How to Share Whiteboards in ClickUp and Manage Permissions
Sharing Whiteboards in ClickUp lets your team and stakeholders collaborate visually while you stay in control of who can view or edit each board. This guide explains exactly how to share, restrict, and customize Whiteboard access at every level.
Understanding ClickUp Whiteboard sharing options
Whiteboards in ClickUp follow your Workspace hierarchy and permission rules. You can share them with:
- Specific people or guests
- Teams
- Your entire Workspace
- Anyone with a public link (if allowed)
The sharing and permission options you see depend on your role, location in the hierarchy, and your Workspace settings.
How Whiteboard permissions work in ClickUp
Whiteboard permissions in ClickUp are similar to other views but include settings tailored to visual collaboration. Key ideas include:
- Inherited access: A Whiteboard inherits access from its location if it is saved to a Space, Folder, or List.
- Granular access: You can invite people or teams directly to a specific Whiteboard.
- Role-based limits: Guests and Members see different access options based on Workspace permission settings.
You can choose whether people can only view the Whiteboard or fully edit it to add shapes, connectors, and other objects.
Open Whiteboard sharing settings in ClickUp
To configure sharing for any Whiteboard in ClickUp, start by opening the share menu.
- Open the Whiteboard you want to share.
- In the upper-right corner, select the Share button or icon.
- The sharing modal opens, showing who currently has access and what they can do.
From this screen, you control both internal and public access.
Share a ClickUp Whiteboard with people or teams
You can invite people, guests, or teams to a Whiteboard directly from the share modal.
Step-by-step: invite people in ClickUp
- Open the Whiteboard sharing modal.
- In the search field, start typing the name or email of the person or team you want to invite.
- Select the person, multiple people, or a team from the results.
- Choose their permission level (typically Edit or View only).
- Confirm your changes to apply access immediately.
People invited this way get access specifically to that Whiteboard, even if they do not have access to its full location in ClickUp.
Set individual Whiteboard permissions in ClickUp
After adding people or teams, you can adjust their permissions at any time.
- In the sharing modal, find the person or team in the access list.
- Use the dropdown next to their name to switch between available options, such as:
- Can view: They can open the Whiteboard but cannot make changes.
- Can edit: They can modify the Whiteboard content.
- Save or close the modal to keep the new settings.
Your Workspace permissions and role may change which options appear for each person or guest.
Share a ClickUp Whiteboard with your entire Workspace
Sometimes you want everyone in your Workspace to see a Whiteboard automatically.
- Open the Whiteboard and select Share.
- Look for the section that controls Workspace-wide access.
- Enable access for the Workspace if it is not already on.
- Choose whether Workspace members can only view or fully edit the Whiteboard.
When you do this, all current and future members of the Workspace receive the chosen level of access, unless specific restrictions override it.
Use public sharing for ClickUp Whiteboards
You can share a Whiteboard publicly in ClickUp using a view-only link, as long as your Workspace owner or admin has enabled public sharing in Workspace settings.
Enable a public link for a ClickUp Whiteboard
- Open the Whiteboard and click Share.
- Find the public sharing section.
- Toggle public access on to generate a shareable URL.
- Copy the public link and share it with anyone who needs access.
People with the public link can open the Whiteboard in their browser without signing in, but their capabilities are controlled by your public settings.
Control public link permissions in ClickUp
Public links for Whiteboards are typically view-only, but you may see extra controls depending on your Workspace configuration. For example, you may be able to:
- Allow comments
- Restrict downloading or exporting
- Disable the link entirely
If you turn off the public link, anyone who previously had the URL will lose access immediately.
Manage guest access to ClickUp Whiteboards
Guests in ClickUp have more limited abilities than full members, but you can still share Whiteboards with them when needed.
- Invite the guest to the Whiteboard from the share modal, just like a member.
- Assign the guest a permission level, respecting your Workspace’s guest policy.
- Update or remove access later using the same share menu.
Guest access may be restricted by Workspace-level settings, so some permission options might not appear for a guest even if they appear for members.
Adjust location-based access for ClickUp Whiteboards
Whiteboards that are saved to Spaces, Folders, or Lists follow location access rules in ClickUp.
- If someone has access to the location, they may automatically get access to the Whiteboard.
- If you restrict the location, they can lose access to the Whiteboard as well.
To change access for many views at once, adjust the sharing settings of the parent location instead of each individual Whiteboard.
Remove or change ClickUp Whiteboard access
You can revoke or modify access whenever collaboration needs change.
- Open the Whiteboard and click Share.
- In the access list, select the dropdown next to a person or team.
- Change their permission level or remove them entirely.
- If needed, disable Workspace-wide access or turn off the public link.
This lets you keep control of sensitive information while still using visual collaboration to its fullest.
Where to learn more about ClickUp Whiteboard permissions
For the most detailed and up-to-date breakdown of Whiteboard sharing rules, refer to the official documentation here: Share and set Whiteboard permissions in ClickUp.
If you need professional help implementing collaboration workflows or optimizing your workspace structure, you can also visit Consultevo for consulting and implementation services.
By understanding how to share Whiteboards, manage view and edit rights, and control public links, you can keep collaboration in ClickUp secure, organized, and scalable 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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