ClickUp Permissions Guide
ClickUp permissions control who can view, edit, share, and manage work in your Workspace. Understanding these options helps you protect sensitive information while still collaborating efficiently with your team.
This how-to guide walks you through the core permission types, how access is granted, and the steps you can take to manage roles confidently.
How ClickUp Permissions Work
Permissions in ClickUp determine what each person can do with Spaces, Folders, Lists, tasks, Docs, and more. Access is based on:
- Their role in the Workspace (owner, admin, member, or guest)
- What has been shared with them directly or via teams
- Whether an item is public or private
Workspace owners and admins have broad access, while members and guests see only items that are shared with them.
Permission Levels in ClickUp
Every person in a Workspace has a base role. That role sets their default permission level.
Workspace Owners
Owners have the highest level of access. They can:
- Access and manage all Spaces, including private Spaces
- Change Workspace settings and billing
- Promote members to admins or owners
- Remove people from the Workspace
Use this level for the person or people responsible for overall account administration.
Admins
Admins help manage the Workspace but do not have billing ownership. They can:
- Access most items except some private content they are not invited to
- Configure Workspace settings and security options
- Manage members and guests
Admins are ideal for team leads or IT managers who maintain settings and user access.
Members
Members are regular users who work actively in ClickUp. They can:
- Create tasks, Lists, and Docs where they have access
- Comment and collaborate with others
- Share items they own or can edit
Members only see items that have been shared with them or that are public.
Guests
Guests are limited users, ideal for clients, contractors, or partners. They can:
- Access specific items shared with them (such as tasks or Docs)
- Collaborate through comments and, when allowed, edit content
- View only what has been explicitly granted to them
Guests do not have Workspace-wide visibility; they only see shared items.
Visibility and Sharing in ClickUp
Beyond roles, visibility settings determine which people can find and open items. There are three main visibility types.
Public Items
Public items are visible to all members of the Workspace. Use public visibility when content is safe for anyone in your company to see.
Typical examples include:
- Company-wide announcements or goals
- Shared templates and processes
- General reference Docs
Private Items
Private items are visible only to selected people or teams. They are not discoverable by other members unless specifically shared.
Use private visibility for:
- HR and personnel tasks
- Leadership planning or strategy work
- Client-specific or confidential projects
Shared With Me
Some content appears because it is shared directly with a person or team, even if it lives in a private Space. This lets you keep structures private while still collaborating with specific people.
How to Manage ClickUp Permissions Step by Step
Use these steps as a practical workflow for managing access in your Workspace.
1. Review Workspace Roles
- Identify who should be an owner, admin, member, or guest.
- Limit owner accounts to a few responsible people.
- Assign admin rights to those managing configuration and security.
- Use guest accounts for external collaborators.
2. Set Space-Level Permissions in ClickUp
- Open the Space you want to configure.
- Access the Space settings.
- Choose whether the Space is public or private.
- For private Spaces, select which members, guests, or teams should have access.
Space visibility is the foundation. Everything inside inherits access unless further restricted.
3. Adjust Folder and List Access
- Navigate to the Folder or List you need to control.
- Open the sharing or permissions panel.
- Confirm who should have:
- View-only access
- Edit access
- No access
Use this level to tighten permissions for sensitive projects or departments.
4. Control Task-Level Permissions
- Open the task.
- Use the share or permission options.
- Add or remove people, guests, or teams as needed.
- Set whether they can view, comment, or edit.
Task-level control is useful for exceptions, such as sharing a single task with a client without opening the full List.
5. Manage ClickUp Docs and Other Items
- Open the Doc or item you want to manage.
- Click the share button.
- Choose visibility: public, private, or shared with selected people.
- Adjust permissions for each person (view or edit) as required.
Docs often contain reference or strategy information, so review these settings carefully.
Best Practices for ClickUp Permissions
Use these tips to keep your Workspace secure and organized.
- Start with least privilege: Give people the minimum access needed to do their work.
- Use teams for sharing: Share Spaces and Lists with teams instead of individuals to simplify management.
- Separate internal and external work: Use dedicated Spaces or Lists for guests so client access is easy to track.
- Audit regularly: Review who has access to private Spaces, sensitive Lists, and Docs.
- Limit owners and admins: Keep advanced permissions restricted to trusted leaders.
Advanced Resources for ClickUp Permissions
To explore every detail of permission behavior, role capabilities, and edge cases, review the official documentation here: Intro to permissions in ClickUp.
If you need expert help designing a scalable permission strategy or reorganizing your Workspace structure, consider consulting a specialist service such as Consultevo for implementation guidance.
By understanding and applying these permission options, you can keep your data secure, give teammates the right level of access, and maintain a clear, organized Workspace in ClickUp.
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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