Sync. Explore. Act.

Every sheet. Every owner. True Smartsheet visibility.

Smart Admin Studio scans your environment through the Smartsheet API and gives you granular access to your core assets.

See everything today See the full feature list

No credit card required. · Need more scale or security? Ask about our Dedicated tier.

smartadminstudio.app / overview

Total sheets

9,019

Active 30d

1,205

Active 90d

1,718

Owners

230

Workspaces

573

Attachments

858,497

Solution Landscape

From total inventory to the active solutions worth governing.

Total sheets

9,019

Active 90 days

1,718

Unique solutions

1,205

Low complexity

1,195

Medium

498

High

Sheet Creation & Active Count Over Time

Cumulative sheets created by region; active-sheet snapshots.

APAC Americas EMEA Total active sheets

You’ve felt this before

“There should be an easy way to see how many sheets we have — and who owns which ones.”

— Smartsheet admin, public community forum

“We have hundreds of sheets now — we’re starting to feel the growing pains.”

— Smartsheet admin, public community forum

“Smartsheet visibility is a BIG problem”

— Smartsheet admin, Fortune 500 Company

How it works

From zero to full visibility in three steps.

Connect once, scan your environment, then explore the highs and lows of what’s really out there.

Generate your Admin API key ?

Paste in a Smartsheet Admin API key. You can add, rotate, or revoke it yourself at any time.

API key

••••••••••••••••••••

Save

Admin access verified

Run a scan

Kick off an on-demand scan or schedule it weekly. It pulls metadata for every sheet — never your cell data.

Scanning all Sheets, Users, Workspaces, and Attachments in Smartsheet Running

6,133of 9,019 sheets

Explore what’s really out there

See the highs and the lows — Creator Champions, stale and abandoned sheets, PII risk, and where sprawl concentrates.

230

owners

~7,300

idle 90+ days

See everything today

What you can see, per sheet

Every sheet comes with a full profile — not just a name in a list.

Four categories of metadata, captured automatically on every scan. Here’s the kind of thing each one makes possible.

Identity & Ownership

Owner, and their manager — not just who has it, who's accountable for it.
Org segment — which team or department it really belongs to.
Workspace & sharing footprint — where it lives, and how far it's spread.

Art of the possible

Route a change-management request straight to the right manager — without a single email asking “who owns this?”

Activity & Lifecycle

Created & last-modified dates
Active in the last 30 / 90 days — a real usage signal, not a guess.
Revision history depth — how much a sheet has actually been worked.

Art of the possible

Build an auto-archive shortlist every quarter — sheets untouched for 90+ days, ranked and ready for owner sign-off.

Structure & Complexity

Rows, columns, formulas & validation rules
Gantt & resource-management usage — flags sheets doing project-management-grade work.
Complexity score — Low / Medium / High, calculated automatically.

Art of the possible

Spot the handful of sheets that would break in a platform migration — before they break, not after.

Content & Risk Signals

Attachments — count and total size, so you know where files actually live.
Sensitive-data indicators — column and file names that suggest PII, flagged for review.
Cross-sheet references — how tangled up this sheet is with others.

Art of the possible

Hand compliance a pre-built shortlist of sheets to review — before they ask you for one.

Every field above comes from sheet metadata — no cell data is read from your sheets.

See what's in your sheets

Ownership mapping

See who’s actually been carrying the load.

Creator Champions ranks your top Smartsheet owners — the hidden experts who become the roster for a Smartsheet Community of Practice, and the signals for single points of failure.

Creator Champions Top owners by active sheet count

Tim Buntrock

208 sheets

Kevin Walsh

52 sheets

Chen Wei

44 sheets

Yuki Tanaka

34 sheets

Olivia Brown

32 sheets

Henrik Larsen

30 sheets

See your biggest contributors

Sheet Activity Distribution

What a scan of 9,019 sheets returned.

Total sheets

9,019

across 573 workspaces

Distinct owners

230

who owns what

Active in last 90 days

1,718

~19% of the environment

Idle 90+ days

~7,300

the lifecycle-review pool

Activity distribution Share of all 9,019 sheets by last-used window

13%

81%

Active — last 30 days (1,205) Active — 30 to 90 days (513) Idle — 90+ days (~7,300)

Only ~1 in 5 sheets saw activity in the last 90 days — the other ~7,300 are exactly the stale, archive-ready, and consolidation candidates worth reviewing.

Feature Set

Real tools in your toolbelt

Gain entperise-grade visibility into your Smartsheet enviroment

Discovery & Inventory

Automated environment scan — every sheet via the Smartsheet API, scheduled or on demand.
Sheet Inventory — searchable, filterable list of every sheet.
Column & formula capture — cross refernces, validations, formulas, etc.
Attachment cataloging — Find out what file data lives in Smartsheet.
Sheet-to-workspace mapping

Ownership & Governance

Owner & sharing mapping — explore how sheets are mapped to workspace and your Org chart.
Creator Champions — your most prolific sheet creators.
Institutional-knowledge risk — single points of failure, surfaced.

Complexity & Risk Flagging

Complex-sheet detection — high-complexity sheets flagged for review.
PII flagging — assets likely to contain PII.
Lifecycle-candidate detection — last-used buckets surface stale & archive-ready sheets.

Organizational Visibility

Department & function distribution — usage by region, function, org.
Org chart enrichment — optional, data-minimization-compliant.
Cumulative creation tracking — growth over time.
Solution Landscape — group related sheets into one business process.

Dashboards & Reporting

Overview Dashboard — scorecards, trends, Solution Landscape.
Complex Sheets & PII view
Sheet Inventory search / filter
Job Management — schedule scans, review run history.
CSV data export — sheet- & workspace-level metadata.

See the full features page

Security & Scale

Every tier is secure. Dedicated puts it inside your own walls.

A baseline that holds for every customer — and a Dedicated tier that goes further for the buyers who need to.

Every tier

Metadata-only sync

Never copies, captures, or saves the underlying data inside your sheets.

Encrypted in transit

All communication with the Smartsheet API and your browser is encrypted.

Steps up to Dedicated

Dedicated tier

Your own cloud environment. Your compliance boundary.

For Dedicated customers, Smart Admin Studio deploys directly into your own cloud environment — not a shared instance, not a logical partition inside ours. Your infrastructure, your controls, your audit trail.

Deployed in your cloud

Runs inside your own cloud tenant — never our shared infrastructure.

Fully isolated

Single-tenant by construction — there's no other customer's data to be co-located with.

Unlimited sheets

No ceiling. Starter caps at 1,000 sheets, Growth at 10,000 — Dedicated removes the limit.

For maximum security, scale, and control, ask about our Dedicated tier.

Three tiers, same features

Every feature at every tier.

Tiers differ by sheet-count ceiling, hosting model, and support motion — not a feature checklist.

Starter

$89 /mo

Billed monthly. 14-day free trial, no credit card.

For a single Smartsheet admin getting their first real look at the environment.

Up to 1,000 sheets
Shared infrastructure
Every feature — no gating
Credit-card signup, no sales call

Start free trial

Trial capped at 1,000 sheets, no PII flagging.