Understand ClickUp Default Permissions

In ClickUp, default permissions control what each person can see and do in your Workspace. Knowing how these access levels work helps you protect sensitive data while allowing collaborators to work efficiently.

This guide explains the default permissions for guests, limited members, full members, and admins so you can assign the right role to each person.

Overview of ClickUp Permission Levels

Every person added to your Workspace is assigned a role. Each role in ClickUp has its own default permissions and limitations.

• Guests: External or limited collaborators.
• Limited members: Internal users with restricted access.
• Members: Standard internal users with broad access.
• Admins: Users with advanced control and Workspace management powers.

These roles determine who can create, edit, share, and delete items, as well as manage security settings.

ClickUp Guests: Default Permissions

Guests are ideal for clients, contractors, or stakeholders who only need access to specific work items. In ClickUp, guests have the most limited default permissions.

What guests can access in ClickUp

By default, guests can only access items that are explicitly shared with them. They do not see your full Workspace.

• View tasks, Docs, Whiteboards, Dashboards, and views that you share.
• Comment on shared items if granted comment or edit permissions.
• Change task fields if they have edit access to that task or view.

Guests cannot browse Spaces, Folders, or Lists that have not been shared. Their activity is restricted to specific items you choose.

What guests cannot do

Default guest permissions are intentionally strict. Guests cannot:

• Create or delete Spaces, Folders, or Lists.
• Change Workspace, Space, or Folder settings.
• Manage billing, members, or security settings.
• Access private items they were not shared into.

You can fine-tune individual item sharing to provide the exact level of guest access you need without exposing the rest of your ClickUp Workspace.

ClickUp Limited Members: Default Permissions

Limited members are internal users with constrained capabilities. In ClickUp, they are useful when you want team visibility but must restrict higher‑risk actions.

Typical limited member capabilities

Limited members generally can:

• View Spaces, Folders, Lists, and tasks they have access to.
• Comment on tasks, Docs, and other shared items.
• Complete basic task actions, such as changing statuses or assigning tasks, depending on Space and Folder permissions.

The exact capabilities can vary based on advanced permission settings, but the role is designed to give more access than a guest and less control than a full member.

What limited members are restricted from

By default, limited members are more restricted than full members in ClickUp. They typically cannot:

• Manage Workspace‑level settings.
• Control billing, upgrade plans, or manage paid features.
• Adjust high‑risk security settings.

This makes the limited member role a safe option when you need internal visibility without full configuration control.

ClickUp Members: Default Permissions

Members are standard internal users. In ClickUp, this role is intended for core team members who actively manage tasks and day‑to‑day work.

What members can do by default

Members benefit from broad capabilities across shared areas of the Workspace:

• Create and edit Spaces, Folders, Lists, and tasks they have access to.
• Use views, Dashboards, Whiteboards, and Docs to manage and visualize work.
• Share tasks and views with other members or guests, based on sharing rules.
• Customize task fields, statuses, and workflows in permitted locations.

Members help keep projects moving by updating and organizing work directly inside ClickUp.

What members cannot do

Despite their broad abilities, members do not have unrestricted control. They typically cannot:

• Change billing information or subscription plans.
• Access or modify high‑level Workspace security settings.
• Remove admins or take over top‑level Workspace ownership.

These restrictions ensure that sensitive configuration and billing controls remain in the hands of admins only.

ClickUp Admins: Default Permissions

Admins have the highest level of control short of Workspace owners. In ClickUp, admins manage settings, people, and security.

Admin powers and responsibilities

Admins are responsible for configuring and safeguarding the Workspace. They can:

• Manage people: invite, remove, or change roles for guests, limited members, and members.
• Adjust Workspace‑level settings, including security and sharing defaults.
• Control advanced permission structures within Spaces and Folders.
• Oversee integrations, automation policies, and key configuration features.

Because admins can make changes that affect every user, this role should be limited to trusted team members.

Actions only owners or billing contacts may perform

Even in ClickUp, admins do not control everything. Some actions are reserved for owners or designated billing contacts, such as:

• Managing subscription plans and payment details.
• Setting top‑level legal or compliance‑related options.
• Transferring Workspace ownership.

This separation helps maintain financial and legal safeguards for your organization.

How to Choose the Right ClickUp Role

Assigning the correct role ensures that everyone has enough access to work while protecting your data. Use these simple guidelines when deciding which ClickUp role to use.

Step‑by‑step approach to assigning roles

1. Identify the person’s relationship:
   • Client, vendor, or external stakeholder: start with guest.
   • Internal team member with narrow responsibilities: consider limited member.
   • Core team member working across projects: use member.
   • Trusted leader or technical owner: grant admin access.
2. Define what they must see:
   • Only certain tasks or Docs: share them as a guest or limited member.
   • Multiple Spaces and projects: a full member is usually best.
3. Define what they must control:
   • No need for settings access: avoid admin.
   • Need to manage people, security, or structure: assign admin.
4. Review security and compliance needs:
   • For higher‑risk areas, keep permissions stricter and roles lower.
   • Only elevate to admin when strictly required.

Review roles on a regular schedule to ensure your ClickUp Workspace continues to match your team’s structure and security requirements.

Advanced Resources for ClickUp Permissions

To dive deeper into every role and its exact default permissions, review the official documentation from the platform provider. You can find the original reference article on default permissions here: ClickUp default permissions for guests, limited members, members, and admins.

If you need strategic guidance on adopting the right role structure, optimizing governance, or improving your implementation, you can also consult specialists who focus on collaboration platforms and workflow design, such as the team at Consultevo.

By understanding how roles and default permissions work in ClickUp, you can grant access confidently, minimize risk, and give each collaborator exactly what they need to do their best work.

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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