How to Use ClickUp Guests and Limited Members
ClickUp lets you securely collaborate with people outside or inside your organization by giving them access as guests or limited members. Understanding how these roles work helps you share tasks safely while keeping control of your workspace.
What Are Guests in ClickUp?
Guests are people invited to only the specific items you share with them, such as tasks, Docs, or views. They do not have full workspace access and are ideal for external collaborators.
Key characteristics of ClickUp guests
- Can see only the items shared with them
- Cannot browse your full workspace hierarchy
- Can be free or paid, depending on your plan and settings
- Permissions are controlled per item or per location
This limited access makes it easier to protect sensitive information while still allowing collaboration on the work that matters.
What Are Limited Members in ClickUp?
Limited members are people in your workspace who have restricted permissions but broader access than guests. They can typically see more of the workspace, depending on the settings you choose.
Core traits of ClickUp limited members
- Belong to your workspace with a member status
- Have more visibility than guests, but not full member rights
- Useful for contractors, part-time collaborators, or new hires
- Can work across multiple Spaces, Folders, and Lists according to permissions
Limited members are great when someone needs wider context but still should not manage global settings or billing.
Compare ClickUp Guests vs Limited Members
Before you choose which role to assign, it helps to compare the main differences between these two access types in ClickUp.
Access scope in ClickUp
- Guests: Restricted to specific tasks, Docs, Whiteboards, or views you share.
- Limited members: Can see more of your workspace based on Space or Folder sharing settings.
Typical use cases in ClickUp
- Guests: Clients, vendors, stakeholders reviewing or collaborating on selected work.
- Limited members: Contractors, part-time workers, agencies working across projects.
Permission flexibility in ClickUp
- Guests often have more granular, item-level permissions.
- Limited members usually inherit permissions from the Spaces and Folders shared with them.
Your choice depends on how much visibility someone needs, how long they will collaborate, and what level of control you want to keep over your data in ClickUp.
How to Invite a Guest to ClickUp
You can invite people as guests directly to specific items. This keeps your workspace organized and secure.
Steps to invite guests in ClickUp
- Open the task, Doc, Whiteboard, or view you want to share.
- Click the Share button.
- Enter the person’s email address.
- Select the option to add them as a guest.
- Choose the appropriate permission level.
- Confirm the invitation.
Once they accept the invite, guests can log in and access only what you have shared in ClickUp.
Permission levels for ClickUp guests
Depending on your plan and specific configuration, you can usually assign guests a range of permissions, such as:
- View only: Guests can see items but not edit them.
- Comment only: Guests can leave feedback without changing core details.
- Edit: Guests can update fields, add comments, and contribute content.
Adjust these levels for each shared item so every guest in ClickUp has just the right amount of control.
How to Promote Guests to Members in ClickUp
Sometimes a collaborator’s role grows, and they need broader access. In these cases, you can convert a guest to a limited member in ClickUp.
Steps to convert a guest in ClickUp
- Go to your workspace settings or People area.
- Locate the user currently listed as a guest.
- Select the option to change their role.
- Choose the appropriate member or limited member role.
- Save your changes.
After conversion, the person gains the visibility and permissions associated with their new role in ClickUp.
Manage Permissions for ClickUp Guests
Good permission management helps you stay secure while giving collaborators what they need to do their work.
Best practices for ClickUp guest permissions
- Review guest access regularly, especially after projects end.
- Limit guests to the smallest necessary set of tasks or Docs.
- Use view-only or comment-only permissions for sensitive work.
- Remove or downgrade access if a guest no longer needs it.
By following these steps, you maintain clear boundaries in ClickUp while keeping collaboration smooth.
How Billing Works for Guests and Limited Members
Your workspace plan determines how many free guests you can have and how limited members are billed in ClickUp.
Billing overview in ClickUp
- Workspaces often include a set number of free guests.
- Additional guest features may require a paid plan.
- Limited members typically count toward your paid seats.
- Upgrading or downgrading users can change your billing.
Always review your plan details and billing page to understand how each user type affects your total cost in ClickUp.
Use ClickUp Roles Safely and Effectively
Choosing whether someone should be a guest or a limited member depends on their responsibilities and how long they will work with your team.
Guidelines for assigning roles in ClickUp
- Use guests for short-term or highly specific collaborations.
- Use limited members when people need ongoing, broader project visibility.
- Regularly audit user lists and permissions.
- Update roles as responsibilities change.
Following these guidelines helps keep your workspace organized, secure, and cost-effective.
More Resources on ClickUp Guests and Access
For detailed, up-to-date information on how guests and limited members work, visit the official documentation for this feature in ClickUp: Use ClickUp as a guest or limited member.
If you want expert help optimizing your workspace setup, permissions, and processes, you can also explore consulting support from Consultevo.
By understanding how guests and limited members function, you can ensure every collaborator has the right level of access in ClickUp, keeping your projects organized and your data safe.
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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