This is the Administrator's checklist for the first week: ten tasks, each with the article that shows the steps. Work through it in order; the first five take about an hour and set up the workspace for everyone else.
About 10 minutes to read; about 2 hours to do minutes.
Plan Availability | All plan types, including the 14-day free trial of the Professional plan. Two-factor authentication is listed under Professional; single sign-on, SCIM and audit logs under Enterprise. |
Permissions | Workspace Administrator. The Workspace Administration item in the profile menu appears for Administrators only. |
Platform | Web |
Related Reading |
What does the Administrator do in week one?
#. | Task. | Where. | Read. |
1. | Open Workspace Administration and look at every tab once. | Profile menu in the upper-right corner > Workspace Administration. | |
2. | Check your plan, its limits and, on a trial, the end date. | Workspace Administration > Plans & Billing > Plan Profile. | |
3. | Invite the team with the right role for each person. | Sidebar Menu > Manage Members > Invite New Members. | |
4. | Create a Team for each group that shares work. | Manage Members and the invite dialog. | |
5. | Agree the sharing rule: solutions stay Private to Me while built, then are shared with Teams. | Solution dropdown > Permissions. | |
6. | Set the security options your plan includes. | Workspace Administration; two-factor authentication on Professional and Enterprise, single sign-on on Enterprise. | |
7. | Know the limits before anyone hits them: records per solution, file storage, automation runs and API calls, Recycle Bin days. | The Limits article and the pricing page. | |
8. | Set up the home page: Categories for the solutions and your branding. | Home Page > manage Categories. | |
9. | Install the first template or create the first solution for the team. | Home Page > + New Solution. | |
10. | Book a live session and point the team at the path. | Office hours every weekday; this guide. | Office hours and Start here. |
Which limits should I know by heart?
Records per solution: 5,000 on Team, 100,000 on Professional, 400,000 on Enterprise. File storage: 50 GB, 100 GB and 500 GB. Automation runs and API calls per month: 25,000, 100,000 and 500,000. Recycle Bin retention: 30, 45 and 60 days. Activity history: 1, 2 and 3 years. The Signature plan sets its own limits in the contract.
What should I not do in week one?
Do not give everyone the Administrator role. One or two Administrators; builders get Solution Creator; everyone else General Access.
Do not share a solution with all members while it is half built. Private to Me is the default for a reason.
Do not delete a solution to start over; the Recycle Bin keeps it for 30 to 60 days depending on the plan, and so does the demo data switch on a template.
Frequently asked questions
Where do I see which plan the workspace is on?
Your plan shows on the home page next to the workspace name. Administrators see the detail, and change the plan, under Workspace Administration > Plans & Billing > Plan Profile.
Who is billed on a paid plan?
Team starts at 3 billable users and Professional at 5; Enterprise has no minimum. A member is billed when they accept their invitation. The pricing page states that read-only users, commenters and form submitters are not billed.
Can I be the Administrator and a builder at the same time?
Yes. The Administrator role includes everything a Solution Creator can do and full access to every solution.
What happens when the trial ends?
Nothing is charged. If you do not subscribe, the workspace is disabled and your data is kept; subscribe to Team, Professional or Enterprise to keep working.
Next step: What to do in week two.
Last verified 22 Oct 2026 against the pricing page (plans, limits, billing, trial), SmartSuite Plans, Features and Pricing, Roles in SmartSuite, Member Profile Menu, SmartSuite Home Page and Solution Permissions