How to Share Spaces, Folders, Lists, and Tasks in ClickUp

Sharing in ClickUp lets you control who can see and edit your work while keeping sensitive information secure. This guide explains how to share Spaces, Folders, Lists, tasks, and views so you can collaborate confidently with your team and guests.

All instructions are based on the official ClickUp documentation and apply to Workspace members, guests, and admins unless otherwise noted.

Understand ClickUp sharing and permissions

Before you share anything in ClickUp, it helps to understand the basic access levels and what they mean for your data and security.

Access types in ClickUp

Every item you share in ClickUp can be set to one of three broad access states:

• Private: Only specific people or teams can access the item.
• Workspace: Everyone in the Workspace can access the item, with their role-based permissions.
• Public: Anyone with the public link can view the item, even if they are not in your Workspace (applies to public sharing where available).

People you can share with in ClickUp

ClickUp lets you share items with different types of users:

• Workspace members: Full users with access based on their role and permissions.
• Guests: Limited users with access only to items you explicitly share.
• Teams: Groups of members you can share with at once.

Specific sharing options and advanced controls may vary based on your plan and role. Admins and owners typically have the broadest control.

How to share Spaces in ClickUp

Spaces are the top-level containers for work in ClickUp. Sharing a Space controls who can see everything inside it, unless access is overridden lower in the hierarchy.

Open Space settings

1. In the left Sidebar, hover over the Space you want to share.
2. Click the ellipsis (three dots) next to the Space name.
3. Select Sharing & Permissions or the equivalent sharing option from the menu.

Set who can access the Space

From the Space sharing panel, you can:

• Make the Space private and invite only specific members, guests, or teams.
• Share the Space with the entire Workspace.
• Adjust access for individuals or teams by changing their permission level.

Remember: restricting a Space can limit visibility to all Folders, Lists, and tasks inside it, unless those items are separately shared.

How to share Folders in ClickUp

Folders in ClickUp sit inside Spaces and group together related Lists. Sharing a Folder is useful when you need to give someone access to a specific part of a Space without sharing the entire Space.

Open Folder sharing

1. In the Sidebar, locate the Space and then the Folder you want to share.
2. Hover over the Folder name and click the ellipsis icon.
3. Choose Sharing & Permissions from the Folder menu.

Adjust Folder access

In the Folder sharing settings, you can:

• Share the Folder with selected members, guests, or teams.
• Set different permission levels (such as full edit or view only) depending on your plan.
• Review who already has access via the Space or Workspace level.

Sharing a Folder does not automatically change sharing at the Space level; it simply adds or refines access to that specific Folder and its contained Lists and tasks.

How to share Lists in ClickUp

Lists in ClickUp contain tasks and views for a specific workflow or project segment. Sharing a List is one of the most common ways to collaborate with teammates and guests.

Open List sharing options

1. Navigate to the List in the Sidebar or from a view.
2. Click the Share icon, or open the List menu and select Sharing & Permissions.

Invite people to a List

From the sharing panel, you can:

• Search for Workspace members by name or email.
• Invite guests by entering their email address, depending on your plan.
• Add teams for quick bulk sharing.

For each person or team, choose the appropriate permission level, such as:

• View only: They can see tasks but cannot make changes.
• Edit (name may vary by plan): They can create or update tasks in the List.

Check how sharing at the Space or Folder level may already be giving users access to your List to avoid duplicate or unnecessary invitations.

How to share tasks in ClickUp

Tasks are the core work items in ClickUp. You can share individual tasks when you need to collaborate in a focused way without exposing the entire List or Folder.

Share an individual task

1. Open the task you want to share.
2. Look for the Share icon or access the task settings menu.
3. Select Sharing & Permissions or the share option.

Control task-level access

Within the task sharing panel, you can:

• Invite new people directly to the task, including guests (subject to your plan).
• Change the access level for each user or team.
• See inherited access from the List, Folder, or Space.

Task sharing is particularly helpful when you want to give someone access to a single item without changing broader sharing rules in ClickUp.

How to share views in ClickUp

Views in ClickUp (such as Board, List, Calendar, or other view types) change how you see tasks and data. Depending on your plan and permissions, you can share specific views to support specialized workflows.

Open view sharing

1. Navigate to the view tab at the top of your location.
2. Click the view name or the Share icon if available.
3. Select Sharing & Permissions for that view.

Share or restrict a view

For supported views, you can:

• Share the view with the Workspace, specific people, or teams.
• Control whether others can edit the view or only use it.
• Keep private views for your personal use.

Not all view types or plans support the same sharing options, so check your Workspace capabilities before relying on view-level sharing.

Manage advanced ClickUp sharing controls

Advanced sharing in ClickUp may include detailed permission controls, admin restrictions, and workspace-level policies. These options depend heavily on your subscription level and role.

Common advanced controls

• Limit who can invite guests or create public links.
• Restrict sharing outside the Workspace.
• Enforce default permissions for Spaces and Folders.

Workspace admins should regularly review these settings to ensure that shared items in ClickUp align with company security and compliance requirements.

Best practices for sharing in ClickUp

Use these simple practices to keep your environment organized and secure:

• Share at the highest sensible level (Space or Folder) to reduce complexity.
• Use teams for groups of people you frequently share with.
• Review guest access regularly to remove outdated permissions.
• Keep sensitive work in private Spaces or Lists and share only with the right people.

Learn more about ClickUp sharing

For full details, limitations, and plan-specific behavior, review the official ClickUp article on sharing Spaces, Folders, Lists, and tasks here: ClickUp sharing documentation.

If you need consulting help implementing scalable structures, sharing rules, and automation around permissions, you can also visit Consultevo for professional Workspace optimization services.

By following these steps and guidelines, you can use ClickUp sharing features to collaborate efficiently while maintaining precise control over who can see and modify your work.

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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