ClickUp Permissions Guide

ClickUp includes detailed permissions that let you control who can view, edit, and share every level of your workspace, from Spaces down to individual tasks. This guide explains how these permissions work and how to use them to keep data secure while collaborating efficiently.

Permissions define which actions people can take based on their role, what has been shared with them, and the location of the work. Understanding these layers will help you prevent accidental edits, protect sensitive information, and streamline collaboration.

How ClickUp Permissions Work

Permissions in ClickUp come from a combination of three main factors:

• User role in the Workspace
• Sharing and permissions settings on each item
• Where the item lives in your hierarchy (Space, Folder, List, task, or subtask)

When these factors combine, they determine what each person can see and do. For example, a member may have full access in one Space but only view-only access in another Space depending on sharing.

Default Roles in ClickUp

In a Workspace, role is the first layer of permissions. Each role includes a standard set of capabilities.

Owner role in ClickUp

The Owner is the most powerful role. A Workspace can have one or more owners. Owners can:

• Manage billing and Workspace settings
• Promote or demote other users, including admins
• Change security and sharing defaults
• Access and update all public Spaces, Folders, and Lists

Owners are also responsible for managing any sensitive settings, such as who can invite guests or create private items.

Admin role in ClickUp

Admins help manage a Workspace without having full billing control (unless the Owner allows it). Admins can:

• Manage users and guests
• Control many permission-related settings
• Configure default Space settings
• View and adjust most public items

Admins are ideal for larger teams that need help maintaining structure, security, and governance.

Member role in ClickUp

Members are regular Workspace users. They can:

• Create and edit tasks where they have access
• Create and manage views, docs, and dashboards based on sharing
• Collaborate with comments, attachments, and time tracking (if enabled)

A member’s effective access depends largely on how Spaces, Folders, Lists, and tasks are shared with them.

Guest role in ClickUp

Guests are external collaborators such as clients, contractors, or partners. They have limited access and can only see the specific items shared with them. Key points:

• Guests do not see the full Workspace, only shared Spaces, Folders, Lists, tasks, or Docs
• They can be given view-only, comment, or edit access depending on your settings
• Guests are ideal for sharing progress or collecting feedback securely

Location-Based Permissions in ClickUp

ClickUp permissions are also influenced by where work is stored. The hierarchy is:

1. Space
2. Folder
3. List
4. Task and subtask

Permissions usually flow downward. If someone has access to a Space, they typically have access to its Folders, Lists, and tasks, unless access is restricted at a lower level.

Space-level ClickUp permissions

Space permissions let you control a whole area of your Workspace. You can:

• Make Spaces public to the entire Workspace
• Make Spaces private and invite only specific people
• Adjust who can create Folders, Lists, and tasks within that Space

Use private Spaces for sensitive teams or projects, and public Spaces for work that everyone should see.

Folder and List permissions in ClickUp

Folders and Lists can inherit access from their Space or be restricted further. You can:

• Share Folders or Lists with specific people or teams
• Limit certain users to view or comment only
• Allow or restrict creating tasks in specific Lists

This allows you to open a Space broadly while protecting certain Lists with stricter permissions.

Task and subtask permissions in ClickUp

Individual tasks and subtasks can have custom sharing if needed. You can:

• Share a single task with a guest who does not see the entire List
• Give someone edit access to one critical task while keeping the List read-only
• Restrict or expand access to subtasks separately from their parent task, depending on your settings

Use task-level permissions sparingly to avoid confusion and keep structure clear.

Sharing Items in ClickUp

Sharing defines which people can access specific items. Each item can have different share settings, which then determine individual permissions.

How to share Spaces, Folders, and Lists in ClickUp

To share higher-level items:

1. Open the Space, Folder, or List.
2. Click the sharing or permissions icon.
3. Add the people, teams, or guests you want to share with.
4. Choose their permission level: view, comment, or edit (depending on role).
5. Save your changes.

After sharing, people will see the item appear in their left sidebar, subject to their access level.

How to share tasks and docs in ClickUp

You can also share granular items like tasks and Docs:

1. Open the task or Doc.
2. Use the sharing or permissions control in the header.
3. Add individuals, teams, or guests.
4. Decide if they can view, comment, or edit.

For Docs, you may have additional options such as public sharing links or domain restrictions, depending on Workspace settings.

Permission Levels in ClickUp

Different permission levels apply depending on role and item type, but the main patterns are similar.

View-only access in ClickUp

View-only users can:

• See tasks, fields, and comments
• Open attachments and Docs (if shared)
• Use most read-based views and filters

They cannot modify tasks, change statuses, or update custom fields.

Comment access in ClickUp

Comment-level access is designed for collaboration without structural changes. Commenters can:

• Leave comments and reactions
• Mention people, attach files, and reply to threads
• Sometimes create comments-based subtasks or checklists if allowed

They cannot change core task details like status, assignees, or due dates.

Edit access in ClickUp

Edit access allows full collaboration on the shared items. Editors can typically:

• Update task titles, descriptions, and statuses
• Change assignees, dates, and custom fields
• Create or delete tasks, subtasks, and checklists (where permitted)
• Adjust views, filters, and some layout options

Grant edit access only to people who actively manage the work to reduce accidental changes.

Best Practices for ClickUp Permissions

To keep your Workspace organized and secure, follow these tips:

• Plan Spaces by team or department to align with access needs.
• Use private Spaces or Lists for sensitive work such as HR or finance.
• Invite external collaborators as guests rather than full members.
• Assign admins who understand your structure and can maintain settings.
• Regularly review shared items to remove outdated access.

Clear, consistent use of roles and sharing settings will prevent confusion and make onboarding easier.

More Help With ClickUp Permissions

For the full reference on permissions and the latest updates, review the official documentation on permissions in detail. This source explains each role, capability, and edge case in depth.

If you need expert help designing a Workspace structure, creating permission standards, or optimizing your setup for larger teams, you can work with specialists at Consultevo to tailor ClickUp to your organization.

With a clear understanding of how roles, sharing, and location-based controls interact, you can use ClickUp permissions to protect data, minimize mistakes, and enable seamless collaboration for every project.

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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