Permissions in detail

  • Updated

Do you have sensitive information that you want locked down? Set permissions for important things in ClickUp.

What are permissions?

Permission settings let you decide what people can (and can't) do inside of ClickUp.

Permissions may be set for anyone including both Guests and Members. They can be set for Folders, Lists, tasks, views, Docs, Dashboards, and Goals.

Spaces, however, do not have permission settings.

Available permissions

Permissions available will vary depending on the item, location, view, and user role.

People invited to join Workspaces on our Business Plus or Enterprise Plans are subject to Custom Permissions which may limit their ability to perform certain actions.

Here is the list of available permissions:

  1. Tasks

    1. Members

    2. Guests

  2. Folders

    1. Members

    2. Guests

  3. Lists

    1. Members

    2. Guests

  4. Protect and unprotect views

  5. Chat view

  6. Embed view

  7. Form view

  8. Doc view

  9. Dashboards

    1. Members

    2. Guests

  10. Docs

  11. Goals and Goal Folders

Tasks

What you can and can't do with tasks varies by user role. Subtasks inherit their parent task's permissions.

Members

Permission level Description
Full Can edit and delete a task.
Edit

Can edit this task and task settings, but can't create subtasks or delete this task.

Members with edit permissions can share tasks with others, including guests. They can only give others edit, comment, or view only permissions. Members can also publicly share tasks.

Members can merge, move, print, convert to List, add to another List, add to Favorites, add to LineUp, use templates, set dependencies, manage permissions, add, change, and remove assignees, and archive the task. They can't create subtasks.

Comment

Can comment. Assignees can change the status and set assignee(s) on the tasks they're assigned to.

Users who are assigned to a task with comment permissions can add other assignees or remove themselves as the task assignee.

Members with comment permissions can share the task with others, including guests. They can only give others comment or view only permissions. Members can also publicly share tasks.

Users who are assigned to a task with comment permissions can change the task status.

Users can copy task link and ID, print, attach emails, add to Favorites and LineUp, mark as Milestone, and edit guest permissions.

Users can also react with emoji, assign and resolve their own assigned comments, attach files, and complete assigned checklist items.

View only

Read-only. Can't comment or edit tasks.

Users can copy task link and ID, print, add to Favorites and LineUp, and mark as Milestone.

Guests

Permission level Description
Full

Guests with Full access can:

  • Duplicate, move, and merge tasks

  • Convert tasks to List or subtasks

  • Add to Favorites

  • Print the task
  • Use templates

  • Add, change, and remove assignees

  • Archive and delete tasks

  • Edit and print the task description
  • View and restore from the task description history
  • Add comments
  • Edit, assign, resolve, and delete their own comments
  • Assign and resolve other people's comments
  • Set dependencies

  • Create relationships and add tasks to relationships

  • View Relationships with no linked Lists or tasks

Guests with Full access can't:

  • Mark tasks as a Milestone

  • Add tasks to LineUp

  • Manage Custom Fields for this task's List

  • Share the task
Edit

Guests with Edit access can:

  • Merge and move tasks
  • Print the task
  • Convert to List
  • Add to Favorites
  • Use templates
  • Add, change, and remove assignees
  • Archive the task
  • Edit and print the task description
  • View and restore from the task description history
  • Add comments
  • Edit, assign, resolve, and delete their own comments
  • Assign and resolve other people's comments
  • Set dependencies
  • Create and add tasks to relationships
  • View Relationships with no linked Lists or tasks

Guests with Edit access can't:

  • Create subtasks, including convert to subtask
  • Delete the task
  • Perform any other actions

Comment

Guests with Comment access can:

  • Add comments
  • Edit, assign, resolve, and delete their own comments
  • Resolve and reassign comments they've been assigned
  • Assignees can change the status and set assignee(s) on the tasks they're assigned to
  • Copy link and task ID
  • Print the task
  • Attach emails
  • Add to Favorites
  • View dependencies and Relationships and any related tasks they have permission to access
    • Relationships with related tasks that a guest does not have permission to access will only display the relationship name; no tasks are displayed.
    • Relationships with no related tasks will be completely hidden.

Guests with comment access can't:

  • Edit the task
  • Perform any other actions
View only

Guests with View only access can:

  • View the task
  • Copy link and task ID
  • Print the task
  • Add to Favorites
  • View dependencies and Relationships and any related tasks they have permission to access
    • Relationships with related tasks that a guest does not have permission to access will only display the relationship name; no tasks are displayed.
    • Relationships with no related tasks will be completely hidden.

Guests with View only access can't:

  • Add comments
  • Perform any other actions

Folders

What you can and can't do with a Folder varies by user role.

Members

Permission level Description
Full Can create tasks in this Folder. Can edit Folder settings and delete the Folder.
Edit

Can edit tasks in this Folder and Folder settings. Can't create tasks or delete the Folder.

Members with edit permissions can share Folders with others, including guests.

Comment Can comment. Assignees can change the status and set assignee(s) on the tasks they're assigned to in this Folder. Can't edit Folder settings
View only Read-only. Can't comment or edit on tasks in this Folder. Can't edit Folder settings.

Guests

Permission level

Description

Full

Can create tasks in this Folder.

Guests with Full access can copy Folder link and add to Favorites, but can't edit Folder settings.

Edit

Can edit, but can't create tasks in this Folder.

Guests with Edit access can copy Folder link and add to Favorites. They can't edit Folder settings.

Comment

Can comment. Assignees can change the status and set assignee(s) on the tasks they're assigned to in this Folder.

Guests can copy link and add to Favorites. They can't edit Folder settings.

View only

Read-only. Can't comment or edit on tasks in this Folder.

Users can copy link and add to Favorites. They can't edit Folder settings.

Lists

What you can and can't do with a List varies by user role.

Members

Permission level Description
Full Can create tasks in this List, edit List settings, and delete the List.
Edit

Can edit tasks in this List and List settings. They can't create tasks or delete the List.

Members with edit permissions can share Lists with others, including guests.

Comment

Can comment. Assignees can change the status and set assignee(s) on the tasks they're assigned to in this List.

Members can view List Info, copy link, and add to Favorites. They can't edit List settings.

View only

Read-only. Can't comment or edit on tasks in this List.

Members can view List Info, copy link, and add to Favorites. They can't edit List settings.

Guests

Permission level Description
Full

Can create tasks in this List.

Guests with Full access can copy link, edit List Info, and add to Favorites. They can't edit List settings.

Edit

Can edit tasks in this List.

Users can copy link, edit List Info, and add to Favorites. They can't edit List settings.

Comment

Can comment.

Assignees can change the status and set assignee(s) on the tasks they're assigned to in this List. Users can copy link, view List Info, and add to Favorites. They can't edit List settings.

View only

Read-only. Can't comment or edit on tasks in this List.

Guests can copy link, view List Info, and add to Favorites. They can't edit List settings.

Team permissions

Users on the Business Plus and Enterprise Plans can share items with and set permissions for Teams

When a user has both Team and individual permissions for an item or location, the individual user permission is applied.

For example, let's say Jamie has comment permissions on a List and the content Team (includes Jamie) has edit permissions for an individual task in that List. Jamie, as a member of content team, can edit that one task. Through individual permissions, Jamie can comment on all other tasks in the List. Other content team members can edit that one task, but cannot see the other tasks in the List.

If you share an item with a Team and a member of the Team hasn't been given individual permission to access it, you'll be prompted to give them access and set permissions. 

Protect and unprotect views

There are two permission options related to protecting views:

  • Can protect and unprotect view: Can protect this view and unprotect it to save changes.
  • Can't unprotect view: Can't save changes to this view.

Chat view

You can set unique permissions that just apply to a Chat view.

  • Can manage chat: Full access. Can edit settings and delete this view.
  • Can't manage or delete chat: Can view, add comments, copy, and add to Favorites. Can't edit settings or delete this Chat view.

Embed view

You can set unique permissions that just apply to an Embed view.

  • Can manage Embed view: Full access. Can edit view settings and delete this view.
  • Can't manage Embed view: Can view, copy, and add to Favorites. Can't edit settings or delete this view.

Form view

You can set unique permissions that just apply to a Form view.

  • Can edit and manage Form: Full access. Users can edit Form fields, Form and view settings, and delete this view
  • Can't edit or manage Form: Can view, submit, copy, and add to Favorites. Users can't edit Form fields, Form or view settings, or delete this view.

Doc view

You can set permissions to a Doc that is shared as a Doc view. Permissions set on a Doc view also apply to the Doc itself.

Permission level Description
Edit

Full access. Users can edit Doc, Doc and view settings, and delete this view.

Members with edit permissions can share Docs with others, including guests.

Comment

Can view, add, edit, and delete own comments.

Users can copy the view and add to Favorites. Can't edit Doc, Doc or view settings, or delete this view.

View only Read-only. Users can't edit doc, add comments, edit Doc or view settings, or delete the view.

 

Dashboards

What you can and can't do with Dashboards varies by user role.

Members

Permission level Description
Full

Full access. Can add, edit, and delete widgets.

Users can edit settings and delete this Dashboard.

Edit

Can add, edit, and remove widgets.

Users can't delete the Dashboard.

Members with edit permissions can share Dashboards with others, including guests.

View only

Read-only. Can comment, edit and delete own comments in Chat widgets.

Can't add, edit, or delete widgets. Can't edit or delete this Dashboard.

Guests

There is only one Dashboard permission option available for guests.

View only: Read-only. Can comment, edit and delete own comments in Chat widgets.

Docs

Permissions set on Docs also apply when Docs are shared as a view or in the Sidebar.

Permission level Description
Edit

Can edit Doc, Doc settings, and delete the Doc.

Members with edit permissions can share Docs with others, including guests. They can also publicly share Docs and pages.

Comment Can view the Doc, add, edit, and delete own comments.
View only Read-only. Users can't edit doc, add comments, edit Doc settings, or delete the view.

Goals and Goal Folders

You can set unique permissions that just apply to Goals and Goal Folders.

Permission level Description
Edit

Can create, edit, move, and delete goals.

Members with edit permissions can share Goals with others, including guests.

View only Read-only. Can't create, edit, move, or delete goals.

Permission conflicts

If someone has conflicting permissions in ClickUp, the most specific and highest permission takes priority.

  • Task-level permissions override List-level permissions, which override Folder and Space-level permissions.
  • Individual permissions override Team permissions.
  • Full permissions override edit permissions, which override comment permissions, which override view only permissions.

Practical examples

Below are several real-world examples demonstrating how permission conflicts work:

Scenario 1: Sam is a member of two Teams. Team A has view only permissions to a Folder and Team B has edit permissions to the Folder.

Result: Sam can edit the Folder.

Scenario 2: Alex is a member of Team A, which has edit permissions to task 1. Alex also has individual view only permissions to task 1.

Result: Because individual permissions are more specific, Alex has view permissions to task 1.

Scenario 3: Jordan is a member of Team A, which has edit permissions to List X, where task 1 is located. Jordan has individual view only permissions to task 1.

Result: The most specific permission wins. Jordan has view only permissions to task 1, and edit permissions forall other tasks within List X.

Scenario 4: Charlie is a member of Team A, which has view only permissions to List 1. Charlie has individual edit permissions to List 1.

Result: Because individual permissions are more specific, Charlie has edit permissions to List 1.

Scenario 5: Steve has view permissions to List 1. Steve has full permissions to List 2. Task A's home list is List 1, but is added to List 2 using the Tasks in Multiple Lists feature.

Result: The higher permission takes priority, so Steve has full permissions to task A. The home List of the task is not relevant in this scenario.

Scenario 6: Doc 1 is attached to task A, which is private. Everyone who has access to the task can also access Doc 1. Casey is a guest with comment permissions to task A.

Result: Doc 1 inherits permissions from the task it is attached to, so Casey has comment permissions to Doc X.

Scenario 7: A private task is shared with Jessie, a Workspace member. Jessie has comment permissions to the private task. Jessie shares the task with Jordan, a guest, and grants them comment permissions.

Result: Jessie can only provide Jordan with comment or view permissions to the task.

Workspace members who have access to an item will be able to share that item with others, including guests, and give them the same or less permissions.

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