How to manage privacy and security in ClickUp

ClickUp gives you a detailed set of privacy and security options so you can protect workspace data, control access, and align with your organization’s internal policies.

This step-by-step guide explains how to use the main privacy and security features, based strictly on the official documentation.

Access the ClickUp privacy and security resources

Before adjusting any settings, review the official overview of privacy and security resources. This helps you understand what controls are available and where to find them.

1. Open your browser and sign in to your workspace.
2. Visit the official privacy and security help section: ClickUp Privacy and security.
3. Scan the available articles to identify which options match your workspace requirements.

The help center is updated regularly, so refer back whenever you need details about a specific setting or feature.

Review core ClickUp security capabilities

Your first step is to understand the core security capabilities that protect data at the platform level.

• Account-level controls for owners and admins
• Workspace-wide security settings
• Privacy controls for content and collaboration

Use these areas together to create a consistent security posture for every team, Space, and project in your organization.

How to configure ClickUp workspace security

Security options in a workspace are typically controlled by owners or admins. These settings affect how people sign in and how data is protected.

Step 1: Confirm workspace ownership and roles

Start by making sure the right people have administrative permissions.

1. Sign in with an account that has owner or admin access.
2. Open your workspace settings from the main navigation.
3. Review the members list and permission levels.

Keep the number of high‑privilege accounts as small as possible to reduce risk.

Step 2: Align ClickUp login and authentication rules

Next, verify that sign‑in and authentication options match your internal requirements.

1. From workspace settings, locate security and authentication options.
2. Review available protections such as strong password expectations, session controls, and any advanced security add‑ons that may be available on your plan.
3. Communicate any login policy changes to your team so they know what to expect.

Consistent authentication practices help secure every account that touches your projects and documents.

Step 3: Control data access and sharing inside ClickUp

Privacy is enforced by controlling how people access and share items like tasks, docs, and views.

1. Audit who can invite new members and guests into the workspace.
2. Review any options that regulate sharing outside your organization, such as public sharing features, and choose the level that fits your risk profile.
3. Encourage teams to share content only with the people who truly need it.

Limiting broad sharing reduces accidental exposure of sensitive information.

How to manage ClickUp privacy for content and collaboration

Within a workspace, you can fine‑tune how people see and interact with content by controlling privacy at different levels.

Step 4: Use privacy for Spaces, Folders, and Lists

Structure and privacy go hand in hand. Use the hierarchy tools provided by the platform to separate sensitive work from general projects.

1. Create dedicated Spaces for teams or departments that handle sensitive data.
2. Within each Space, organize work into Folders and Lists to group related tasks.
3. Apply privacy controls at each level so only the right members or groups can view and edit work.

This approach lets you keep confidential projects isolated while still benefiting from shared tools where appropriate.

Step 5: Control privacy for tasks and docs

Individual items can also have tailored privacy settings.

1. Open a task or doc that contains confidential information.
2. Check its sharing or privacy menu.
3. Limit access to specific members, teams, or roles as needed.

Apply stricter settings to anything that includes sensitive customer, financial, or internal strategy information.

Step 6: Standardize privacy practices for your team

Settings alone are not enough. Establish internal guidelines so everyone uses features consistently.

• Create simple rules that explain which items should be restricted and which can remain broadly visible.
• Document your standards in an internal workspace doc.
• Train new members on how to handle confidential information.

Clear expectations help prevent mistakes and support regulatory compliance.

Monitor and maintain ClickUp security over time

Security and privacy need regular reviews rather than one‑time setup.

Step 7: Perform recurring access reviews

Periodically check that the right people still have the right access.

1. Set a calendar reminder to review workspace access at least quarterly.
2. Remove inactive members and adjust roles when people change teams.
3. Confirm that external guests still require access to the items they can see.

Recurring reviews limit the long‑term buildup of unnecessary permissions.

Step 8: Keep up with ClickUp privacy and security updates

The platform adds and improves privacy and security features over time. Staying informed ensures you benefit from new protections.

1. Regularly return to the official help section for privacy and security.
2. Review release notes or product update channels for changes that affect security behavior.
3. Update your internal policies to reflect any newly available controls.

By combining new features with strong habits, your workspace stays aligned with evolving security needs.

Optimize your ClickUp security strategy

Using built‑in platform controls is only one part of a comprehensive security strategy. Many teams combine these settings with internal policies, audits, and automation to create a full protection framework.

• Define roles and responsibilities for system owners, admins, and team leads.
• Map which Spaces and projects need the highest level of protection.
• Document your decisions so future admins understand the reasoning behind each setting.

For additional planning help or workspace optimization across multiple tools, you can consult specialist resources such as Consultevo, which focuses on modern productivity ecosystems.

Next steps

To strengthen your current setup, follow these actions in order:

1. Review the privacy and security help section for an overview of available features.
2. Audit workspace membership, roles, and authentication behavior.
3. Apply privacy controls to Spaces, Folders, Lists, tasks, and docs that contain confidential data.
4. Document internal rules so everyone knows how to handle sensitive information.
5. Schedule routine reviews and monitor updates from the official documentation.

Working through these steps ensures your workspace uses the full range of built‑in privacy and security capabilities while supporting your organization’s policies and compliance needs.

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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