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:
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 |
Cannot create, edit, or delete tasks or subtasks. 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 |
Cannot create, edit, or delete tasks or subtasks. 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. Cannot create, edit, or delete tasks or subtasks. 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:
Guests with Full access can't:
|
| Edit |
Guests with Edit access can:
Guests with Edit access can't:
|
| Comment |
Guests with Comment access can:
Guests with comment access can't:
|
| View only |
Guests with View only access can:
Guests with View only access can't:
|
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.
Widgets were renamed to cards on March 9th, 2023.
Members
| Permission level | Description |
| Full |
Full access. Can add, edit, and delete cards. Users can edit settings and delete this Dashboard. |
| Edit |
Can add, edit, and remove cards. 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 cards. Can't add, edit, or delete cards. 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 cards.
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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