How to Manage Owners and Admins in ClickUp
Managing Owners and Admins in ClickUp is essential for controlling Workspace access, permissions, and billing. This guide walks you through the key steps to understand roles, update member permissions, and keep your Workspace secure and organized.
All instructions in this article are based on the official ClickUp documentation for Owners and Admins and are intended to help you confidently configure your Workspace roles.
Understand Owner and Admin roles in ClickUp
Before changing any settings, it is important to understand what Owners and Admins can do inside ClickUp. These roles have elevated access and are responsible for Workspace-level decisions.
Owner role capabilities in ClickUp
The Owner is the highest permission level in a ClickUp Workspace. In most cases, the person who first created the Workspace is the initial Owner, but that role can be transferred if needed.
Typical Owner capabilities include:
- Full control over Workspace settings and security
- Managing and changing billing details and subscriptions
- Promoting and demoting Admins and Members
- Removing people from the Workspace
- Managing advanced permissions and default settings
Because the Owner has full authority in ClickUp, limit this role to trusted people who understand your organization’s structure and compliance requirements.
Admin role capabilities in ClickUp
Admins have broad management powers but slightly fewer controls than the Owner. In ClickUp, Admins help maintain order and support Workspace configuration without requiring Owner access for every task.
Common Admin abilities include:
- Managing most Workspace settings
- Inviting and removing users
- Adjusting many permission options
- Configuring certain security and sharing rules
Admins support the Owner by handling daily administration, while the Owner retains ultimate accountability over the Workspace.
Check your current role in ClickUp
Before you change anyone else’s role, verify your own role in ClickUp so you know what controls you have.
- Sign in to your Workspace.
- Open your Workspace settings or profile area.
- Look for a section labeled Members, People, or Workspace members.
- Find your name in the list and check the role indicator (Owner, Admin, or Member).
If you are not an Owner or Admin, you will not be able to follow some of the management steps in this article.
View and manage Workspace members in ClickUp
Owners and Admins can see all people in the Workspace and adjust their roles as needed. Use this to keep your ClickUp environment organized and secure.
Open the people or members area in ClickUp
- From the main navigation, go to your Workspace settings.
- Open the section that lists members or people.
- Review the list of current users, guests, and pending invitations.
In this area you can typically see each person’s role, status, and sometimes their last activity, depending on your specific plan and configuration.
Change a member to Admin in ClickUp
To give someone broader control, Owners and some Admins can promote a standard member to Admin. Use this carefully, and only for people who need management responsibilities.
- Go to the members list in your Workspace settings.
- Find the person you want to promote.
- Open the role dropdown or options menu next to their name.
- Select Admin from the available roles.
- Confirm the change if a confirmation prompt appears.
After the change, the user gains Admin permissions across your ClickUp Workspace. Make sure they understand what they can now configure.
Demote an Admin to Member in ClickUp
If someone no longer needs advanced access, you can demote them from Admin back to a standard member role.
- Open the members list in your Workspace settings.
- Locate the Admin you want to change.
- Use the role dropdown or menu next to their name.
- Select Member (or the equivalent basic role option).
- Confirm the update if prompted.
This immediately limits their permissions and helps keep sensitive settings restricted to the right people.
Transfer Workspace ownership in ClickUp
Sometimes you may need to change who is in charge of the Workspace, such as when team leadership changes or a founder hands off responsibilities. ClickUp supports transferring Workspace ownership.
Steps to transfer ownership in ClickUp
Only the current Owner can initiate an ownership transfer. Make sure the new Owner has an active account in the Workspace before you begin.
- Sign in as the current Workspace Owner.
- Open Workspace settings.
- Navigate to the members or people section.
- Find the member who should become the new Owner.
- Open the role or actions menu next to their name.
- Select the option to transfer ownership or make Owner.
- Review the confirmation message and confirm the transfer.
Once confirmed, the new person becomes the Owner and gains full control. The previous Owner is usually converted to an Admin or Member, depending on your configuration options.
Control billing access for Owners and Admins
Billing is a sensitive area, so understanding how Owners and Admins interact with billing tools in ClickUp is critical for both security and finance compliance.
Owner billing controls in ClickUp
In many Workspaces, only Owners can manage core billing settings, including:
- Choosing or changing the subscription plan
- Updating payment methods
- Reviewing invoices and payment history
- Managing the number of paid seats
The Owner should coordinate with finance teams when updating billing information, especially for large teams or enterprise Workspaces.
Admin billing capabilities in ClickUp
Admins may have partial access to billing information depending on the Workspace configuration and plan. Common capabilities can include:
- Viewing plan details and seat usage
- Reviewing some billing-related settings
- Helping prepare changes before the Owner confirms them
If you are unsure what an Admin can do in your specific Workspace, consult your plan details or review the official Owners and Admins article at the ClickUp Help Center.
Manage guests and limited access users in ClickUp
Not everyone needs full access to your Workspace. Guests are ideal for clients, contractors, or stakeholders who only require limited visibility inside ClickUp.
When to use guests in ClickUp
Use guests for people who:
- Only need access to specific Folders, Lists, or tasks
- Should not see sensitive Workspace-level settings
- Are external to your core team
Owners and Admins can invite guests and control what they can see and edit to maintain security while still collaborating effectively.
Adjust guest permissions in ClickUp
- Open your Workspace settings.
- Navigate to the members or people management section.
- Filter or locate users marked as guests.
- Use the options next to a guest’s name to adjust their access level.
- Remove guests that no longer need access to keep your Workspace clean.
Best practices for Owners and Admins in ClickUp
To keep your workspace efficient and secure, follow these best practices when managing roles in ClickUp.
Limit high-level roles in ClickUp
- Keep the Owner role to one or very few people.
- Assign Admin roles only to those who truly need extended permissions.
- Use Members and guests for most collaborators.
Review access regularly in ClickUp
- Schedule periodic audits of all members, Admins, and guests.
- Demote or remove users who no longer need high-level access.
- Revoke access for former employees, contractors, or clients promptly.
Document your role policy for ClickUp
Create a simple internal policy that explains:
- Who can be an Owner
- Who may be promoted to Admin
- How billing access is handled
- How often access is reviewed
Clear rules help prevent confusion and reduce the risk of accidental changes to critical Workspace settings.
Get more help with ClickUp configuration
If you need broader assistance beyond role management, such as Workspace structure or process optimization, you can work with productivity and systems consultants. For example, Consultevo offers guidance for teams that want to optimize how they work with modern tools.
To dive deeper into the technical details of Owners and Admins, always refer to the official article in the ClickUp Help Center, where the product team maintains the most up-to-date instructions.
By following the steps and best practices in this guide, you can confidently manage Owners, Admins, members, and guests in ClickUp and keep your Workspace secure, well-structured, and ready to scale with your team.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
