How to See Who Has Access to a Smartsheet
Sharing in Smartsheet accumulates quietly: a sheet gets shared for one project, a contractor gets added for one review, and months later nobody remembers who can still see what. Here is how to check sharing on a single item, what the built-in admin report offers, and how to audit — and clean up — everything you own in one pass.
Check sharing on one sheet
For a single sheet, report or dashboard:
- Open the item and click Share (top right).
- The collaborator list shows every user and group with access and their permission level — Owner, Admin, Editor, Commenter or Viewer.
- To remove someone, click the X (or the permission dropdown) next to their name and save.
The admin option: the Sheet Access report
System Admins on Business and Enterprise plans can request a Sheet Access report from Admin Center — under Users and Groups → Seat Types and True-up → Reports in the current User Subscription Model (legacy-model accounts use the equivalent User Management reporting controls). It arrives later as a CSV by email, covering every sheet in the account — you then filter it in Excel to answer "what can this person see?".
Two limits: it is admin-only (a sheet owner cannot run it for their own items), and it is a static export — by the time you have filtered it, the sharing may already have changed. And when the answer is "this person should not have access to twelve of these", the choices are the Share dialog one item at a time, or a System Admin using the account-wide Remove Sharing / Revoke Access to Items actions — which strip a person from everything at once rather than letting you choose which items to keep.
Audit everything you own — and remove someone from all of it
Our Sharing Auditor answers the same question live, without an admin console. It scans every sheet you own or administer (plus reports and workspaces if you choose) and lists every user and group it is shared with, and their access level, in one filterable table, with people outside your email domain flagged as external. Tick the shares that should not be there — a departed contractor, a stale external — and remove them from every selected item in one reviewed pass.
Do it in one pass instead
See every collaborator across your Smartsheets, reports and workspaces, flag external users, and remove someone from everything they share in one pass.
Try Sharing Auditor FreeFrequently asked questions
How do I see who a Smartsheet is shared with?
Open the sheet and click Share — the collaborator list shows every user and group with access and their permission level. That covers one item; auditing many items needs the admin Sheet Access report or a bulk auditing tool.
Can I see everything a specific person has access to?
System Admins can request the Sheet Access report (an emailed CSV) and filter it by that person. A sharing audit tool shows the same answer live for the items you own, filterable by person, with no admin console needed.
How do I remove someone from many Smartsheets at once?
The built-in Share dialog removes access one item at a time. A System Admin also has account-wide actions — Remove Sharing and Revoke Access to Items — but those remove a person from everything at once. To take someone off a chosen set of items in one reviewed pass instead, a bulk remover revokes their shares across every selected sheet, report or workspace, with a review step before anything changes.