Spreadsheet users and roles
Invite people to Spreadsheet, what Admins, Managers, Editors and Viewers can do, custom roles, and how users count toward the plan.
Invite people
Settings > Users > Invite - type the email address and choose a role. They get an email; once they accept they can open Spreadsheet. Change a role or remove someone in the same place. The business owner is always an Admin.
Roles
| Role | Can |
|---|---|
| Admin | Everything: every team spreadsheet, templates, team folders, settings, users and the plan |
| Manager | Make spreadsheets and dashboards, run team folders and templates, change the sharing of team spreadsheets, shared links and scheduled emails. Not users or the plan |
| Editor | Make spreadsheets, edit the ones shared with them to edit, share their own |
| Viewer | Open spreadsheets and dashboards shared with them, comment. Changes nothing |
A role is the most a person can do: a Viewer only views, even when a spreadsheet is shared with them to edit.
What a person sees of app data depends on their roles in those apps, not on their Spreadsheet role - see Live data from your apps.
Custom roles
From Professional, Settings > Roles makes roles with exactly the rights you choose, based on the four above.
Users and the plan
Everyone with an active Spreadsheet role counts as a user, Viewers too; invitations waiting count as well. People who open a shared link never count. If a business has more users than its plan covers (after moving to a smaller plan), the owner, then Admins, then the people added first keep working; the others can only look until you upgrade or remove someone. Nothing is deleted.