Smartsheet recently notified University Information Technology of changes to its license subscription model.
Effective Monday, December 1st, 2025, Smartsheet will require a paid Smartsheet license for all users who create, edit, or comment on content in Smartsheet. View access will remain in place for those with a free license. In the previous model a license was only required to own and create content. This change represents a significant increase in the number of licenses required to continue the same business processes for many Smartsheet users at the University.
University Information Technology has assembled the following resources to assist with navigating this change and understanding the licenses needs for your department:
- Worked with Smartsheet to reduce the annual license cost from $772 to $699 per year.
- Updated our Smartsheet Frequently Asked Questions with information about license requirements, provisioning, and support.
- Added tutorials documenting free, supported, alternatives to complete data updates without a paid Smartsheet license.
Please review your Smartsheet content to ensure the appropriate permissions and licenses are in place for your collaborators to avoid any disruption..
If you need to obtain additional licenses, please contact the UR Tech Store (urtechstore@rochester.edu / 585-275-8353).
If you have questions about this communication, please contact University IT (univithelp@rochester.edu / 585-275-2000).