Control Custom Field Permissions in ClickUp
Managing Custom Field permissions in ClickUp helps you control who can create, edit, and delete fields so your workspace data stays accurate and consistent across every team.
This how-to guide explains what Custom Field permissions are, how they work at each level of your workspace, and the exact steps to configure them.
What Custom Field permissions in ClickUp do
Custom Field permissions in ClickUp determine which people can:
- Create new Custom Fields
- Edit existing Custom Fields
- Delete or remove Custom Fields
- Share Custom Fields across locations
These permissions apply to tasks, subtasks, and other work items that use Custom Fields in your workspace.
ClickUp workspace roles and Custom Field access
Each workspace role in ClickUp has different default abilities with Custom Fields. Understanding these limits helps you decide who should configure fields.
Owners and admins in ClickUp
Owners and admins generally have the highest level of access. They can:
- Create Custom Fields at any hierarchy level
- Edit field names, types, and settings
- Delete or archive fields that are no longer needed
- Manage who can change fields through role permissions
Because these roles can change key settings, restrict them to people who understand your workspace structure and data needs.
Members in ClickUp
Members typically manage everyday work. Depending on your workspace settings, they can:
- Add existing Custom Fields to Lists, Folders, or Spaces
- Create new fields when allowed by admins
- Edit field values on tasks
If you want more control, adjust member permissions so only certain people can create or modify shared Custom Fields.
Guests in ClickUp
Guests usually have the most limited access. In most setups they can:
- View Custom Fields that are visible on shared tasks or views
- Edit values if given edit access to the item
Guests cannot normally create or manage the structure of fields. This keeps your shared data safe when collaborating with clients or external partners.
How ClickUp hierarchy affects Custom Field permissions
The ClickUp hierarchy (Workspace > Space > Folder > List > Task) affects where Custom Fields can be created and reused.
Space-level Custom Fields in ClickUp
When created at the Space level, fields are available across multiple Folders and Lists inside that Space. This is useful for:
- Standard status or priority fields for a specific department
- Shared financial or time-tracking fields for related projects
Only users with the right role in that Space can add or change these Space-level fields.
Folder and List Custom Fields in ClickUp
Fields can also be local to a Folder or List. These work best for:
- Short-term projects with unique tracking needs
- Special workflows that should not be reused everywhere
Permissions at the Folder or List level decide who can add new fields or attach existing ones.
Turn Custom Field permissions on or off in ClickUp
You can manage Custom Field permissions from your workspace settings. The exact labels or options may vary, but the overall flow is similar.
Step 1: Open workspace settings in ClickUp
- Log in to your ClickUp workspace.
- Open the main settings area from your avatar or sidebar.
- Locate the section related to Permissions, Security, or Roles.
This is where you configure who can manage Custom Fields.
Step 2: Adjust role-based Custom Field permissions
- Select the role you want to edit, such as Owner, Admin, Member, or Guest.
- Find the specific permission setting that covers Custom Fields or field management.
- Choose whether this role can:
- Create new Custom Fields
- Edit existing fields
- Delete fields or remove them from locations
Save your changes to apply the new behavior to everyone with that role in ClickUp.
Step 3: Review Space or Folder permissions in ClickUp
- Open the Space, Folder, or List where you want to refine access.
- Go to its settings or sharing configuration.
- Confirm which roles or individual users have edit rights for Custom Fields in that location.
Limit powerful actions, like deleting or changing Custom Field types, to a small group of trusted users.
Manage existing Custom Fields safely in ClickUp
Once permissions are set, you should review existing fields to ensure they follow your new rules.
Find and review current Custom Fields in ClickUp
- Navigate to a Space, Folder, or List that uses many Custom Fields.
- Open a task and inspect the Custom Fields in the sidebar or main task area.
- Identify fields that are duplicated, unused, or confusing.
Cleaning up these fields improves reporting and makes ClickUp easier for your team to use.
Edit or remove Custom Fields with care in ClickUp
Before you change or delete any field, consider:
- Whether reports or dashboards rely on that field
- Whether automations are triggered by its values
- Whether other Spaces reuse the same field
Use your admin or owner role to retire or rename fields in a way that does not break existing workflows.
Best practices for Custom Field permissions in ClickUp
Use these tips to keep your workspace organized and secure.
Standardize who can create Custom Fields in ClickUp
Limit Custom Field creation to a small group, such as admins or power users. This prevents:
- Multiple fields tracking the same data
- Inconsistent naming conventions
- Unnecessary complexity in reports
Document your Custom Field rules for ClickUp
Create a simple internal guide that explains:
- Which roles can add or change Custom Fields
- When to create a new field versus reuse an existing one
- How to request new fields from admins
You can store this guide in a Doc, knowledge base, or an external resource such as Consultevo so your team always knows how to work with fields correctly.
Review permissions regularly in ClickUp
As your team grows, revisit Custom Field permissions to keep them aligned with current responsibilities and security needs.
Learn more about Custom Field permissions in ClickUp
For the most accurate and detailed reference, always check the official documentation. You can find the original help center article on Custom Field permissions in ClickUp at this support page.
By carefully configuring Custom Field permissions in ClickUp, you give your team the flexibility to manage data while protecting your workspace from accidental changes.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
