Can external users submit rows without a Smartsheet license?

Yes. Task Forms is a standalone web form that communicates with Smartsheet through SmartSyncApp's backend. External users open the form in a web browser, select the parent row, fill in the details, and submit. They never access Smartsheet directly. No Smartsheet account, login, or license is required for form users. The administrator's SmartSyncApp connection handles all API communication, making it the most cost-effective way to scale data collection beyond your licensed user base.

Security and Proxy Access Control

Because Task Forms acts as a secure proxy, you can collect data from vendors, contractors, or clients without exposing your entire sheet or workspace. You remain in control of which columns are visible on the form and which rows are available for parent selection. This "Need-to-Know" data collection model is significantly more secure than sharing a sheet with "Editor" access, as it eliminates the risk of accidental data deletion or cross-project visibility between external parties.

Premium Features for External Users

Even though users are external and do not have Smartsheet accounts, they can still enjoy a high-quality interface. Task Forms supports Dynamic Dropdowns within the form fields, ensuring that external users select from valid options that you manage in Smartsheet. You can also implement Field Validation (e.g., forcing a specific date format or a minimum number of characters) to ensure that the data landing in your sheet is high-quality and ready for immediate processing.

Cost-Effective Scaling and Unlimited Reach

In a standard Smartsheet environment, allowing external users to contribute data often requires purchasing additional "Member" or "Contributor" licenses, or utilizing expensive add-ons like WorkApps. Task Forms eliminates this per-user cost. One SmartSyncApp subscription allows for unlimited submissions from an unlimited number of external users, making it the most scalable solution for large-scale field data collection, community reporting, or subcontractor management in multi-million dollar construction projects.

Advanced Form Security Gateways

To maintain the integrity of your sheet, you can provide a premium experience with multi-layer security. You can set Password Protection on the form to ensure only authorized parties with the correct "Project Code" can submit data. Additionally, Form Expiry allows you to open and close collection windows based on project deadlines, providing a level of governance and control that Smartsheet's native public forms lack for professional-grade environments.