For years, a major challenge with building AppSheet apps has always been the licensing structure for external or public users—people who simply need access to an app without the ability to edit or build applications themselves.
Until now, AppSheet required a full license for every user, even if they were only logging in to perform a single task—like a truck driver completing a safety briefing before entering a construction site.
This pricing model made certain types of apps financially unfeasible, limiting the potential of AppSheet’s platform for broader use cases.
Introducing AppSheet User Pass: Affordable Access for External Users
With the introduction of the AppSheet User Pass, this limitation is finally being addressed. The User Pass allows organizations with an AppSheet Enterprise Plus or Core subscription to provide temporary app access to users who do not have a full license or have a lower-tier license than the app owner.
This new licensing model means organizations can now provide app access to external suppliers, front-line workers, or contractors without the burden of purchasing a full license for every single user. Instead, User Passes are pooled together at the organizational level and are consumed only when an eligible user accesses an app.
How It Works
User Pass licenses are pooled at the organization level, rather than assigned to individual users.
A User Pass is only consumed when an eligible user accesses a unique app.
Once a User Pass is consumed, the user has unlimited access to that app for the rest of the calendar month.
Eligible users include:
External users outside of the organization.
Unauthenticated users (users who do not sign in).
Under-licensed users (e.g., an AppSheet Core user accessing an Enterprise Plus app).
If the same user accesses multiple apps, additional User Passes are consumed accordingly.
Why This Is a Big Deal
This update unlocks significant cost savings and new opportunities for organizations looking to extend AppSheet-powered solutions to external or occasional users. Some key benefits include:
Enabling Public Access Apps: Previously unfeasible public-facing applications (such as visitor registration systems, customer self-service portals, and supplier dashboards) can now be deployed affordably.
Cost-Effective Licensing for Contractors & Partners: Organizations that work with external contractors, seasonal workers, or suppliers can now grant them access to critical applications without paying for an entire year-long license.
Scalable & Flexible Access: Instead of rigidly assigning licenses, User Passes provide a flexible, usage-based approach, allowing businesses to scale app access as needed.
No Admin Headaches: Since User Passes are pooled and not assigned individually, there is no need for admins to manually manage app access for temporary users.
Managing User Pass Licenses
Organizations can purchase User Pass licenses through their AppSheet subscription, and the total number of available User Passes resets at the end of each calendar month. Unused passes do not roll over to the next month, ensuring fair and predictable usage costs.
When nearing the limit of purchased User Passes, admins can buy additional passes, which are then added to their billing plan with a minimum one-year commitment.
Final Thoughts
The introduction of AppSheet User Passes is a major breakthrough for businesses that need to provide access to users who do not require full-time, licensed access. Whether it’s a safety checklist for a truck driver, a work order submission for a contractor, or a customer service portal for end-users, this new feature opens the door for more cost-effective, scalable, and accessible AppSheet solutions.
This update removes a long-standing barrier to the widespread adoption of AppSheet for external user scenarios and enables organizations to maximize the value of their apps without breaking the bank on licensing.
If you've been holding back on using AppSheet for external users due to cost concerns, now is the time to reconsider. With User Pass, AppSheet has become an even more versatile and affordable tool for building powerful, accessible applications.
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