How to Manage Roles in ClickUp

ClickUp gives Workspace owners and admins powerful role controls so they can manage access, permissions, and collaboration securely across every space and task.

This step-by-step guide explains how roles work, the types of roles available, and how to assign them so your Workspace stays organized and secure.

Understand ClickUp roles and permissions

Before you start changing access, it is important to understand how roles in ClickUp relate to permissions.

Roles define what a person can see and do at the Workspace, Space, Folder, List, and task levels.
Permissions are the actual abilities granted by each role, such as creating tasks, editing views, or managing sharing.
Advanced permissions are usually reserved for owners and admins, like configuring security settings or managing people.

Use roles to maintain a clear separation between people who manage structure and security, and people who simply need to get work done.

Types of ClickUp roles in a Workspace

Every person in a Workspace is assigned a role that determines their high-level access. These roles in ClickUp are typically structured from most to least powerful.

Owner role in ClickUp

The owner is the highest-level role in the Workspace.

Has full control over all settings and data.
Can manage billing and subscriptions.
Can change any member’s role, including admins.
Usually the person who first created the Workspace.

Limit the owner role to one or very few trusted people to reduce risk.

Admin role in ClickUp

Admins support the owner in managing the Workspace.

Can manage most Workspace settings.
Can invite or remove members and guests.
Can configure default views and templates.
Usually handle day-to-day administration.

Use the admin role for people who maintain structure and standards across teams.

Member role in ClickUp

Members are regular users who actively work on tasks and projects.

Can create and edit tasks where they have access.
Can collaborate using comments, docs, and Whiteboards.
Cannot change core billing or security settings.

The member role is ideal for full-time team members who need to contribute across multiple Spaces.

Guest role in ClickUp

Guests are limited-access users, usually external collaborators.

Can only access items explicitly shared with them.
Have restricted permissions compared to members.
Useful for clients, contractors, or stakeholders.

Use the guest role to safely collaborate with people outside your organization without exposing your entire Workspace.

How to view current roles in ClickUp

To manage roles effectively, start by reviewing who is in your Workspace and what role each person has.

Open your Workspace and go to the People or Settings area, depending on your plan and layout.
Locate the list of Members and Guests.
Review each person’s current role, which is usually shown next to their name.

This overview helps you identify who may need more or less access.

How to change Workspace roles in ClickUp

As your team grows, you may need to promote members to admins or reduce someone’s access. Changing Workspace roles in ClickUp is straightforward for owners and admins.

Go to the People or Workspace settings section.
Find the person whose role you want to change.
Click their current role label or a nearby options menu.
Select the new role, such as Member, Admin, or Guest.
Confirm the change if prompted.

Always communicate role changes to your team so expectations are clear.

ClickUp permissions at Space and item levels

Beyond Workspace roles, ClickUp lets you fine-tune access on Spaces, Folders, Lists, and tasks using sharing and permissions.

Manage ClickUp Space permissions

Spaces are often where you set the baseline for access by team or department.

Open the Space you want to manage.
Access the Space settings or sharing menu.
Choose who can access the Space: everyone, specific members, or specific teams.
Assign role-based permissions inside the Space, such as edit, comment, or view-only.

Use private Spaces for sensitive teams, such as HR or finance, and shared Spaces for cross-functional work.

Control List and task access in ClickUp

You can further refine who can work on specific work items.

Share individual Lists only with required contributors.
Use task-level sharing for confidential action items.
Apply view-only permissions when stakeholders only need to monitor progress.

This layered approach ensures that even if someone is a member, they only see what they truly need.

Best practices for setting roles in ClickUp

Following consistent practices helps keep your ClickUp Workspace secure and manageable.

Use the principle of least privilege: Give each person only the access they need to do their job.
Limit admins and owners: Keep these roles small and trusted to avoid accidental changes.
Use guests for external people: Never give clients full member access unless truly required.
Audit roles regularly: Review roles when people change teams or leave your organization.
Document your standards: Create an internal policy describing when to use each role.

Troubleshooting role and permission issues in ClickUp

If someone reports they cannot see or edit an item, work through these checks.

Verify their Workspace role: Confirm whether they are an owner, admin, member, or guest.
Check Space access: Ensure the relevant Space is shared with them or their team.
Inspect List and task sharing: Confirm that these items are not restricted to a smaller group.
Review advanced settings: Look for custom restrictions that may override defaults.

After adjusting roles or sharing, ask the user to refresh their app to load the updated permissions.

Learn more about ClickUp roles

For the most up-to-date and detailed reference on roles and permissions, review the official documentation from ClickUp.

Use these resources to refine your setup, train your team, and ensure your Workspace is configured for both productivity and security.

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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