How to Manage User Roles in ClickUp
ClickUp user roles control who can access, edit, and manage different parts of your Workspace, helping you keep collaboration secure and organized.
This how-to guide walks you step-by-step through understanding each role, choosing the right one, and managing permissions effectively.
Understanding ClickUp user roles
User roles define what each person can do throughout your Workspace hierarchy. The roles available depend on your plan and include Workspace members, guests, and specialized admin roles.
Core ClickUp roles
- Workspace owner: Has the highest level of control across the entire Workspace.
- Workspace admin: Manages important settings, people, and security but with slightly fewer rights than owners.
- Workspace member: Collaborates fully within Spaces, Folders, Lists, and tasks they can access.
- Guest: Has limited access, usually to specific items shared with them.
Each role has different permissions for managing people, billing, security, and features. Choosing the right ClickUp role ensures that teammates can work efficiently without exposing sensitive settings.
ClickUp Workspace hierarchy and permissions
Permissions in ClickUp are influenced by the Workspace hierarchy:
- Workspace: Global level where owners and admins manage settings, people, and billing.
- Space: High-level group for teams, departments, or projects.
- Folder: Optional layer for organizing related Lists.
- List: Collection of tasks.
- Task and subtasks: The actual work items your team completes.
User roles combine with sharing and privacy settings at these levels to define exactly what people can view or change.
How to identify your ClickUp role
Before you change or assign roles, confirm what role you currently have in your Workspace.
Step-by-step: Check your ClickUp role
- Open your Workspace.
- Click your profile avatar or Workspace settings, depending on your layout.
- Navigate to the area where members or people are listed.
- Locate your name and look for the role label, such as Owner, Admin, Member, or Guest.
If you do not see role management options, you likely do not have admin or owner permissions.
How to manage members in ClickUp
Owners and admins can add, manage, and remove members to keep the Workspace secure and up to date.
Step-by-step: Add a Workspace member
- Go to your Workspace settings.
- Find the People or Members section.
- Click the option to invite or add a new member.
- Enter the person’s email address.
- Select the appropriate role (typically Member for internal teammates).
- Send the invitation.
The invited person receives an email and can join your ClickUp Workspace with the role you assigned.
Step-by-step: Change a member’s role
- Open the People or Members settings screen.
- Locate the user whose role you want to change.
- Click their current role or the edit icon next to their name.
- Select the new role, like Admin or Member.
- Confirm your changes.
Use admin roles carefully, since they can manage important Workspace-wide settings.
Step-by-step: Remove a member from ClickUp
- In the member list, find the user you want to remove.
- Select the option to remove, deactivate, or revoke access, based on your interface.
- Review any warnings about task ownership or data access.
- Confirm the removal.
This action prevents the person from accessing your Workspace while keeping historical activity where applicable.
How to manage guests in ClickUp
Guests are ideal when you want to collaborate with clients, contractors, or external partners without providing full Workspace access.
Step-by-step: Invite a guest
- Open the sharing settings of a specific Space, Folder, List, or task.
- Click the option to share or invite people.
- Enter the guest’s email address.
- Set their permission level, such as Can View or Can Edit, depending on your plan and preferences.
- Send the invite.
The guest will only see what you share with them, not your entire ClickUp Workspace.
Adjust guest permissions
- Open the item (Space, Folder, List, or task) you previously shared.
- Go back to its sharing panel.
- Locate the guest in the people list.
- Change their permission level or remove access entirely.
Fine-tuning guest permissions keeps sensitive information protected while still allowing easy collaboration.
ClickUp owner and admin capabilities
Owners and admins have elevated control over security, visibility, and Workspace configuration.
What Workspace owners can do
- Access and edit all Workspace settings.
- Manage billing and subscription details.
- Assign and revoke admin rights.
- Control critical security and privacy options.
What Workspace admins can do
- Manage users and their roles.
- Configure many Workspace settings and features.
- Help maintain organization-wide standards and security.
Only give owner and admin roles to trusted people who need broad visibility and control in ClickUp.
Best practices for ClickUp role management
- Use members for day-to-day work: Most internal users should be members with appropriate sharing settings.
- Reserve admins and owners: Limit these roles to team leads, IT, or Workspace managers.
- Share precisely with guests: Only share specific items guests truly need.
- Review roles regularly: Revisit user roles during onboarding, offboarding, and major team changes.
Following these practices helps keep your ClickUp setup secure, clear, and scalable as your team grows.
Learn more about ClickUp user roles
To explore every permission and the latest updates to role capabilities, review the official documentation at Intro to user roles.
If you need strategic help setting up your Workspace structure, roles, and processes, you can also consult experts at Consultevo for tailored guidance.
By understanding user roles and applying them thoughtfully, you can ensure your ClickUp Workspace remains secure, organized, and efficient for every team member and guest.
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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