "It's really just a way for us to identify users more simply"
• 0:03:21 "You can say how many licensed users do I have versus access only users"

Systems & Configurations¶

Systems Mentioned¶

• Smartsheet (User Management, Groups)

Specific Configurations¶

Credentials/Access Mentioned¶

• IT Support account required for User Management access

Vendor Contacts Mentioned¶

None mentioned in this recording.

Errors & Troubleshooting¶

• Issue: User added as licensed user accidentally
• Cause: Clicked "Add to Account" on join request
• Resolution: Go to User Management and change to non-licensed
• Timestamp: 0:01:58

Transcript Gaps & Quality Notes¶

• Short procedural recording (4 minutes)
• Screen sharing not captured in audio
• Will document in knowledge base
• Examples: Emily Clark, Will, Amanda shown as pending requests