Configure Advanced Workspace Security Permissions in ClickUp

Securing your Workspace in ClickUp is essential when you manage sensitive data, large teams, or multiple departments. This guide explains how to set up advanced Workspace security permissions so you can control who can see, edit, and share information in a safe and predictable way.

All settings described here are based on the official documentation for advanced Workspace security permissions and may require specific plans or roles to access.

Understand Advanced Security Settings in ClickUp

Advanced security settings in ClickUp give Workspace admins more control over data visibility, sharing, and collaboration behavior. These options go beyond basic permissions and are designed for workspaces that need stricter governance.

Typical use cases include:

• Limiting public sharing of tasks and views.
• Restricting guests from accessing certain features.
• Controlling which members can create or manage Spaces.
• Preventing unwanted exports or downloads.

Before applying changes, review your internal security policies and decide which restrictions are necessary for your organization.

Access Advanced Workspace Security in ClickUp

Only Workspace owners and admins can configure advanced security permissions in ClickUp. Follow these steps to open the correct settings page:

1. Sign in to your Workspace.
2. Click your avatar or profile image in the lower-left corner.
3. Select Settings or Workspace settings from the menu.
4. Open the Security & Permissions section.
5. Locate the Advanced or Advanced security area.

Options may vary depending on your plan and whether you are using legacy or current pricing. For exact plan-based availability, reference the official help center article at Configure advanced Workspace security permissions.

Configure Public Sharing Controls in ClickUp

Public sharing settings determine whether users can create public links to tasks, Docs, or views inside ClickUp. Tightening these settings helps you avoid accidental exposure of sensitive information.

Limit Public Links for Items in ClickUp

To manage public sharing permissions, open your advanced security section and look for public sharing or link-sharing options. Depending on your plan, you can:

• Allow public links for all users.
• Restrict public links to specific roles, like owners and admins.
• Disable public links entirely across the Workspace.

When you disable or restrict public links, members may still be able to collaborate internally, but they will be blocked from creating links that anyone on the internet can access.

Control Embed and Download Actions

Some workspaces need to control how shared content is embedded or downloaded.

From the same advanced security area, you can typically:

• Disable file downloads from public links.
• Prevent embedding shared views in external sites.
• Limit who can generate export files from shared pages.

Set these options according to your organization’s compliance and data loss prevention requirements.

Manage Guest and Member Permissions in ClickUp

Guests and members often need different levels of access, especially when contractors or clients are involved. Advanced security permissions in ClickUp let you fine-tune these differences.

Restrict Guest Capabilities in ClickUp

Guests usually have limited access, but advanced settings can further restrict what guests are allowed to do. In your security configuration, look for guest-specific controls, such as:

• Whether guests can invite other users.
• Whether guests can create or delete tasks.
• Whether guests can view comments or only task descriptions.
• Whether guests can see time tracking or custom fields.

Apply stricter settings for guests that only need to review progress or provide feedback, and more flexible settings for external collaborators who help manage work.

Control Member Sharing and Invite Options

Members can often share items widely if no controls are in place. Advanced Workspace security lets you control how members in ClickUp can:

• Invite new guests or members to the Workspace.
• Share Spaces, Folders, Lists, and tasks with others.
• Promote guests to members or change access levels.

Disable or limit these capabilities when you want Workspace owners or admins to be the only people who manage access.

Lock Down Spaces and Structural Changes in ClickUp

Uncontrolled structural changes can create confusion and permission issues. Advanced Workspace security in ClickUp offers options to limit who can modify core structures.

Limit Space Creation and Deletion

For larger teams, restrict Space management to a small group of owners or admins. In your advanced security settings, adjust controls that define:

• Who can create new Spaces.
• Who can delete existing Spaces.
• Who can archive Spaces or restore archived ones.

By narrowing these abilities, you reduce the risk of losing critical data due to accidental deletion or misconfiguration.

Control Folder and List Permissions

Depending on the Workspace configuration, you may see options that affect how Folders and Lists are shared or managed. Typical settings include:

• Who can change default permissions on Folders and Lists.
• Whether members can move Lists between Spaces.
• Whether users can duplicate structures that contain sensitive information.

Set clear internal rules that match these security settings, so your team knows the right process for requesting new structures or changes.

Secure Data Export and Download Behavior in ClickUp

Some compliance frameworks require strict control over data exports. Advanced security permissions in ClickUp allow you to limit who can extract data from the Workspace.

Restrict Data Exports

In the advanced security panel, look for export or download controls. You may be able to:

• Block CSV or Excel exports for non-admin users.
• Disable bulk export features Workspace-wide.
• Restrict Doc exports or PDF downloads to certain roles.

Keep at least one or two administrative accounts with full export rights so reports and backups can still be created when needed.

Audit Export Activity

When combined with audit or activity logs (if included in your plan), you can periodically review who has exported data from ClickUp. This helps you quickly identify unusual patterns and investigate potential data leaks.

Best Practices for Using Advanced Security in ClickUp

To get the most value from these advanced permissions, apply a consistent approach to security across your Workspace.

• Start with least privilege: Give users only the access they need and expand permissions later if required.
• Document your rules: Write simple internal guidelines describing how to request access, share content, and work with guests.
• Review regularly: Schedule quarterly checks of your advanced security settings and adjust them as the team or company changes.
• Train admins: Ensure all Workspace admins in ClickUp understand the impact of each advanced setting before changing it.

If you need expert help optimizing complex setups, integrations, or change management around these security features, you can contact specialists at Consultevo for implementation guidance.

Where to Learn More About ClickUp Security

Workspace security evolves as new features and pricing structures are released. To stay current, review the official documentation for advanced security and plan-specific availability at least a few times per year.

For detailed, up-to-date steps and screenshots, see the external guide: Configure advanced Workspace security permissions.

By carefully configuring advanced Workspace security permissions in ClickUp, you can protect your organization’s data, reduce accidental sharing, and give your team a safer environment for collaboration.

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