How to Manage Guests in ClickUp

Guest access in ClickUp lets you securely collaborate with clients, contractors, and other external stakeholders without giving them full Workspace permissions. This guide walks you step by step through adding, managing, and removing guests so you stay in control of your work and data.

Use this how-to article to learn exactly what guests can do, how to invite them, and how to adjust their permissions at any time.

What Guests Are in ClickUp

In ClickUp, a guest is an external user with limited access to specific tasks, Docs, or views. Guests do not count as full members and cannot see everything in your Workspace.

Typically, you add guests when you want to collaborate with:

• Clients who need to review deliverables
• Freelancers or contractors working on select tasks
• Vendors or agencies that need partial access
• Stakeholders who only require visibility into a project

Because guest access is restricted, you decide exactly which items each guest can open and what actions they can take.

Before You Add Guests in ClickUp

Before inviting anyone as a guest in ClickUp, confirm the following requirements and limitations so you can plan access correctly.

Workspace role and plan requirements in ClickUp

• You must have sufficient permissions in your Workspace to invite new users.
• Your Workspace plan may limit the number of guests you can add or what they can do.
• Certain advanced permissions may only be available on higher-tier plans.

Review your Workspace settings and plan details to make sure inviting a new guest is allowed and that you have enough available guest seats.

What guests can access in ClickUp

Guests in ClickUp only see the specific items you share with them. By default, they do not have broad access to your Spaces, Folders, or Lists.

You can share:

• Individual tasks with comments and attachments
• Docs and whiteboards for collaboration
• Views that show filtered lists of tasks
• Limited project areas as needed

Always verify what is shared to avoid exposing sensitive data unintentionally.

How to Add Guests in ClickUp

Follow these steps to invite a new guest to your Workspace and share relevant work items.

Step 1: Open the sharing options in ClickUp

1. Sign in to your ClickUp Workspace.
2. Navigate to the task, Doc, view, or List you want to share.
3. Click the Share button or icon for that item.

This Share panel is where you control who can see and edit the selected item.

Step 2: Invite a new guest in ClickUp

1. In the Share panel, look for an option such as Invite or Share with email.
2. Enter the email address of the person you want to invite as a guest.
3. Select Guest as the user type if prompted.
4. Set the appropriate permission level (for example, view-only or edit).
5. Click Send or Invite to send the guest invitation.

The invited person receives an email with instructions to join your Workspace as a guest.

Step 3: Share additional items with a guest in ClickUp

Once a user is a guest in your Workspace, you can share more items with them without sending a new invitation every time.

1. Open another task, Doc, or view.
2. Click the Share button.
3. Search for the guest by name or email.
4. Set the permission level for that specific item.
5. Save or confirm your changes.

Repeat this process to extend access only where it is needed.

Manage Guest Permissions in ClickUp

After you invite guests, you can change what they can see and do at any time. Use these steps to keep permissions aligned with your project needs.

Change guest access on individual items in ClickUp

1. Open the task, Doc, view, or List that the guest can currently access.
2. Click Share to open the sharing settings.
3. Locate the guest in the list of people who have access.
4. Adjust their permissions, such as switching from edit to view-only.
5. Save or apply your changes.

This method works well when you want fine-grained control over a single item.

Update guest settings at the Workspace level in ClickUp

You can also manage guests centrally from your Workspace settings in ClickUp.

1. Open your Workspace settings menu.
2. Navigate to the area where users and guests are listed.
3. Filter or switch to the Guests section.
4. Select a guest to review their existing access.
5. Adjust their permissions, remove access to certain items, or revoke them entirely from the Workspace if needed.

Central guest management helps you maintain a clear overview of who has access to what.

Control What Guests Can Do in ClickUp

Each guest’s capabilities depend on the permissions you assign. Use these guidelines to choose the right level of control in ClickUp.

Typical guest capabilities in ClickUp

Depending on your plan and settings, guests may be able to:

• View tasks, Docs, and comments shared with them
• Leave comments or reply in existing conversations
• Upload or download attachments they can access
• Change task fields if granted edit permissions

Review your permission options carefully to match each guest’s responsibilities.

Limit guest actions in ClickUp

To keep your Workspace secure, restrict guests from actions they do not need, such as:

• Creating or deleting Spaces, Folders, or Lists
• Inviting other users or guests
• Accessing private items that are not explicitly shared
• Changing high-level Workspace settings

When in doubt, start with view-only access and increase permissions gradually.

Remove or Revoke Guests in ClickUp

When a project ends or a vendor relationship changes, you can quickly remove a guest from your Workspace in ClickUp.

Remove a guest from specific items in ClickUp

1. Open the shared task, Doc, view, or List.
2. Click the Share option.
3. Find the guest in the access list.
4. Click to remove or revoke their permission for that item.
5. Save the updated sharing settings.

Use this when you only want to narrow a guest’s access rather than remove them entirely.

Fully revoke guest access in ClickUp

1. Go to your Workspace settings.
2. Open the users or guests management area.
3. Locate the guest you want to remove.
4. Choose the option to remove or deactivate the guest.
5. Confirm the removal to revoke all access.

After you revoke access, the guest can no longer open shared work items in your Workspace.

Best Practices for Guests in ClickUp

Follow these tips to manage guests efficiently and protect your data while collaborating.

• Grant the minimum level of access needed for each guest.
• Review guest permissions regularly, especially after projects close.
• Use separate Spaces or Lists for external collaboration where possible.
• Document your internal guest policy so your team follows consistent rules.

For strategic help building scalable collaboration processes around your Workspace, you can learn more from consultants like Consultevo.

Learn More About Guests in ClickUp

To explore every detail of guest permissions, limits, and plan-based features directly from the product documentation, review the official guide on the ClickUp Help Center: Guests in ClickUp.

Use this how-to article together with the official documentation to design a secure, flexible guest strategy that supports all of your external collaborators.

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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