Share Your Personal List in ClickUp
In ClickUp, a Personal List is automatically created for every user so they have a private space for tasks. Sometimes you may want to share this Personal List with teammates for collaboration. This guide explains how to safely share your Personal List in ClickUp, manage access, and stop sharing when needed.
Personal Lists live under the Home section and are private by default. Only people you explicitly invite will gain access. Workspace owners, admins, and members can all share their own Personal List while keeping control of who can view or edit tasks.
What is a Personal List in ClickUp?
A Personal List in ClickUp is a private List created just for you. It is designed for individual work, notes, and tasks that do not need to live in a shared Space or Folder.
Key points about Personal Lists:
- They are automatically created for each user.
- They are private by default.
- Only invited people can access them.
- They appear under the Home section in the Sidebar.
Because they are personal, sharing must be done deliberately so you keep control of visibility and permissions.
Requirements to Share Your Personal List in ClickUp
Before you share your Personal List in ClickUp, keep these requirements in mind:
- Workspace role: You must be a Workspace owner, admin, or member. Guests cannot share a Personal List.
- Permissions: You control who is added and what level of access they have.
- Privacy: Only the people you choose to share with will see your Personal List and its tasks.
These requirements help protect private work while still allowing collaboration when needed.
How to Share Your Personal List in ClickUp
Use the following steps to share your Personal List in ClickUp with specific people, teams, or the entire Workspace.
Step 1: Open Your Personal List in ClickUp
- In the Sidebar, click Home.
- Locate the Personal List section under Home.
- Select your Personal List to open it.
Once the List is open, you can access the sharing options.
Step 2: Open the Share Settings
- In the upper-right corner of the List view, click the Share button or the sharing icon.
- A sharing panel will open where you can manage access to this List.
The sharing panel shows everyone who already has access, along with their permission level.
Step 3: Add People or Teams to Your Personal List
To give other people access to your Personal List in ClickUp:
- In the sharing panel, click the field to add people or teams.
- Search by name, email, or team name.
- Select the person, multiple people, or a team you want to share the List with.
- Choose the appropriate permission level (such as view or edit, depending on what your Workspace supports).
- Confirm your selection to finalize sharing.
After you add them, these people will be able to see the Personal List in their Sidebar and work with tasks according to the permissions you assigned.
Step 4: Share with the Entire Workspace (If Needed)
If you want broader access, you may be able to share your Personal List in ClickUp with your entire Workspace:
- Open the same sharing panel from your Personal List.
- Look for an option to share with Everyone in Workspace or similar.
- Select it and set the permission level for Workspace members.
- Confirm the change.
Use this option carefully, as it can expose all tasks in the Personal List to many people at once.
Manage Permissions on a Shared Personal List in ClickUp
Once your Personal List is shared, you can adjust who has access and what they can do. Managing permissions in ClickUp helps you keep the right level of control.
Change Individual Permissions
To change permissions for someone who already has access:
- Open your Personal List and click Share.
- Find the person or team in the sharing panel.
- Use the dropdown next to their name to adjust their permission level (for example, from edit to view only).
- Confirm your changes.
This is useful when a collaborator no longer needs full editing rights but still needs to reference your tasks.
Remove Access for People or Teams
To stop someone from accessing your Personal List in ClickUp completely:
- Open the Personal List and click Share.
- Locate the person or team whose access you want to remove.
- Click the remove or trash icon next to their name.
- Confirm that you want to remove their access.
Once removed, they will no longer see the Personal List in their Sidebar and cannot open its tasks.
How to Stop Sharing Your Personal List in ClickUp
If you decide to make your Personal List private again, you can stop sharing it at any time.
Remove All Shared Users
- Open your Personal List in ClickUp.
- Click the Share button.
- Review the list of people and teams with access.
- Remove each entry one by one using the remove option.
When no other users are listed in the sharing panel (and no global Workspace sharing is enabled for this List), your Personal List returns to being fully private.
Confirm Your List is Private
After removing access:
- Reopen the sharing panel to ensure only you are listed.
- Ask a previous collaborator to confirm that the List no longer appears for them.
- Check your Sidebar under Home to verify it is labeled as private if your Workspace uses that indicator.
These checks help ensure your Personal List in ClickUp is fully private again.
Best Practices for Sharing Personal Lists in ClickUp
To keep your data secure and collaboration efficient, follow these best practices when you share your Personal List:
- Share only when necessary: Move long-term or team-wide tasks into a shared Space or Folder instead of relying on a Personal List.
- Review permissions regularly: Periodically open the sharing panel and remove people who no longer need access.
- Limit edit access: Provide view-only access when collaborators only need to reference information.
- Protect sensitive data: Avoid adding highly confidential information to a Personal List that will be shared with multiple people.
Learn More About ClickUp and Personal Lists
For the most detailed and current steps directly from the platform, review the official guide on how to share your Personal List in ClickUp on the ClickUp Help Center.
If you want expert help optimizing your workflows, documentation, or AI usage around ClickUp, you can also visit Consultevo for professional consulting resources.
By following the steps and best practices above, you can safely share, manage, and unshare your Personal List in ClickUp while maintaining control over who can view or edit your tasks.
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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