Understanding SmartVault Licensing

SmartVault offers three main types of user licenses across its plans: Users, Guests, and Clients. These licenses are tailored to the different roles and needs of users in your organization, ensuring effective collaboration and secure access to documents and tools.

Guests vs. Clients

In SmartVault, there are limitations on the actions that Guests and Clients can perform. You can see these restrictions in the chart below.

  Important Notes

    • The Guest and Client licenses are intended for people outside your business to whom you want to grant access to certain areas of your SmartVault account.
    • While Guests have limited access, Clients can perform all Guest actions and utilize the SmartVault Mapped Drive and Toolbar to access 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, a unified interface for managing documents, is available by default for Guests and Clients on SmartVault Business Pro and Accounting Pro Plans. For users on Standard Plans, you need to contact SmartVault Support to enable it. 

Restrictions on Group Membership

As a Guest or Client user, you can join any group in your SmartVault account except for the SmartVault Administrators and Vault Manager groups, reserved for power users.

Changing User License Types

If a user not part of your business requires additional features beyond what is provided with a Guest or Client license, you can grant them a regular User license instead. The User license will allow them to create their folders, for instance. However, it is important to note that a Guest or Client license will not provide this capability.

When inviting a user to SmartVault, you usually specify the user license type. However, you can easily change a user's license type from the SmartVault portal anytime by accessing the SmartVault portal, clicking on their account, and selecting "Manage Licenses."

Here are some additional resources you may want to explore:

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