Understanding SmartVault Licensing

There are two basic types of user licenses available in all SmartVault plans: Users and Guests. If you are on a SmartVault ProAdvisor or SmartVault for Accountants plan, a third license type is available called a Client License. [See below for an explanation of Guest vs. Client licenses.]

Guests vs. Clients

There are some restrictions on what Guests and Clients are allowed to do in SmartVault, summarized in the chart below. Guest and Client licenses may not be used for your company's employees or other internal users of your organization. Client licenses can do everything Guests can do, but Clients can also use the SmartVault mapped drive and can use the SmartVault Toolbar to get access to the attached documents in QuickBooks, QuickBooks Online, Freshbooks, and Xero accounting applications.

License Type User Guest Client
Who are they? An internal user or employee of your business Someone outside your business that you want to share files with A client of a bookkeeping professional who wants to use the SmartVault Toolbar
What can they do?* Upload/download files, Create/edit/delete files, Create/delete folders, Invite other users Upload/download files, Create/edit/delete files. Upload/download files, Create/edit/delete files
What SmartVault tools can they use? Portal, Toolbar (for QuickBooks, Freshbooks, or Xero), Mapped Drive, Inbox, Mobile Apps, Outlook Plug-in Portal, Mobile Apps, Outlook Plug-in Portal, Toolbar (for QuickBooks, Freshbooks, or Xero), Mapped Drive, Inbox, Mobile Apps, Outlook Plug-in
       

Feature Breakdown

Features User Guest Client

SmartVault Portal

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SmartVault Connected Desktop *

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SmartVault Inbox

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SmartVault Outlook Plugin

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SmartVault iOS App

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SmartVault Drive

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SmartVault QuickBooks Toolbar

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Create Clients and Folders

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Invite Other Users

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  Note

(*) The SmartVault Connected Desktop is available by default for Guests and Clients of SmartVault Structured Plans. For Professional Plans, you need to contact SmartVault Support to enable it.

Restrictions on Group Membership

A Guest or Client user can be a member of any group in the SmartVault account, except for the powerful SmartVault Administrators and Vault Manager groups.

Changing User License Types

If there is a user outside your company that needs more capabilities than is available with a Guest or Client license, you can use a regular User license for the external user. For example, if you want the user to create their own folders, that user needs to be a standard User license, not a Guest or Client.

You normally specify the user license type when you first invite the user to SmartVault. However, you can change a user’s license type at any time from the SmartVault portal by clicking on the account and selecting “Manage Licenses.”

For more information about managing user licenses, see Managing User Licenses. For more information about adding additional user licenses to your account, see Upgrading Your Account.

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