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A software as a service application for collaboration and project management

2024 Smartsheet Day - May 28
Stay tuned for session recording links and resources.

Premium App Training:  
Learn more about the following premium apps: Dynamic View, Data Uploader, Pivot and Calendar, DataMesh, and WorkApps. 
Overview of the apps, along with a video of the session.

University IT maintains a site license for Smartsheet, the popular online project management/collaboration tool.

Stanford community members with a full-service SUNet ID may purchase a license to access the centralized Stanford Smartsheet instance for an annual fee, payable via a departmental account (PTA).

Those who currently have personal individual licenses for Smartsheet are invited to switch to the Stanford site license to take advantage of the benefits of the centralized offering.


The Stanford Smartsheet offering provides benefits not available to those who purchase licenses directly from Smartsheet, including:


  • Unlimited sheets, reports, dashboards, forms, and file storage
  • Smartsheet Dashboards
  • Access to add-on premium features available on Stanford's plan (added November 2021)
  • Ability to track solution adoption, updates to content, sharing, and more via Activity Log
  • Ability to create automated actions such as approval workflows, update requests, and more


Note: To access the premium apps for the first time, you’ll need to click the links below for each app and follow the login prompts:

Designed for

Current faculty, staff, and students with a full-service SUNet ID

Data security

This service may be used for High Risk data, including protected health information as defined by the Information Security Office.

Before introducing regulated data into Smartsheet, review the important considerations below:


$340 per license, renewed annually on Nov 1, regardless of the initial purchase date. You must provide a departmental PTA to be billed for the license.

  • New purchases will be pro-rated quarterly based on the Nov. 1 date
  • Smartsheet licenses automatically renew each year on Nov. 1.  The PTA on file will be charged for the renewal unless you cancel with UIT prior to Oct. 31  by submitting a Help request.
  • If you cancel, previous charges cannot be refunded, but you may continue to use the service until the end of the term you paid for or transfer your subscription to another individual with a SUNet ID. 

Billing Information

  • The UIT Billing Dashboard is the best source of Smartsheet billing information.
  • Users with access to existing BI ITS CB (Customer Billing) reports will already have access to the Incorta Billing Dashboard.
  • New access requests are granted by each department via Authority Manager using the Request Reporting role.
  • Additional information that may be helpful for clients may be found in the Billing Dashboard Quick Guide.

Who needs to purchase a Smartsheet license?

A Smartsheet license is required to create new content (sheets, reports, dashboards, forms); modify sheet structures (add/move/delete/reformat columns); and manage resources. It is not necessary to purchase licenses for individuals who will be collaborators (i.e., those who need only to view sheets and update rows). A Sheet owner may share a sheet with any individual who needs to collaborate as a viewer and updater — no license required for the collaborator. Visit the Smartsheet User Types Breakdown webpage to learn more. 

NOTE: When sharing a sheet with a colleague, be sure to use the form of the person's email address to ensure a smooth login experience.

Get started

Go to the Stanford Software Licensing Web Store to purchase your license. A Department PTA is required.

Submit a Help request if you have questions about setting up a Smartsheet account or switching from an individually purchased account to the centralized Stanford Smartsheet. Information about how to use the tool may be found in the “Help” section within the application and via the Get Started with Smartsheet page.

Get help

Learn more

Last modified May 24, 2024