Share Spaces, Folders, Lists, and tasks

Share Spaces, Folders, Lists, and tasks with others and set individual permissions to limit what people can do and see.

This article covers sharing Spaces, Folders, List, and tasks, but you can also share Docs, Dashboards, Goals, and views!

What you'll need

  • Spaces, Folders, Lists, and tasks can be shared on all plans.
    • Sharing Spaces with Teams is an Enterprise Plan feature.
  • Only full permissions can be set for shared Spaces on Free Forever through Business Plus Plans.
    • Specific permissions can be set for Spaces on the Enterprise Plan.
  • Specific permissions can be set for Folders, Lists, and tasks on all plans.
  • You can share Folders, Lists, and tasks with guests.
  • Spaces cannot be shared with guests.
  • Guests cannot share items.

Permissions when sharing

When sharing and setting permissions, Spaces function differently from Folders, Lists, and tasks.

Permissions Spaces Folders and Lists Tasks
Set as private or public Yes Yes Yes
Set permissions (view, comment, edit, full)

Only Enterprise Plans can set permissions on Spaces. 

Yes Yes
Share with guests No Yes Yes
Share with Teams Yes Yes Yes
Share publicly via web No

You can publicly share views of a Folder or List.

Yes

Share a Space

You can share a Space with all Workspace members or make it private and choose individual members to share it with. When you share a Space, only full permissions can be given. Specific permissions can be set for Folders, Lists, and tasks.

Private Spaces can be identified by a lock icon next to them in the Sidebar.

There are two ways to see who has access to a private Space.

From the Spaces page:

  1. Go to the Spaces page. 
    • In ClickUp 2.0, in the lower-left corner click your Workspace avatar.
    • In ClickUp 3.0, in the upper-left corner click your Workspace avatar and select Settings.
  2. Select Spaces.

From the Sidebar:

  1. In the Sidebar, hover over a private Space.
  2. Click the ellipsis ... menu.
  3. Select Sharing & Permissions.

Screenshot of someone sharing a Space and adjusting permissions for users.

Set permissions for Spaces

This feature is only available on Enterprise Plans.

When sharing a Space, you can give people or Teams Full, Edit, Comment, or View only permissions for that Space. 

To set permissions:

  1. In the Sidebar, hover over the Space and click the ellipsis... icon.
  2. Select Sharing & Permissions.
  3. In the Share this Space modal, click the dropdown to the right of the person or Team icon. 
  4. Select a permission level. 

Share a Space with a Team

Public and private Spaces can be shared with Teams in Enterprise Workspaces.

To share a Space with a Team:

  1. In the Sidebar, hover over a Space and click the ellipsis ... menu.
  2. Select Sharing & Permissions.
  3. Use the invite field to search for a Team, or click the caret icon next to Teams.
  4. Click a Team to give the members of that Team access to the Space.

Screenshot of someone sharing a Space with a Team.

Share a Folder or List

To share a Folder or List:

  1. In the left Sidebar, hover over the Folder or List you want to share and click the ellipsis ... menu.
  2. Select Sharing & Permissions.
  3. Under the Share with section, click the caret icon to see who has access and edit their permissions.
    • Click Copy link to share the internal link with those who have permission to view the item.
    • Click Edit all to bulk edit permissions.
  4. Add a new user by typing their email address into the search bar at the top or remove users by clicking the toggle to the right of their name.

The Workspace owner and Folder/List creator have their own badges. A warning appears before you remove access from an item's creator.

Share a task

Task view 3.0 has introduced several new features and UI updates! The following sections have instructions for sharing tasks in each version of Task view.

Task view 2.0

To share a task from Task view 2.0:

  1. Open a task.
  2. At the top, click Share.
  3. Under the Share With section, click the caret icon to see who has access and edit their permissions.
  4. Add a new user by typing their email address into the search bar at the top of the modal. Remove a user by clicking the toggle to the right of their name.

Task view 3.0

To share a task from Task view 3.0:

  1. Open a task.
  2. In the upper-right corner, click Share.
  3. Under the Share With section, click the caret icon to see who has access and edit their permissions.
  4. Add a new user by typing their email address into the search bar at the top of the modal. Remove a user by clicking the toggle to the right of their name.

Screenshot of the share button in Task view 3.0.

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