Make Spaces, Folders, Lists, and Tasks Private in ClickUp

In ClickUp, you can control who sees your work by making Spaces, Folders, Lists, tasks, and Docs private. This guide explains every way to set up privacy, how permissions work, and what Workspace admins can manage.

Understanding Privacy Options in ClickUp

Privacy settings let you choose which people or teams can access specific items. You can:

• Hide work from most members by making it private
• Share private items with selected people or teams
• Limit who can create or edit private items

These options apply to Spaces, Folders, Lists, tasks, and Docs, as long as they are part of your Workspace.

Requirements and Permissions in ClickUp

Before you change privacy settings, make sure the following requirements are met.

Plan and role requirements in ClickUp

• Making items private is available on all plans.
• Workspace owners and admins can control who is allowed to create and share private items.
• Members and admins with the right permissions can create, view, and edit private items.
• Guests may have limited or no access to privacy controls, depending on sharing and permissions.

Admin controls for privacy in ClickUp

Workspace admins can manage privacy from the Settings area.

1. Open your Workspace settings.
2. Go to the permissions or security section.
3. Adjust settings that let members create or share private items.
4. Save changes to apply them across the Workspace.

Admins can restrict who can create private Spaces or who can share private items with Guests, improving governance and security.

How to Make a Space Private in ClickUp

You can set a new Space as private when you create it, or update an existing Space to change who can access it.

Create a private Space in ClickUp

1. Click the option to create a new Space.
2. Give the Space a name and adjust any basic settings.
3. Look for the privacy or sharing section in the Space creation flow.
4. Select the option to make the Space private.
5. Choose the people or teams who should have access.
6. Finish creating the Space.

Only the selected people or teams will see this Space in the sidebar.

Change an existing Space to private

1. Locate the Space in your sidebar.
2. Open the Space settings or Space menu.
3. Select the option to manage sharing or privacy.
4. Switch the Space from public to private, if allowed.
5. Add or remove people and teams to adjust access.

Depending on Workspace permissions, you may not be able to convert all Spaces to private. Admin settings may limit this feature.

Make Folders and Lists Private in ClickUp

Folders and Lists inside a Space can also be made private. This is useful when part of a Space should be visible to only a small group.

Make a Folder private

1. Open the Space that contains the Folder.
2. Hover over or open the Folder menu.
3. Choose the sharing or privacy option.
4. Select the setting to make the Folder private.
5. Pick the specific people or teams who will have access.

Once private, only the selected users can see the Folder and its items, unless higher-level sharing overrides it.

Make a List private

1. Open the Folder or Space where the List lives.
2. Open the List menu or settings.
3. Choose the option to manage sharing or privacy.
4. Set the List to private, if permitted.
5. Share it with the appropriate people or teams.

Private Lists hide tasks and views from users who are not included in the sharing configuration.

Make Tasks Private in ClickUp

Tasks often contain sensitive details, so you may want to restrict who can see specific items.

Convert a task to private

1. Open the task you want to update.
2. Find the sharing or privacy icon on the task view.
3. Change the visibility to private.
4. Select which people or teams can access the task.

People who are not included will no longer see the task in views or search, unless they have higher-level access through a parent item.

Sharing private tasks in ClickUp

Even after a task is private, you can adjust access at any time:

• Add new people who need to collaborate.
• Remove users who no longer require access.
• Update team-level sharing for groups of people.

Changes apply immediately to the selected task.

Make Docs Private in ClickUp

You can also protect documentation by changing privacy on Docs that are part of your Workspace.

Set a Doc to private

1. Open the Doc inside ClickUp.
2. Locate the sharing or permissions control at the top.
3. Change visibility to private.
4. Choose specific people or teams to share the Doc with.

Depending on where the Doc is stored, it may also inherit or override privacy settings from its parent item.

How Inherited Permissions Work in ClickUp

Privacy in the hierarchy often uses inheritance:

• A Space can control default access for its Folders, Lists, and tasks.
• Folders and Lists can inherit or override settings from the parent Space.
• Single tasks and Docs can be made more restrictive than their parent.

When you make an item private, it can break inheritance and use its own custom sharing configuration.

Common inheritance scenarios

• Public Space with one private List for leadership tasks.
• Shared Folder with one private task containing sensitive data.
• Private Space where only a subset of members can see all work.

Always check the sharing settings at both the parent and child levels when troubleshooting access issues.

Managing Access and Governance in ClickUp

To keep your Workspace secure and organized, combine privacy with clear governance.

Best practices for private items

• Limit who can create private Spaces and Folders.
• Review sharing on sensitive Lists, tasks, and Docs regularly.
• Remove access promptly when responsibilities change.
• Use teams for consistent sharing across many items.

Workspace admins should periodically audit who has access to critical private items and adjust permissions as needed.

Learn More About ClickUp Privacy Settings

To explore more details and visuals about making Spaces, Folders, Lists, and tasks private, review the official documentation on the ClickUp Help Center at this page about private items.

If you need expert help improving your Workspace structure, process documentation, or SEO for content related to ClickUp implementations, you can also consult the specialists at Consultevo.

By applying these privacy settings thoughtfully, you can keep sensitive work secure while still enabling collaboration where it matters most in your ClickUp Workspace.

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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