---
title: Setting Up the Contact and Reporting Line Matrices
description: How to maintain the Contact Matrix and Reporting Line Matrix that drive Smartsheet approvals and assignments.
---

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# Setting Up the Contact and Reporting Line Matrices

## The two reference sheets that drive approval routing and task assignment.

Two reference sheets sit behind almost every automation in Smartsheet. If either is out of date, approval requests route to the wrong person — or don't send at all.

**Set these up before testing anything else.** Automations depend on them.

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### Contact Matrix

The Contact Matrix holds the email addresses that automations route to.

**To update it:**

**Step 1.** Open the **Contact Matrix** sheet.

**Step 2.** Enter the relevant email addresses against each role.

**Step 3.** For the **Smartsheet Admins** row, include your own email in the **Emails** column.

> **When testing:** put your own email address — or the address of someone who can confirm receipt — against the roles you're testing. Otherwise approval requests and alerts go to real recipients, or nowhere.

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### Reporting Line Matrix

The Reporting Line Matrix holds the reporting structure. It drives:

- Auto-assignment of tasks to the right person
- Approval escalation to the correct manager or GM
- The "Assigned To (Auto)" logic across the Project Plan

**Keep the list current.** There is no automated sync from any HR system — this is maintained by hand.

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### When to review these

Check both sheets whenever:

- Someone joins, leaves, or changes role
- A reporting line changes
- Approvals start going to the wrong person, or stop arriving

---

**Related articles**

- Creating a New Cluster and Cluster Dashboard
- Intake Automations and Approval Routing

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