Manage Individual View-Only Permissions in ClickUp
This guide explains how to manage individual permissions for view-only users in ClickUp so you can safely share spaces, folders, lists, and tasks without giving full editing access.
View-only permissions are useful when you want people to see work and progress, but you need to keep structure and data protected from accidental changes.
What are view-only users in ClickUp?
View-only users are members or guests who can see specific items and views but have limited interaction. They are often used for stakeholders, clients, or collaborators who only need visibility.
In most cases, view-only users can:
- Open tasks, lists, folders, and spaces shared with them
- Review task details, custom fields, and comments
- Interact in limited ways, depending on the options you enable
Workspace owners and admins can adjust these options to fit security and collaboration needs.
How ClickUp handles individual view-only permissions
When you share items with view-only users in ClickUp, you can control what each person can do on top of their view-only status. These extra settings are applied per user and can differ across locations.
Key points about individual view-only permissions:
- They apply at the space, folder, list, or task level.
- They can be enabled or disabled user by user.
- They allow limited interaction, without granting full edit rights.
All changes you make to individual permissions are effective immediately for that user.
Available interaction options for view-only users in ClickUp
Depending on your Workspace settings and user role, you may see several toggles when managing view-only users in ClickUp. These options define what they can do beyond simply viewing.
Allow adding and editing comments in ClickUp
This option lets a view-only user participate in discussions while keeping main task data locked.
When enabled, a view-only user can:
- Post new comments on tasks
- Reply to existing comments
- Mention users where permitted
They still cannot change task fields, statuses, or core task details.
Allow assigning comments in ClickUp
Use this setting when you want stakeholders to create small action items inside the comment stream.
If allowed, a view-only user can:
- Create assigned comments
- Assign those comments to others
- Help track follow-ups directly in discussions
This keeps ownership clear while preserving the underlying task structure.
Allow creating tasks in ClickUp
This option expands a view-only user’s capabilities and should be activated carefully.
When turned on, the view-only user can:
- Create new tasks in the location shared with them
- Fill in basic task details such as name and description
- Help capture work items while still being limited in other areas
They remain restricted from broader configuration changes but can contribute new tasks to workflows.
Allow changing statuses in ClickUp
Enable this setting when you want view-only users to move work through a process without editing other task properties.
With this permission:
- The user can move tasks between allowed statuses
- They can help keep progress up to date
- They still lack access to change fields or structure
This works well when you need lightweight tracking from stakeholders.
How to manage individual view-only permissions in ClickUp
Follow these steps to set or adjust view-only permissions for specific users in ClickUp. You can use a similar flow across spaces, folders, lists, and tasks.
Step 1: Open the sharing menu
- Open the space, folder, list, or task you want to manage.
- Locate the Share button, usually at the top right of the screen.
- Click Share to open sharing and permissions options.
The sharing menu shows who currently has access and their permission levels.
Step 2: Find the view-only user
- In the sharing panel, review the list of people, teams, and guests.
- Look for the user tagged as having view-only access.
- If the person is not listed, invite them or adjust their access level first.
Make sure the user is correctly identified as view-only before you change additional settings.
Step 3: Open advanced permissions in ClickUp
- Next to the user’s name, look for an options icon or a permission dropdown.
- Click to expand more controls for that individual.
- Find the advanced or individual permissions section.
This area includes toggles that refine what the view-only user can do.
Step 4: Enable or disable individual permissions
- Identify the specific options available, such as:
- Can comment
- Can assign comments
- Can create tasks
- Can change statuses
- Turn each toggle on or off depending on what you want the user to be able to do.
- Changes save automatically, so confirm the configuration before closing the menu.
Review the combination of options to align with your security and collaboration policies.
Best practices for configuring ClickUp view-only access
To keep your Workspace safe and organized, follow these recommendations when managing view-only users in ClickUp.
Use the minimum permissions needed
Start with the least access that still supports collaboration. For example:
- Allow comments for feedback and questions.
- Add assigned comments only when users must create follow-ups.
- Permit task creation or status changes only when absolutely required.
Adjust upward later if you discover that a user needs more flexibility.
Review permissions regularly in ClickUp
As projects evolve, some view-only users might no longer need extra capabilities.
- Audit key spaces and lists on a regular schedule.
- Remove task creation or status change options when they are no longer necessary.
- Check that only current stakeholders maintain access.
Consistent reviews help prevent accidental edits and maintain data integrity.
Align view-only rules with workspace policies
Coordinate individual view-only permissions with your broader governance rules.
- Define clear standards for when clients or guests can comment, assign, or create tasks.
- Document these standards in your internal workspace guidelines.
- Train admins and space owners to follow the same approach.
This ensures that ClickUp is used consistently across teams and projects.
Related resources and further learning
To explore the original documentation for managing view-only users, read the official article on the ClickUp Help Center: Manage individual permissions for view-only users.
If you need help designing scalable permission strategies, automation, or advanced workspace architecture, you can also consult specialists at Consultevo for tailored ClickUp implementation support.
By carefully configuring individual permissions for view-only users, you can take full advantage of ClickUp collaboration features while maintaining strong control over your data and workflows.
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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