Manage ClickUp User Roles

In ClickUp, Workspace owners and admins can convert user roles to control access, permissions, and billing. This guide shows you exactly how to change people between members, guests, and admins so your Workspace stays secure and organized.

Understanding ClickUp user roles

Before you convert a role, it helps to know what each permission level can do inside ClickUp.

• Owner: The person who created the Workspace. They have full control, including billing and role changes.
• Admin: Helps manage people, security, and settings across the Workspace.
• Member: A full user with access to shared Spaces, Folders, and Lists.
• Guest: A limited user, typically invited to specific items like tasks or Docs.

Only certain roles in ClickUp can convert other users. Workspace owners can change any user role; admins can change most roles depending on the Workspace settings.

Who can convert roles in ClickUp

Role conversion in ClickUp is restricted to protect your Workspace configuration and data.

• Owners can convert any user (member, admin, or guest) to another eligible role.
• Admins can usually convert members and guests, but may not be able to change the Workspace owner.
• Members and guests cannot convert roles, including their own.

If you do not see the options described here, contact your Workspace owner or an admin to request a role change.

Access the People settings in ClickUp

All role conversions start from the People area of your Workspace.

1. Open your Workspace in ClickUp.
2. Click your avatar or profile image in the lower-left corner.
3. Select Settings from the menu.
4. In the left sidebar, choose People. You will see a list of all users in the Workspace.

From this People view, you can manage seats, invite users, and convert roles.

Convert a member to a guest in ClickUp

Converting a member to a guest in ClickUp is useful when someone no longer needs full Workspace access but still needs limited visibility for tasks or Docs.

1. Go to People in your Workspace settings.
2. Locate the user whose role you want to change. You can use the search bar to find them quickly.
3. Next to their name, open the role menu or options menu (often represented by three dots).
4. Select Convert to Guest.
5. Confirm the change in the popup window.

After this change, they will appear in the guest list and will only have access to items you explicitly share with them.

Convert a guest to a member in ClickUp

If a collaborator needs more access, you can convert a guest to a full member within ClickUp.

1. Open the People section in your Workspace settings.
2. Switch to the Guests tab if available, or scroll until you find the guest.
3. Click the options menu next to the guest’s name.
4. Select Convert to Member.
5. Confirm the role conversion and review any billing impact if prompted.

Once converted, the user becomes a full member and can access Spaces, Folders, and Lists that are shared with the team.

Convert a member to an admin in ClickUp

Admins help manage security and structure in ClickUp. Promote a trusted team member to admin when they need higher-level control.

1. From your Workspace settings, go to People.
2. Find the member you want to promote.
3. Open the role or options menu next to their name.
4. Click Make admin or Convert to admin, depending on your interface.
5. Confirm that you want to grant admin permissions.

The new admin will now have extended privileges, such as managing users, Spaces, and certain security settings.

Convert an admin to a member in ClickUp

Sometimes you need to reduce a person’s access. Converting an admin back to a member in ClickUp limits their control while preserving their tasks and activity.

1. Go to the People area of the Workspace.
2. Locate the admin you want to downgrade.
3. Open the options or role menu next to their name.
4. Select Remove admin or Convert to member.
5. Confirm the role change.

After this, the user will keep their tasks and comments but will no longer have admin-level controls.

ClickUp ownership and limitations

Workspace ownership in ClickUp has special rules you should understand before attempting changes.

• There is usually a single Workspace owner who controls billing and high-level configuration.
• Only the current owner can transfer ownership to another member.
• Admins cannot convert themselves or others into owners unless the current owner starts that process.

If you need to change the Workspace owner, see the official instructions in the ClickUp Help Center at this role conversion article.

Billing impact of role changes in ClickUp

Changing user roles in ClickUp can affect your billing, so review the following before converting roles:

• Converting a guest to a member may consume a paid seat, depending on your plan.
• Converting a member to a guest may free up a paid seat on your subscription.
• Admin vs. member changes typically do not affect the number of seats, but they change access level.

Monitor your seat usage and invoices on the billing page to avoid surprises after role changes.

Best practices for ClickUp role management

Use these guidelines to keep your ClickUp Workspace tidy and secure while converting roles:

• Review user access regularly, especially when people join or leave teams.
• Limit admin roles to trusted team members who understand Workspace structure.
• Use guests for clients or external partners who only need access to specific tasks or Docs.
• Keep documentation of who is an owner, admin, and member for accountability.

Consistent role management helps prevent accidental changes to Spaces or settings and keeps data organized.

Advanced ClickUp setup support

If you want strategic help designing your Workspace structure, roles, and automation, consider working with a ClickUp-focused consultancy. For example, Consultevo offers implementation and optimization services that can complement your internal efforts.

More resources for ClickUp role conversions

For the most accurate, up-to-date details, always cross-check with the official documentation. The user role conversion steps, screenshots, and limitations can evolve as ClickUp releases new features.

• Visit the official guide: Convert user roles in ClickUp.
• Review your Workspace settings after major updates or plan changes.
• Test role changes with an internal account before updating external users.

By following this how-to, you can confidently convert user roles, align access with responsibilities, and maintain a secure, well-organized Workspace in ClickUp.

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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