Admin permissions are needed to add widgets and rearrange a Smartsheet dashboard.

The Admin Card: Who Should Reorganize a Smartsheet Dashboard?

Dashboards in Smartsheet are the nerve center of a project. They pull in data from sheets, reports, and other widgets, then lay it out in a way that tells a story at a glance. It’s tempting to imagine everyone tinkering with the design—the color, the order of charts, the widgets themselves. But not everyone should have that kind of access. So, what permission level actually allows a team member to add new widgets and rearrange the layout of a dashboard? The short answer is Admin. Here’s the longer, friendly breakdown.

Understanding the four roles in a dashboard world

If you’ve ever wrestled with permissions, you know the puzzle: different people need different kinds of access. Smartsheet’s core product uses a few familiar roles, and they map pretty neatly to what you can and can’t do on a dashboard.

• Viewer: This one is simple. Viewers can see the dashboard, but they don’t make changes. If you’re sharing with stakeholders who just need to monitor progress, this is your go-to role. They get the big picture without the potential to muddle the layout.

• Editor: Editors can modify content that’s already there. They can tweak data, update widgets that pull from sheets, and adjust some display settings. But when it comes to reorganizing the entire dashboard or adding entirely new widgets, their control is limited. Think of Editors as people who polish the existing content, not the people who redraw the canvas.

• Collaborator: Collaborators come with a mixed bag of capabilities—one person’s access might be different from another’s, depending on how the dashboard is shared. In practice, Collaborators often don’t hold the full administrative toolkit needed to overhaul the dashboard’s structure. They might edit certain components, but large-scale rearrangements usually sit outside their wheelhouse.

• Admin: This is the big one. Admins have the broadest, deepest control. They can add new widgets, customize the layout, rearrange sections, and overall configure how the dashboard presents information. They’re also the ones who can manage access, share settings, and fine-tune who can see what. In short, Admins are the dashboard’s architects.

Why Admin is the permission that matters for layout changes

Let me explain it in a way that sticks: adding a widget isn’t just “plug and play.” Each widget pulls data, affects alignment and spacing, and can influence how quickly someone can understand the dashboard at a glance. Rearranging the layout changes the visual rhythm—where charts sit, how much space a metric gets, and what draws the eye first. Those decisions ripple through the team’s daily work.

• Widgets require data access sometimes beyond what is granted to others. An Admin can safely connect a new widget to the right sheet or report and verify that it updates correctly.

• Layout changes aren’t cosmetic only. They change how users interpret the data. An Admin keeps the structure coherent and aligned with governance principles so that the dashboard remains predictable and usable for everyone who relies on it.

• Governance and control. In teams where dashboards are shared widely, keeping the master layout under a smaller group’s control helps avoid chaos. Admins set the baseline, then use sharing and permissions to allow others to contribute within clear boundaries.

Reality check: editors can polish, collaborators have options, but only Admins own the big canvas

A practical way to see it is this: if you want to test a brand-new widget and physically move sections around to see how the narrative changes, you need the freedom that Admins enjoy. Editors can tweak existing content, but they don’t have blanket permission to reorganize the dashboard. Viewers stay on the outside, and Collaborators, depending on the setup, may have some editing rights but usually not the broad reshaping power. The vision for a dashboard—its layout, its flow, its strategic placements—belongs to Admins.

A quick, friendly map you can reference

• You want to add a brand-new widget to a dashboard? Admin is the safe bet.

• You want to move a widget from one area to another to improve readability? Admin rights are the reliable path.

• You want to adjust colors, fonts, or general styling to improve accessibility? Often this sits with Admin or a designated dashboard owner, depending on your governance rules.

If you’re setting up dashboards for a team, a practical approach is to designate one or two Admins per workspace who handle the core layout and widget additions. Then you can permit Editors or Collaborators to contribute content within the created framework. This keeps things tidy while still letting the team stay nimble.

Guardrails that keep dashboards useful (without getting in the way)

Here’s where good sense and good practice meet. The goal isn’t to hoard power but to maintain clarity. A few light guardrails can save everyone a lot of back-and-forth later.

• Define dashboard owners. Pick one or two people to be Admins for each dashboard. They’re the go-to team when new widgets are needed or layout adjustments are necessary.

• Set clear access rules. If someone needs to review a dashboard in depth but shouldn’t alter the layout, a Viewer or Editor role may be appropriate depending on what they must see and what they must do.

• Schedule quick review sessions. When a major change is proposed, a short review with stakeholders can head off confusion. A 10-minute check-in can ensure the new layout makes sense across the team.

• Document changes. A simple changelog for dashboards helps everyone track why a widget was added or why a layout shift happened. It’s not glamorous, but it pays off when someone new joins the project.

A few practical scenarios you’ll likely encounter

• Scenario: A project lead wants to track a new metric on the dashboard. If the metric needs data from a new sheet, who handles it? Generally, an Admin would verify data connections, add the widget, and ensure it updates correctly.

• Scenario: A design tweak to improve readability is requested. If the tweak involves rearranging sections or reordering widgets, an Admin steps in to implement the change, then shares the update with the team.

• Scenario: An external client needs access to a dashboard but should not see sensitive info. This is where permission layering shines. Admins can tailor what each role is allowed to view while keeping the dashboard coherent for internal users.

Common missteps and how to avoid them

Even the best teams trip over the same stones. Here are a couple of gentle reminders to keep things smooth.

• Don’t grant Admin rights to everyone. It’s tempting to give broad access, especially when a dashboard feels like a team project, but the best dashboards stay clean and stable when a small group handles the layout.

• Don’t rush layout changes. A hasty shuffle can confuse users who rely on the current flow. If a reorganization is needed, test it with a small audience first and gather feedback.

• Don’t underestimate the value of naming and labeling. Clear widget titles and grouped sections help users scan the dashboard quickly, which is as important as the data itself.

Bringing it back to the core idea

So, what permission level should you grant to allow a team member to add new widgets and reorganize the layout of a Smartsheet dashboard? Admin.

That single word carries a lot of weight because it’s the difference between a dashboard that’s a living, adaptable tool and one that becomes a tangle of inconsistent elements. Admins aren’t just gatekeepers; they’re curators of a shared space where data speaks clearly, decisions get faster, and collaboration feels effortless.

A final thought to take with you

Dashboards are more than pretty pages with charts. They’re a compact ecosystem of data, roles, and workflows. When you assign the right permissions, you empower your team to tailor the experience without sacrificing clarity or governance. And when you keep a thoughtful balance—Admins guiding the layout, Editors contributing content, and Viewers staying informed—the dashboard becomes something your whole team can rely on, day in and day out.

If you’re revisiting a dashboard layout yourself, ask a simple question: who should own the structure here? If the answer points to Admin, you’ve got a clear path forward. And if you’re ever unsure, a quick check-in with your dashboard owner can save a lot of guesswork and keep the momentum going. After all, a well-ordered dashboard feels almost like a conversation—one where the data speaks loudly, and everyone knows their lines.