SmartVault Users and License Types

Every SmartVault user has a user id, which is the email address used when signing up or being granted access. To share your documents, you grant a user access to your account; however every user with access to your account consumes a license. So before granting access to your account you should determine what type of user license your users will need. Brief descriptions of license types are provided below to help you determine which type is most appropriate.

License Type Descriptions

• User License: This is the most flexible type of license. Any user id with a user type license has access to the SmartVault web portal, desktop, and drive. These user types can be members of any group in the account, including powerful groups like Administrators or vault Managers. A user type license can be granted specific access to any vault or folder within the account. Depending on what access is granted, these user types can upload and view files in the SmartVault web portal, as well as create folders, delete folders, and grant other users access. Every plan comes with a prescribed count of user licenses and most plans allow adding additional user licenses.
• Guest License: This is the least flexible type of license. Any user id with a guest type license has access to the web portal and desktop inbox, but does not have access to the SmartVault desktop toolbar or drive. These user types can be members of any group in the account, excluding Administrators or vault Managers. A guest type can be granted access to view, upload and delete files in the SmartVault web portal or desktop inbox. They cannot create folders or invite other users or guests. Every plan comes with a fixed count of guest licenses.
• Client License: This is a balance between the other two license types. Any user id with a client type license has access to the SmartVault web portal, desktop, and drive. These user types can be members of any group in the account, excluding Administrators or vault Managers. A client type can be granted access to view, upload and delete files in the SmartVault web portal. They cannot create folders or invite other users or guests. None of the plans include client licenses, but they can be added to most plans.

Managing Licenses

To share your documents with another user, grant them access to vaults, folders or company files in your account. If the user does not already have a license, you will need to add them and specify the license type. You can assess your license usage in the web portal by selecting the account and reading the Usage information in the side bar. You can also choose the Manage Licenses task on the account to open the Manage Licenses dialog. On this dialog, you see the license type tabs and the users with those licenses. You can edit license types for a user assuming none of the restrictions above prevent it (e.g. a user that is a member of the Administrators group cannot be switched to a guest or client license).

Increasing License Counts

When sharing with additional users, you may need to upgrade your plan or increase your license counts. You upgrade or add licenses via the web portal by clicking the Manage Billing task on your account, choosing the Need to upgrade your account? option, and selecting desired upgrades.

Suggestions When Choosing a License

The license type you choose depends on the role the SmartVault user will play in your account. Below are some basic examples to illustrate license usage.
• User needs full control of my account, including billing, creating vaults, and managing user access: This user would need to be an administrator, thus needs a user type license.
• User will have their own vault and need to manage access and create folders -> this user would need to be a vault Manager, thus needs a user license.
• User needs to be able to create or delete folders -> this user needs a user license.
• User is a member of the Accounting/Bookkeeping firm -> this user would need a user license.
• User is a client of the Accounting/Bookkeeping firm and will not be delegated Manager access -> this user would need a client license.
• User needs access to QuickBooks company files -> this user needs either a client or user license.
• User needs access to QuickBooks company inboxes -> this user can use any type of license.
• User needs to only upload and view documents -> this user should use a guest, client, or user license.
• User doesn't need access to QuickBooks attachments or documents outside of a few particular folders -> this user should use a guest license.

Terms of Service

All SmartVault plans are subject to our Terms of Service.