How to Use Account Authenticated Forms in ClickUp

Account Authenticated Forms in ClickUp let you securely collect responses only from people who are logged in and have been invited to your Workspace. This guide walks you through how they work, how to set them up, and how to share them safely.

Authenticated Forms are ideal when you need verified answers, internal approvals, or any workflow where you must know exactly who submitted each response.

What Are Account Authenticated Forms in ClickUp?

Account Authenticated Forms are a secure variation of standard Forms in ClickUp. Instead of accepting public responses, they require respondents to be:

• Logged in to a valid account
• Explicitly invited to your Workspace
• Accessing the Form with the correct permissions

When a person completes an Authenticated Form, ClickUp automatically links their account details to the task created from their submission. This helps teams keep accurate records and avoid anonymous or duplicate data.

When to Use ClickUp Account Authenticated Forms

Use this more secure Form type in ClickUp whenever you need controlled access and traceable submissions. Common scenarios include:

• Internal project or feature requests
• IT or operations service requests
• HR intake or internal feedback processes
• Approval flows that must be tied to specific team members

Because only invited users can submit, these Forms are best for internal or partner workflows rather than public surveys.

Access Requirements for ClickUp Authenticated Forms

Before you create or share an Account Authenticated Form, make sure everyone who needs to respond meets the access requirements in ClickUp.

Workspace access

Respondents must have an account and must be invited to your Workspace. People who do not belong to your Workspace cannot open or submit the Form, even if they receive the link.

Permissions to the List

The Form is always attached to a List. Anyone submitting needs at least permission to that List so their responses can be converted into tasks. If they cannot access the List, they will not be able to use the Form correctly.

Sharing limitations in ClickUp

Authenticated Forms cannot be shared publicly. They are designed to stay inside your Workspace security model. This means:

• Links can be shared only with existing members or guests
• External people must first be invited to the Workspace to respond
• Public, anonymous submission is not supported for this Form type

How to Create an Account Authenticated Form in ClickUp

Creating this Form type follows the same general pattern as building any Form in ClickUp, with one important configuration step.

Step 1: Open the target List

1. Navigate to the Space and Folder that contain the List where you want to store responses.
2. Select the List that should receive the tasks created from the Form.

All submissions will be converted into tasks in this chosen List.

Step 2: Open the Form view in ClickUp

1. In the List, add a new view and choose Form, or open an existing Form view attached to that List.
2. Give the Form a descriptive name so people understand its purpose.

The Form view is where you design your questions and configure response settings.

Step 3: Add fields and questions

Configure your Form content to capture everything you need. Typical elements include:

• Task name for each submission
• Description or long-text fields
• Priority, due dates, or custom fields
• Dropdowns or checkboxes for structured data

Arrange the fields in a clear order so respondents can complete the Form quickly and correctly.

Step 4: Enable account authentication in ClickUp

To convert a standard Form into an Account Authenticated Form:

1. Open the Form settings panel.
2. Locate the option that controls access or response restrictions.
3. Turn on the setting that requires respondents to be logged in and part of your Workspace. This enforces account authentication for every response.

Once this is enabled, visitors will be prompted to sign in or will be blocked if they do not have the required access.

Step 5: Configure task creation rules

Decide how ClickUp should build tasks from each submission:

• Default assignee or team
• Default status or workflow stage
• Tags, priority, or automations to trigger

Because responses are authenticated, you can also design Automations that use the submitter’s identity, such as routing approvals to specific managers.

How to Share an Account Authenticated Form in ClickUp

After configuring the Form, you need to share it with the right people inside your Workspace.

Get the share link

1. In the Form view, open the sharing or link options.
2. Copy the unique Form URL provided by ClickUp.

This link will only work for users who satisfy the authentication rules.

Distribute the Form to invited users

You can share the authenticated Form link through:

• Internal chat or messaging tools
• Project documentation or wikis
• Internal emails or announcements

Remind respondents that they must be logged in to their account and have access to the relevant List.

Manage access and troubleshoot

If a user cannot access the Form, check:

• Whether they have been invited to the Workspace
• Whether they have permission to the Space, Folder, and List
• Whether they are logged in to the correct account

Adjust their permissions or invite them as needed, then ask them to open the Form again.

Best Practices for Secure ClickUp Form Workflows

To get the most value and security from Account Authenticated Forms, consider the following practices.

Keep ClickUp permissions organized

Align List access with who should be allowed to submit the Form. This avoids confusion and ensures only the right people can send requests or data.

Use clear naming and instructions

Label the Form so users know it is internal and authenticated. Include short instructions at the top that explain:

• Who should use the Form
• What information is required
• Any deadlines or response-time expectations

Leverage automations in ClickUp

Combine Authenticated Forms with Automations to streamline internal workflows. For example:

• Move tasks to specific statuses when created
• Automatically assign requests based on custom field values
• Notify managers or teams when a new authenticated response arrives

More Resources on ClickUp Forms

For the original product details, options, and updates about Account Authenticated Forms, see the official documentation on the ClickUp Help Center: Account Authenticated Forms article.

If you want expert help designing secure, high-converting workflows and documentation around your Forms, you can also explore professional consulting services at Consultevo.

By combining secure Account Authenticated Forms with clear processes, permissions, and automations, your Workspace can capture accurate, reliable information while keeping every submission safely tied to verified accounts.

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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