Manage Custom Role Permissions in ClickUp

In ClickUp, Custom Roles let Workspace owners and admins fine-tune what different people can see and do. This guide explains how to manage Custom Role permissions, edit what each role can access, and keep your Workspace secure and organized.

Custom Roles are available on certain pricing plans and give you more control than the default member and guest levels. By carefully managing permissions, you can match access to each person’s responsibilities.

Understand ClickUp Custom Roles

Before changing permissions, it helps to understand how roles work in ClickUp and which plans support them.

ClickUp plan and access requirements

• Custom Roles are available on specific paid plans. If you do not see the feature, your Workspace may need to upgrade.
• Only people with admin-level access (owners and admins) can create, edit, or delete Custom Roles.
• Members and guests can be assigned to Custom Roles but cannot manage role settings themselves.

Check your current plan and permissions to confirm you have access before trying to update Custom Role settings.

Default roles vs Custom Roles in ClickUp

Every Workspace starts with default roles such as admin, member, and guest. Custom Roles extend these by letting you:

• Create new roles tailored to specific teams or responsibilities.
• Fine-tune permissions at the Workspace, Space, and item level.
• Control who can manage people, billing, and sensitive data.

Custom Roles inherit a base level of access and then apply more granular options on top, so it is important to review each permission section carefully.

Open ClickUp Custom Role settings

To manage Custom Role permissions, you first need to open the role settings in your Workspace.

1. Log in to your Workspace.
2. Click your avatar or Workspace menu in the lower-left corner.
3. Select Settings (or Workspace settings depending on your layout).
4. Open the People or Roles section.
5. Locate the list of roles, including any Custom Roles created previously.

From this area, you can edit existing Custom Roles or create new ones, depending on your plan and permission level.

Edit ClickUp Custom Role permissions

You can adjust what each Custom Role can do, including managing tasks, Spaces, views, and more. The options you see may vary based on plan features.

Open a Custom Role to edit

1. In the roles list, find the Custom Role you want to update.
2. Click the role name or select the options menu next to it.
3. Choose Edit to open the permission details.

You will see grouped sections for different areas of the Workspace. Each section includes toggles or dropdowns that control access levels.

Adjust Workspace-level permissions in ClickUp

Workspace-level permissions control high-level settings and sensitive actions. Depending on your plan, you may see options like:

• Managing Workspace settings and security.
• Inviting or removing members and guests.
• Managing billing, subscriptions, or integrations.
• Creating and managing Custom Roles.

Use these settings carefully. Limit broad Workspace-level permissions to trusted roles, such as admins or managers.

Control Space and item permissions in ClickUp

Space and item-level permissions determine what people can do with tasks, views, and documents.

• Space permissions: Control who can create, edit, or delete Spaces, folders, and lists.
• Task permissions: Decide if people can create tasks, change statuses, assign people, or delete items.
• View and Doc permissions: Choose who can create, edit, share, or delete views and Docs.

To update these permissions:

1. Scroll through the sections for Spaces, tasks, and views.
2. Toggle options on or off depending on what this role should do.
3. Confirm any warnings if you are reducing access for a role already in use.

Save and apply your ClickUp role changes

When you finish editing:

1. Review all settings in each section.
2. Click Save or Update to apply changes.
3. Notify affected team members if their access has changed significantly.

Changes take effect as soon as they are saved. Users assigned to that Custom Role will see the new permissions the next time they use the Workspace.

Compare Custom Roles in ClickUp

If your plan supports it, you can compare roles side by side to understand how permissions differ. This is useful when refining access levels across teams.

Open the ClickUp role comparison view

1. Return to the list of roles in Workspace settings.
2. Look for a Compare or similar option.
3. Select two or more roles you want to compare, such as a manager role and a contributor role.

The comparison view highlights permissions where roles match and where they differ.

Use ClickUp role comparisons to refine permissions

While viewing roles side by side, you can:

• Identify roles that have more access than needed.
• Spot missing permissions that prevent people from doing their work.
• Align roles across different teams for consistency.

After reviewing, return to each Custom Role’s settings and adjust permissions as needed to match your Workspace standards.

Assign people to ClickUp Custom Roles

Managing Custom Role permissions is only effective when people are assigned to the correct roles. Role assignment may vary by plan.

1. Open the People section in Workspace settings.
2. Find the member or guest you want to update.
3. Use the role dropdown or role column to select the desired Custom Role.
4. Confirm the change. The new permissions apply immediately.

You can repeat this process for multiple people to quickly roll out updated access policies.

Best practices for ClickUp permission management

Thoughtful Custom Role design keeps your Workspace secure and easy to manage. Consider these recommendations:

• Start with minimal access: Give each role only what it needs to perform essential tasks.
• Avoid too many high-privilege roles: Limit Workspace-level control to a small group.
• Document your role strategy: Keep notes on why each Custom Role exists and what it is for.
• Review roles regularly: As teams and processes change, update role permissions to match.

Following these practices will help you maintain a scalable and secure structure as your organization grows.

Where to learn more

For the full, official documentation on managing Custom Role permissions, see the ClickUp help article at Manage Custom Role permissions.

If your team needs expert guidance on Workspace design, processes, and Custom Role strategy, you can explore consulting resources at Consultevo.

By carefully configuring Custom Roles and permissions, you can ensure every person in your Workspace has the right level of access to get work done safely and efficiently.

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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