Charges for inviting members and guests

New person on your team? You'll need to invite them to your Workspace as a member or admin.

Need to collaborate with a person outside of your organization? Invite them as a guest by sharing specific items with them. Guests only have access to those shared items. 

What you'll need

  • You must be an owner or admin to manage billing.
  • Owners, admins, and members can invite guests by sharing specific items, like Folders, Lists, and tasks with them. 
  • Only owners and admins can invite members

Internal and external guest pricing

On paid plans there are two types of guests, internal and external:
  • External guests: External guests are people from outside your organization like partners and contractors.
  • Internal guests: People from inside your organization.
The two guest types are based on several things, including SSO authentication and email domain.
Guest pricing is calculated in the following way:
  • Internal and external view-only guests: No charge.
  • External permission-controlled guests: Charges are calculated according to your permission-controlled guest-to-member ratio.
  • Internal permission-controlled guests: Same charge as adding a member to your Workspace.

What is a member seat?

When discussing billing, a member or member seat refers to anyone invited to a Workspace as a member or admin.

The Workspace owner takes one member seat. There can only be one Workspace owner, but ownership can be transferred

Screenshot of the People page with the role dropdown selected showing three role options.

There's no difference in the charges for inviting a member or admin. 

Paid plan member seat pricing

On paid plans, a subscription is charged for each member you add to your Workspace. Take a look at our Pricing page to see the subscription fee per plan. 

If you add a member in the middle of your billing cycle, you're charged a prorated amount for the number of days left until your plan renews. 

If a member leaves your Workspace, the next member you add fills their seat. 

Guest permission types

Guest permissions can be given to internal and external guests. Available permissions vary by plan in the following way:

  • Free Forever: Guests always have the full permissions that are available for the items shared with them.
  • Paid plans: You can either give each guest specific permissions or set them up as view-only.

Our permission-controlled option offers more flexibility. You can limit what these guests can access and do. You can add permission-controlled guests to specific locations and set their available actions in those locations.

The following table shows the difference between guest permission types:

Free Forever

Paid plan

view-only 

Paid plan

permission-controlled 

Can have an unlimited number. 

Can have an unlimited number. 

Number of seats varies by plan. If you don't have any permission-controlled guest seats available, inviting a guest costs the same as a member seat does for your plan.

Have full permissions only. You can't edit their permissions.

Have view-only permissions. You can't edit their permissions.

You can set individual permissions.

You can only invite them to your Workspace by sharing Folders, Lists, and tasks with them.

You can only invite them to your Workspace by sharing Folders, Lists, and tasks with them.

You can invite them from the Workspace Settings page. 

Can't be added to Teams.

Can be added to Teams. Guests on Teams must be permission-controlled. Unless you have permission-controlled guest seats, this costs the same amount as a member seat.

Can be added to Teams. Guests on Teams must be permission-controlled. Unless you have permission-controlled guest seats, this costs the same amount as a member seat.

You can't invite guests to Spaces on any plan.

Permission-controlled guest-to-member ratio

Each paid plan includes a number of permission-controlled guest seats. For each member you invite, more permission-controlled guest seats are added.

In a one-member Workspace, the member is the owner.

Plan

Number of permission-controlled guests available for a one-member Workspace

Number of additional permission-controlled guests available per Workspace member invited

Unlimited

5

+2

Business, Business Plus, and Enterprise

10

+5

A one-member Workspace on the Unlimited Plan:

  • Has the limit of 5 permission-controlled guests available to a one-member Workspace.
  • When they invite 1 member, they'll have a total of 7 permission-controlled guest seats.

A one-member Workspace on the Business, Business Plus, and Enterprise Plans:

  • Has the limit of 10 permission-controlled guests available to a one-member Workspace.
  • When they invite 1 member, they'll have a total of 15 permission-controlled guest seats.

Number of members and guests in your Workspace

To check the number of members you have and the number of permission-controlled guest seats available:

  1. Click your Workspace avatar, then go to the Manage people page.
    • In ClickUp 2.0, from the lower-left corner click your Workspace avatar, then select People.
    • In ClickUp 3.0, from the upper-left corner click your Workspace avatar, then select Manage users.
  2. In the upper-right of the Manage people page, there's a Full members tab, an External Guests tab, and an Internal Guests tab. The numbers in parentheses show:
    • Full members: How many admins and members you have. This includes the Workspace owner.
    • External Guests: How many external permission-controlled guests you have/how many you have left.
    • Internal Guests: How many internal guests you have. 

Screenshot showing the People page with the numbers of Full members, External guests, and Internal guests.

The Business Plus and Enterprise Plans also allow custom roles and custom permissions.

The number of members and guests in your Workspace also displays on your Billing page

Calculating charges for guests

Charges for inviting people are calculated according to your permission-controlled guest-to-member ratio. If you invite more permission-controlled guests than your plan provides, you will automatically be charged for member seats.

  • For example, your Workspace is on the Unlimited Plan and you're the owner/only member.
  • A one-member Unlimited Workspace starts with 5 permission-controlled guest seats.
  • In the middle of your billing cycle, you invite 1 more member.
  • When that member joins your Workspace, you get 2 additional permission-controlled guest seats.
  • Now you have the 5 seats you started with, plus 2, for a total of 7 permission-controlled guest seats.

You'll be automatically charged for a new member when:

  • You've run out of permission-controlled guest seats and you invite a permission-controlled guest.
  • You've run out of permission-controlled guest seats and you add a view-only or permission-controlled guest to a Team. When adding view-only guests to a Team, they automatically become permission controlled.

You can reduce the number of permission-controlled guests by doing one of the following:

  • Set an existing guest's permissions to view-only.
  • Remove a view-only guest from all of their Teams.
  • Remove a guest from your Workspace.

When you remove a member or internal guest from your Workspace, their seat remains open. If your Workspace has an open seat, you can fill it by adding a new member or internal guest or converting an external guest to a member for no charge.

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