How to Set Permissions on Individual Locations in ClickUp

Managing access at the right level in ClickUp is essential for protecting sensitive work while still collaborating efficiently with your team. This guide explains how to configure permissions for individual locations, so you can fine-tune who can view, edit, or share content in specific areas of your Workspace.

Individual location permissions allow you to override broader Workspace or hierarchy settings when you need more granular control. You can apply them to any location, including Spaces, Folders, Lists, Docs, Whiteboards, Dashboards, and views.

What are individual location permissions in ClickUp?

Individual location permissions in ClickUp let you customize sharing and access for a single item or area without changing permissions everywhere else. They are designed for situations where most work can stay open, but certain locations must remain private or restricted.

You can use these settings to:

• Keep sensitive projects visible to only a few people.
• Limit who can edit or delete a view, Doc, or Dashboard.
• Share content with guests or external collaborators safely.
• Grant temporary access to specific locations as needed.

Where ClickUp individual permissions can be set

You can set or adjust permissions at several levels of your hierarchy. In ClickUp, the following locations support individual controls:

• Spaces
• Folders
• Lists
• Views
• Docs
• Whiteboards
• Dashboards

Each type of location offers similar sharing options, but the exact labels and options may vary slightly based on your plan and role.

How ClickUp sharing and privacy options work

When you open the sharing menu on a supported location, you will see options that control its visibility and who can interact with it. In general, locations in ClickUp can be:

• Private: Only visible to you and specific people you invite.
• Shared with selected people or teams: You choose exactly who can access.
• Visible as part of a broader location: Inherit access from a parent Space, Folder, or List.

For each person or group, you may be able to set a role or permission level. For example, some users might have full edit access, while others can only view.

How to set ClickUp permissions on a Space, Folder, or List

To adjust sharing and access for a hierarchy location, use the location settings menu. The general process in ClickUp is:

1. Open your Workspace and locate the Space, Folder, or List you want to manage.
2. Click the options or settings menu for that location.
3. Select the sharing or permissions option.
4. Choose whether the location should be private or shared.
5. Add people, teams, or guests and assign their roles or access levels.
6. Save or confirm your changes.

Once set, those permissions apply specifically to that location, even if other areas of your Workspace are more open.

Set ClickUp permissions on views

Views let you visualize tasks in different ways, and each view in ClickUp can also have its own sharing settings. This helps ensure that only the right people can change filters, layouts, or configurations that others rely on.

Steps to manage ClickUp view permissions

1. Open the location that contains the view you want to manage.
2. Select the view from the view bar.
3. Use the view options menu to open sharing or permissions.
4. Choose who can access the view, and if they can edit or only view.
5. Update the list of people or teams with access as your project evolves.

These individual view permissions help you keep critical reporting or project configurations consistent, while still allowing trusted users to make adjustments.

Set ClickUp permissions on Docs and Whiteboards

Docs and Whiteboards are often used for planning, documentation, or brainstorming. In ClickUp, each Doc or Whiteboard has its own sharing settings, which means you can separate access from the tasks or Lists they live alongside.

Manage ClickUp Doc permissions

1. Open the Doc you want to secure.
2. Access the sharing or permissions menu.
3. Decide whether the Doc should be private, shared with specific people, or more widely visible.
4. Add or remove users, teams, or guests, and assign the appropriate level of access.

Manage ClickUp Whiteboard permissions

1. Open the Whiteboard from your Workspace.
2. Use the sharing menu to review existing access.
3. Adjust the list of people or teams and choose their editing or viewing rights.
4. Confirm your updates to immediately apply the new permissions.

Because Docs and Whiteboards often contain strategy or sensitive information, reviewing these settings regularly is a good practice.

Set ClickUp permissions on Dashboards

Dashboards centralize data and reporting, so controlling who can see or change them is important. ClickUp allows you to share each Dashboard individually.

Update ClickUp Dashboard permissions

1. Open the Dashboard you want to configure.
2. Click the sharing or permissions icon.
3. Choose whether it should be private or shared.
4. Add people, teams, or guests who need access.
5. Set their permission level, such as view-only or edit.

Limiting edit access helps ensure your reporting remains accurate while still giving stakeholders visibility.

Best practices for using ClickUp individual permissions

To keep your Workspace secure and organized, consider the following best practices when using individual permissions in ClickUp:

• Use private locations for sensitive work: Make Spaces, Folders, or Lists private when they contain financial, personnel, or confidential client data.
• Grant the minimum required access: Only give edit permissions to people who truly need them, and keep others on view-only roles when possible.
• Review access regularly: Revisit permissions for Docs, Dashboards, and core project areas at key milestones or when team members change roles.
• Keep structure consistent: Decide when your organization will use private vs. shared locations, and document that standard so everyone configures ClickUp the same way.

When to override default ClickUp hierarchy permissions

Sometimes, hierarchy-based access is not enough. You may want to override defaults when:

• A single List in a generally open Space needs to be restricted.
• A specific view should be controlled more tightly than the tasks it displays.
• A Doc with internal notes should not be visible to guests who can see the related tasks.
• A Dashboard with executive or financial metrics should only be shared with leaders.

In these cases, use individual location settings to tailor who can interact with that particular item without changing permissions on the entire Space or Folder.

Learn more about ClickUp permissions

If you need deeper guidance or want to see the latest options for your plan, review the official documentation on setting permissions for individual locations: Set permissions on individual locations. Features and labels may evolve over time, so always confirm against the most current help article.

For additional strategy on structuring your Workspace and scaling your processes, you can also explore expert resources at Consultevo, which offers consulting and optimization services for modern productivity platforms.

By understanding and applying individual location controls, you can use ClickUp to create a secure, flexible, and well-organized environment that matches the way your team truly works.

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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