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Privacy, permissions, and guests

ClickUp's Sharing and Privacy settings mean that you’re in complete control of who sees what, what permissions they have, and who has the ability to add new members to a Workspace. 

There are three main areas to understand in ClickUp: user roles, sharing, and permissions.

If you're looking for more detailed information about permissions, take a look at this article. 

Roles

The table below shows an overview of what each user role can do. Some items may not be available to you, depending on the permissions applied by your Workspace owner or admins.

User Roles Guest Member Admin Owner
Workspace

❌

Guests can't view Everything.

 ✅ ✅ ✅
Spaces

❌

Guests can't see everything in Spaces.

 ✅ ✅ ✅
Folders, Lists, tasks

✅

Guests can be invited to specific items.

 ✅ ✅ ✅
Views

✅

You can allow individual guests to create views.

 ✅ ✅ ✅
Create items

❌

Guests can't create Spaces, Folders, or Lists.

 ✅ ✅ ✅
Create tasks

✅

Guests with edit or full permissions can create tasks.

 ✅ ✅ ✅
Create Docs ❌ ✅ ✅ ✅

Create Dashboards

❌

Guests can't create new Dashboards. Guests can be invited to Dashboards with view only permissions. 

Guests will only see cards on a Dashboard when they have access to the tasks, Lists, or Folders included in the card.

 ✅ ✅ ✅
Privacy and Sharing ❌ ✅ ✅ ✅
Goals

❌

Guests can't create or be assigned to Goals or Targets.

  ✅  ✅  ✅
Tags

❌

Guests can't edit Tags.

 ✅ ✅ ✅
Time Tracking and Time Estimates

✅

You can allow individual guests to view and use time tracking and time estimates.

 ✅ ✅ ✅
Custom Fields

✅

You can allow individual guests to view and use Custom Fields.

 ✅ ✅ ✅
Bulk Action Toolbar ❌ ✅ ✅ ✅
Invite people to your Workspace ❌

✅

Members can only grant invited guests and members the same permissions or less.

 ✅ ✅
Profiles ✅ ✅ ✅ ✅
Home ✅ ✅ ✅ ✅
Delegate reminders ❌ ✅ ✅ ✅
Notifications ✅ ✅ ✅ ✅
Integrations, imports, and exports ❌ ❌ ✅ ✅
Transfer Workspace ownership ❌ ❌ ❌ ✅
Delete Workspace ❌ ❌ ❌ ✅
 

What are guests? 

Guests are people you've invited to your Workspace by sharing specific items with them. Guests only have access to those shared items. 

There are two guest types:

  • External guests: External guests are people from outside your organization like partners and contractors.
    Charges for inviting them are calculated according to your permission-controlled guest-to-member ratio. There is no charge for inviting external view-only guests. 
  • Internal guests: People from inside your organization. 
    Inviting internal guests costs the same as adding a member to your Workspace.

The two guest types are based on several things, including SSO authentication and email domain.

Key details include:

  1. Guests don’t have access to Spaces

  2. Guests can’t create Spaces, Folders, or Lists

  3. Guests can’t see everyone in the Workspace 

What are members?

Members are people in your organization who actively work in ClickUp. 

Members can do the following: 

  • Create Spaces, Folders, and Lists

  • Access to all public Spaces

  • See everyone on the Workspace

  • Share things with guests and other members (but can’t add new members) 

What are admins?

Admins are members that can be trusted to manage your Workspace.

Admins can do the following:

Sharing 

In your Workspace, you can make any item private and choose to share them only with select members of your Workspace.

By default an item will be public, meaning it’s shared on the same lines as its parent item. For example: 

  • A public task is available to anyone with access to its parent List. 

  • A public List is shared with anyone who has access to its parent Folder

  • And a public Folder is shared with everyone who has access to its parent Space  

Making an item private means it has a virtual privacy wall around it, and for someone to access the item, it must be shared with them.

By default, members see all public items and can be invited to private items.

Guests will only see items that are shared with them.

Each time you invite someone to share a private item, you’ll get an option to set a permission level.

 

Updated

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