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Manage Custom Role permissions

Create new custom roles to suit your team's needs. Or activate additional role permissions for all members and admins in your Workspace.

What you'll need

  • One custom role is available on our Business Plus Plan.
  • Unlimited custom role permissions are available on our Enterprise Plan.
  • Okta support for custom role permissions is available on our Enterprise Plan.
  • By default, only the Workspace owner can create custom role permissions.
  • Workspace owners can delegate managing custom role permissions to custom admins.

Custom role permissions

Create new custom roles to suit your team's needs. Or activate additional role permissions for all members and admins in your Workspace.

The following table describes each custom role permission:

Permission Description

Manage Users

Permits users to view and manage Teams, members, and guests.

This includes adding and removing users and teams, changing roles, and managing invites.

Manage Teams

Permits users to manage Teams.

This includes the ability to add, edit, and remove teams, as well as manage their members.

Git

Permits users to open the GitHub, Bitbucket, and Gitlab modal on tasks and use all the features.

Edit Statuses

Permits users to create, edit, and delete statuses.
When Edit Statuses is on and Delete Items is off, you can't delete statuses.

Manage Tags

Permits users to create, edit, and delete tags.
When Manage Tags is on and Delete Items is off, you can't delete tags.

Send Email

Permits users to send emails using the Email ClickApp. 

Add Email Accounts 

Permits users to add authorized email accounts using the Email ClickApp. 

Manage Custom Fields

Permits users to create, edit, and delete Custom Fields.

If you have Manage Custom Fields turned on and Delete Items off, you can't delete Custom Fields.

Pinned Custom Fields

Permits users to pin a Custom Field. Pinned Custom Fields are pinned across the Workspace wherever that field is being used.

Custom Roles

Permits users to create, edit, delete, and manage all custom roles. Users with this permission have access to all permissions by default.

Only custom admins can be granted this permission.

Create Spaces

Permits users to create Spaces.

Create Views

Permits users to create and edit views on locations. When toggled off, members can still create personal views.

Delete Items

Permits users to delete the following items:

  • Tasks
  • Tags
  • Task templates
  • Lists
  • Folders
  • Spaces
  • Docs
  • Checklists
  • Checklist templates
  • Checklist items
  • Attachments
  • Views
  • View templates
  • Folder templates
  • List templates
  • Custom Fields

Checking the Only if created box permits the user to delete only the items they create.

Exporting

Permits users to export via the Workspace export setting and export data from time tracking cards.

Importing

Permits users to import tasks via the Workspace import settings.

Invite Guests

Permits users to invite guests. 

Workspace Integrations

Gives the user permission to set up any third-party Workspace integrations.

Workspace Permissions

Permits users to change Workspace level permissions like 2FA, Public Sharing, and SSO.

Custom Apps via API

Permits users to use their personal API token for this Workspace.

View Team Timesheets

Permits users to view team timesheets.

Edit role permissions

Owners can enable or disable role permissions. They can also delegate managing custom role permissions to custom admins.

To edit member and admin permissions:

  1. In the upper-left corner, click your Workspace avatar.
  2. Select Settings, then Security & Permissions.
  3. Scroll down to the Custom Role Permissions section.
  4. In the members or admins column, click to edit one or more actions. 

Create custom roles

Owners can create new custom roles. They can also delegate managing custom role permissions to custom admins.

For example, you want most Workspace members to retain their default Workspace security and permissions settings. You'd also like select members to have a few more permissions. In this case, you'd do the following: 

  1. In the upper-left corner, click your Workspace avatar.
  2. Select Settings, then Security & Permissions.
  3. In the upper-right corner of the Custom Role Permissions section, click + New Role. 
  4. Enter the role name, Select Members, for example.  
    • Custom Role Permissions must have unique names.
  5. Select a default role for inheriting permissions, Admin, Member, or Guest. For the above example, you'd select Member. 
  6. Click Create.
  7. Your new role is now a column in the Custom Role Permissions table.
  8. To create the custom role, click the toggles in the new role column on or off. 

Create a custom admin role with access to all permissions

By default, the admin role has every custom role permission enabled except the Custom Role permission in the Create and Delete Actions section.

Workspace owners can delegate custom role management to a custom admin. This role has access to all permissions. 

To permit some admins to manage custom role permissions:

  1. In the upper-left corner, click your Workspace avatar.
  2. Select Settings, then Security & Permissions.
  3. In the upper-right corner of the Custom Role Permissions section, click + New Role. 
  4. Enter the role name, Super Admin, for example.  
    • Custom Role Permissions must have unique names.
  5. Select a default role for inheriting permissions, Admin, Member, or Guest. For the above example, you'd select Admin. 
  6. Click Create.
  7. Your new role is now a column in the Custom Role Permissions table.
  8. In the Delete and Create Actions section, click the Custom Roles toggle on.

Assign a custom role

Workspace owners can assign custom roles. Workspace owners can also delegate this to custom admins.

To assign a custom role:

  1. In the upper-right corner, click your Workspace avatar.
  2. Select Manage users, then People.
  3. From the Manage people page, click the Full members or Guests tab.
  4. To the right of the person's name in the Role column, click the role dropdown. 
    Screenshot with the Full members column highlighted. In the Role column, the role dropdown is visible and the custom role, named super member is highlighted.
  5. Select the custom role.

Delete custom role permissions

Before deleting a custom role permission, you can manually assign a new role to anyone using it. Otherwise, during the deletion process you'll be asked to select one role to automatically assign to everyone using the deleted role. 

To delete a custom role permission:

  1. In the upper-left corner, click your Workspace avatar.
  2. Select Settings, then Security & Permissions.
  3. In the Custom Role Permissions section, to the right of the new role name click the ellipsis ... menu. 
    1. From this ellipsis ... menu, you can also rename or duplicate a custom role.
  4. Select Delete.

    Screenshot of the ellipsis ... menu with the Delete option highlighted.

  5. From the Delete modal, select a new role to automatically assign to anyone who had been assigned the deleted role. 
  6. Click Delete. 

Okta support for Custom Role Permissions

For Enterprise teams that use Okta for provisioning, custom role permissions integrate with Okta.

Any role created in ClickUp can be added as an option within Okta, making it easy to integrate custom role permissions into existing workflows.

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