Connect your Smartsheet workspace to Viio to track user activity, monitor license usage, and optimize your collaborative work management platform subscriptions.
Capabilities
Capability | What it means in Viio |
✅ Users | We fetch all user profiles from your Smartsheet workspacet. |
✅ Usage | Last login activity per user within Smartsheet |
Prerequisites
You must have admin access to your Smartsheet workspace to authorize the integration
Your Smartsheet account must have permission to grant the
READ_USERSscope
Setup
Open Viio → Integrations and choose Smartsheet
Click Connect and follow the instructions. You'll be redirected to Smartsheet. Sign in with your admin account.
Grant Viio the permissions to:
Read user information from your workspace
After granting access, you'll be returned to Viio.
Click Continue, Add a Name & Save. Viio will retrieve your current Smartsheet data—users and usage information.
Once setup completes, a confirmation message appears. The integration will automatically sync to keep your data up to date.
Troubleshooting & FAQ
Q: Why aren't all my users/licenses showing up? A: Viio shows all active non deleted users from your Smartsheet workspace. Only users with status "ACTIVE" and seat type "MEMBER" are counted as billable. Only billable licenses are displayed.
Q: What user types does Smartsheet have? A: Smartsheet has several seat types: MEMBER, PROVISIONAL_MEMBER, GUEST, and VIEWER. Viio counts MEMBER as license, all other statuses are mapped to roles
Q: What does "last activity" track? A: Last activity shows when a user last logged into Smartsheet. This only appears for users who have logged in at least once.
Q: How are user roles determined? A: User roles in Viio are mapped from Smartsheet's permission flags and seat type:
System admins (can manage user accounts and organization)
Group admins (can create and edit groups)
Viewers
Provisional members
Guests
Q: I'm getting an authorization error during setup A: Ensure you're signing in as a Smartsheet admin and have the necessary permissions to grant the READ_USERS scope to external applications.
Technical Details
The integration uses Smartsheet's OAuth 2.0 for authentication
Data is accessed via Smartsheet's REST API endpoints, including:
users.list(with pagination, 100 users per page)
For more details, see the Smartsheet API Documentation