How it works on shared spreadsheets
Roles and Permissions
When using GPT for Sheets in Google spreadsheets, the roles and permissions of the users involved determine who can enable, execute, and manage settings. The key roles are:
- Creator: User who created the Google spreadsheet. You can find out who the Creator of a file is by checking the file Activity.
- Owner: User who has ownership of the spreadsheet. By default, the Creator is the Owner. You can find out who the Owner of a file is by checking the file Details.
- Editor: User who has been granted access to edit the spreadsheet. In a Shared Drive, Editors are members with a Contributor access or higher permissions.
After the Creator of a Google spreadsheet enables GPT functions by going to Extensions > GPT for Sheets and Docs > Enable GPT functions, any user with Editor's access to the spreadsheet can execute them, but access to the sidebar settings can be restricted. Whose balance is used for the executions depends on the location of the spreadsheet as decribed in the table below.
| Where is the spreadsheet? | Who must enable GPT functions | Who can execute GPT functions | Who can use GPT for Sheets sidebar | Whose balance is used | Whose API keys are used (if any) |
|---|---|---|---|---|---|
| My Drive | Creator | Creator Owner Editors | Owner | Owner | Owner |
| Shared Drive | Creator | Creator Editors | Creator Editors | Creator | Creator |
If the Owner or Creator of the spreadsheet is part of a team, then the team's balance is used.
Example scenarios
The following scenarios show how to manage the execution of GPT functions in shared spreadsheets, and who pays for them.
1. Pay for your team's executions in their own spreadsheets
Prerequisite: You have signed in to the GPT for Work dashboard and added members to your space. You have bought a pack for the space. If you need help, contact support.
Members of your space, and editors with whom they share their spreadsheets, can execute GPT functions in the spreadsheets they create or own. See Roles and permissions.
Who pays: Their executions consume the space balance. The balance is shared among the space members, but only the space owner (you) can see it.
2. Create a spreadsheet where your coworkers can execute GPT functions and you pay for them
Prerequisite: You have created a spreadsheet and enabled GPT functions, then shared it with your coworkers. You have a positive balance in your GPT for Sheets account.
Your coworkers can execute GPT functions in the spreadsheet.
Who pays: Their executions consume your balance.
3. Execute GPT functions in a spreadsheet that has been shared with you
Prerequisite: Your colleague has created a spreadsheet and enabled GPT functions, then shared it with you. They have a positive balance in their GPT for Sheets account.
You can execute GPT functions in the spreadsheet.
Who pays: Your executions consume your colleague's balance.
4. Provide a spreadsheet to your customer, and have them pay for their consumption
Prerequisite: You have created a spreadsheet containing a set of GPT formulas for your customer to use.
Ask your customer to:
- Make a copy of the spreadsheet in their domain.
- Install the GPT for Sheets add-on.
- Select Extensions > GPT for Sheets and Docs > Open from the copied spreadsheet.
- Buy a GPT for Sheets pack.
Your customer can execute GPT functions in the spreadsheet.
Who pays: Their executions consume their own balance.