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Share Spaces, Folders, Lists, and tasks

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

This article covers versions 3.0 and 4.0. Learn what's new in ClickUp 4.0!

Who has access to Spaces, Folders, Lists, and tasks?

For these limited members, limited members view only, and guests, access and permissions for Chat differ from other shared locations.

This table shows how access to public and private Hierarchy locations varies by user role:

Users Access and permissions

Owners

Admins

Members

Can access all locations by default with full edit permissions. 

Private locations can be shared with them. 

Limited members

Permission controlled guests

Cannot access public or private locations by default. 

Can be given more than view only permissions when individual locations are shared with them. 

Limited members view only

View only guests

Cannot access public or private locations by default. 

If they are given more than view only permissions when any individual location is shared with them, they are converted to a limited member or permission controlled guest. 
Free Forever guests

Cannot access public or private locations by default. 

Cannot be given less than full edit permissions when any individual location is shared with them.
Teams

Public and private Spaces can be shared with Teams only on Enterprise Plans.

Public and private Folders, Lists, and tasks can be shared with Team only on the Business Plus and Enterprise Plans.

Share Spaces, Folders, and Lists in ClickUp 4.0

You can share private and public Spaces, Folders, Lists, and tasks with people inside and outside of your Workspace. 

Private locations display a lock icon.

There are multiple ways to share locations in ClickUp 4.0.

From your Home Sidebar

To share a location from your Home Sidebar:

  1. In your Global Navigation, click Home.
  2. In the Spaces section of your Home Sidebar, hover over the location and click the ellipsis ... icon.
    • Alternatively, right-click the location.
  3. Select Sharing & Permissions.

Screenshot of the Sharing & Permissions button.png

From the Spaces Sidebar

To share a location from the Spaces Sidebar:

  1. In your Global Navigation, click Spaces.
    • If you don't see the item in your Global Navigation, click More and select it.
    • To keep the item visible in your Global Navigation, pin it.
  2. In the Spaces Sidebar, hover over the location and click the ellipsis ... icon.
    • Alternatively, right-click the location.
  3. Select Sharing & Permissions.

From its location header

To share a location from its location header:

  1. Open any view for the location.
  2. In the upper-right corner, click Share.
  3. Select your sharing options.

Share Spaces, Folders, and Lists in ClickUp 3.0

You can share private and public Spaces, Folders, Lists, and tasks with people inside and outside your Workspace. 

Private locations display a lock icon.

Screenshot of the lock icon on a private Folder.png

Sharing with someone from your Workspace differs slightly from sharing with someone from outside your Workspace. 

In ClickUp 3.0, you can share a location from the Sidebar:

  1. In the Sidebar, hover over the location and click the ellipsis ... icon.
    • Alternatively, right-click the location.
  2. Select Sharing & Permissions.

Sharing with someone in your Workspace

To share Spaces, Folders, Lists, and tasks with people from your Workspace:

  1. In the sharing modal, browse or search for the person.
  2. Click the toggle to the right of their name to share the location.
    • You can also change the person's permission by clicking the dropdown to the left of the toggle. 

Sharing with someone outside your Workspace

To share Spaces, Folders, Lists, and tasks with people from outside your Workspace:

  1. In the sharing modal, click the Invite field.
  2. Type the person's full email address.
  3. In the Invite people modal, from the Invite as dropdown, select a user role.
    • You can also change the person's permission by clicking the dropdown to the right of Invite as dropdown. 
      Screenshot of an email entered into the invite modal. The Invite as dropdown is expanded. The permissions dropdown is highlighted.png
  4. Click Send Invite.

Edit permissions to a Hierarchy location

To edit permissions to a Space, Folder, List, or task:

  1. In the sharing modal's Share with section, click the expand icon to see who has access and edit their permissions.
    • Click Edit all to bulk edit permissions.
    • To remove individual people, click the toggle to the right of their name.
    • The Workspace owner and Space, Folder, List, and task creator have badges next to their names. A warning displays before you remove access from an item's creator.

Publicly share Spaces, Folders, Lists, and tasks

Public sharing of locations and items varies by plan.

Share a view of a Folder or List

To share a view of a Folder or List:

  1. Access the public sharing settings. 
  2. In the Share this List modal, click the expand icon.
    Screenshot of the expand icon.png
  3. Invite someone. Or copy the private link to share with someone who already has permissions.

Permission to invite people to a Workspace

Invite permissions vary by user role. Certain default invite permissions can be changed. 

See who has access to a private Space in ClickUp 4.0

There are multiple ways to see who has access to a private Space in ClickUp 4.0.

From the Spaces page

To see who has access to a private Space from the Spaces page:

  1. In the upper-left corner, click your Workspace avatar and select Settings.
  2. In the All settings sidebar, click Spaces.
  3. Each Space has a Shared With section showing the avatars of the people or Teams who have access. 

From your Home Sidebar

To see who has access to a private Space from your Home Sidebar:

  1. In your Global Navigation, click Home.
  2. In the Spaces section of your Home Sidebar, hover over the Space and click the ellipsis ... icon.
    • Alternatively, right-click the private Space. 
  3. Select Sharing & Permissions.
  4. Click the People dropdown.
  5. In the invited people section, you can see everyone invited to the Space. 

From the Spaces Sidebar

To see who has access to a private Space from the Spaces Sidebar:

  1. In your Global Navigation, click Spaces.
    • If you don't see the item in your Global Navigation, click More and select it.
    • To keep the item visible in your Global Navigation, pin it.
  2. In the Spaces Sidebar, hover over the private Space and click the ellipsis ... menu.
    • Alternatively, right-click the private Space. 
  3. Select Sharing & Permissions.
  4. Click the People dropdown.
  5. In the invited people section, you can see everyone invited to the Space. 

See who has access to a private Space in ClickUp 3.0

There are multiple ways to see who has access to a private Space in ClickUp 3.0.

From the Spaces page

To see who has access to a private Space from the Spaces page:

  1. In the upper-left corner, click your Workspace avatar and select Settings.
  2. In the All settings sidebar, click Spaces.
  3. Each Space has a Shared With section showing the avatars of the people or Teams who have access. 

From the Sidebar

From the Sidebar:

  1. In the Sidebar, hover over the private Space and click the ellipsis ... menu.
    • Alternatively, right-click the private Space.
  2. Select Sharing & Permissions.
  3. Click the People dropdown.
  4. In the invited people section, you can see everyone invited to the Space. 

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

Remove someone from a private Space in ClickUp 4.0

There are multiple ways to remove someone from a private Space in ClickUp 4.0.

From your Home Sidebar

To remove someone from a private Space using your Home Sidebar:

  1. In your Global Navigation, click Home.
  2. In the Spaces section of your Home Sidebar, hover over the Space and click the ellipsis ... icon.
    • Alternatively, right-click the private Space.
  3. Click Sharing & Permissions.
  4. In the Share this Space modal, type the person's name in the search bar or find them using the expand buttons.
  5. Click the toggle to the right of their name to remove them.

From the Spaces Sidebar

To remove someone from a private Space using the Spaces Sidebar:

  1. In your Global Navigation, click Spaces.
    • If you don't see the item in your Global Navigation, click More and select it.
    • To keep the item visible in your Global Navigation, pin it.
  2. In the Spaces Sidebar, hover over the Space and click the ellipsis ... icon.
    • Alternatively, right-click the private Space. 
  3. Click Sharing & Permissions.
  4. In the Share this Space modal, type the person's name in the search bar or find them using the expand buttons.
  5. Click the toggle to the right of their name to remove them.

Remove someone from a private Space in ClickUp 3.0

In ClickUp 3.0, you can remove someone from a private Space using the Sidebar:

  1. In the Sidebar, hover over the private Space and click the ellipsis ... menu.
    • Alternatively, right-click the private Space. 
  2. Click Sharing & Permissions.
  3. In the Share this Space modal, type the person's name in the search bar or find them using the expand buttons.
  4. Click the toggle to the right of their name to remove them.

Share a task by @mentioning

To share a task by @mentioning:

  1. From an open task in a comment, @mention someone.
  2. From the invite modal, you can assign permissions and click Invite.

Share a task by approving access

You can share public and private tasks with anyone in or outside your Workspace. If they don't have access to the task or the Workspace, they can request access.