Manage Guest-Type User Roles in ClickUp
In ClickUp, Guest-type user roles let you securely collaborate with people outside your core Workspace while keeping control over what they can see and do. This how-to guide walks you through understanding Guest roles, adding Guests, managing permissions, and adjusting access as your projects change.
What Is a Guest-Type User in ClickUp?
A Guest in ClickUp is a limited-access user designed for clients, contractors, or stakeholders who do not need full Workspace access. Guests are invited to specific items instead of your entire hierarchy.
Guest accounts are ideal when you want to share only certain tasks, Docs, or views while protecting internal work, private discussions, and Workspace settings.
Key Characteristics of ClickUp Guest Users
- Limited to the items and views explicitly shared with them.
- Cannot access Workspace-wide settings or billing.
- Permissions can be customized per item, such as view-only or comment-only.
- Help maintain security and privacy for internal projects.
Types of Guest Permissions in ClickUp
Guest-type user roles in ClickUp are controlled through permissions. You can choose the level of access for each Guest depending on what they need to do.
Common Permission Levels for ClickUp Guests
- View only: Guests can see shared items but cannot change them.
- Comment only: Guests can add comments and reply to threads but cannot edit task fields or Docs content.
- Edit access: Guests can update task details, change statuses, and edit shared Docs or views.
Different plans may include additional options or controls, but the overall idea is to keep Guests restricted to what you intentionally share.
How to Invite a Guest to ClickUp
Use these steps to add a new Guest and share only the work they need to see.
Step 1: Open Your Workspace Sharing Options
- Sign in to your Workspace.
- Open the specific Space, Folder, List, or task you want to share.
- Look for the Share button or sharing icon in the top area of the view or task window.
Step 2: Add a New Guest in ClickUp
- In the sharing dialog, find the section where you can invite people by email.
- Enter the Guest’s email address.
- Select the option to invite them as a Guest-type user rather than as a full member, if prompted.
- Assign the appropriate permission level, such as view, comment, or edit.
- Confirm and send the invitation.
The Guest will receive an invitation email and can follow the link to create or access their account and join the shared items in your Workspace.
How to Share Specific Items With Guests in ClickUp
After inviting a Guest, you can fine-tune exactly what they can access in ClickUp. This helps you keep sensitive information private.
Share a Space, Folder, or List
- Navigate to the Space, Folder, or List you want to share.
- Click the Share button.
- Search for the Guest by name or email.
- Select the permission level for this location.
- Confirm to grant access.
When you share at a higher level, such as a Folder or List, the Guest will typically see items nested within that location, based on your settings.
Share Individual Tasks With ClickUp Guests
- Open the task you want to share.
- Click the Share icon or access the sharing menu.
- Add the Guest and set their permission level for this task.
- Save your changes to update access.
This method is useful when you want a Guest to collaborate on just a handful of tasks instead of a whole project structure.
Share Docs, Views, and Other Tools
- Open the Doc, view, or tool you want to give access to.
- Use the Share or permissions settings available in that item.
- Invite the Guest and adjust their level of access.
Always review what is visible within the shared item to ensure you are not exposing internal notes or confidential references to other work.
How to Manage Existing Guest Roles in ClickUp
Once Guests are active in your Workspace, you may need to update or remove their access as projects evolve. ClickUp makes this manageable through its sharing controls.
Change Guest Permissions
- Open the Space, Folder, List, task, or Doc already shared with the Guest.
- Click Share to open the current access list.
- Find the Guest in the list of users.
- Adjust their permission level from view to comment or edit, or vice versa.
- Save your changes.
Use this process whenever a Guest needs more or less control over your work.
Remove a Guest’s Access to Specific Items
- Open the item the Guest can currently access.
- Go to the Share menu.
- Locate the Guest in the list of people.
- Choose the option to remove or revoke access for that Guest.
- Confirm your choice.
This does not delete the Guest account entirely, but it prevents them from seeing that particular item.
Fully Revoke a Guest From Your Workspace
- Open your Workspace people or users management area.
- Locate the Guest in your list of members and Guests.
- Select the option to remove or deactivate them.
- Confirm the removal.
After this, the Guest will no longer have access to any shared items in the Workspace.
Best Practices for Using Guest Roles in ClickUp
Applying a few best practices helps you keep your ClickUp Workspace organized and secure when working with external collaborators.
- Use the lowest necessary permission: Start with view or comment-only, and upgrade to edit only when needed.
- Share at the right level: If a Guest only needs a handful of tasks, share tasks rather than entire Spaces or large Lists.
- Review access regularly: When a project ends, remove or reduce Guest access to prevent lingering permissions.
- Separate internal and external work: Keep private internal notes in areas not shared with Guests.
Additional Resources for ClickUp Guest Roles
To go deeper into settings, limitations, and plan-specific options for Guest-type user roles in ClickUp, refer to the official documentation on the Help Center:
Official ClickUp Guest-type user roles article
If you want expert help configuring your Workspace, optimizing processes, or integrating AI workflows around these features, you can explore consulting services at Consultevo.
By carefully using Guest-type user roles in ClickUp, you can safely collaborate with external partners while keeping full control over your Workspace structure, data visibility, and project security.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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