Intro to Spaces

Spaces are the second level of the ClickUp Hierarchy. This is where you arrange your different workflows or types of work.

What you'll need

  • Spaces are available on all ClickUp plans.
    • Workspaces on our Free Forever Plan have a limit of 5 Spaces.
      • This limit includes inaccessible Spaces.
    • Workspaces on our Unlimited Plan and above have unlimited Spaces.
  • Guests do not have access to Spaces.
  • The number of Lists and Folders you can have per Space depends on your plan:
    • Free Forever Plan: 100 Lists and 100 Folders per Space
    • Unlimited Plan: 200 Lists and 200 Folders per Space
    • Business Plan: 400 Lists and 400 Folders per Space
    • Business Plus Plan: 1,000 Lists and 1,000 Folders per Space
    • Enterprise Plan: Unlimited Lists and Folders per Space

      Archived Lists and Folders do not count toward these limits.

Spaces Home

View, show, and hide all of the available Spaces in your Workspace using Spaces Home.

Set up a Space

Spaces break down your organization into different departments, teams, groups, high-level initiatives, or anything you want to group at a high level. 

For example, if you create a Workspace to manage your entire business, you can use Spaces to organize your customer success, marketing, and other departments: 

You could even create a separate Space to manage personal items and tasks.

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Privacy settings

Only members can create and see Spaces. Guests do not have access to Spaces. You can add Guests to Folders, Lists, and Tasks within Spaces. You cannot add Guests to entire Spaces. 

When creating a Space, you can choose to make it public, or only share it with certain members of your Workspace.

Beyond these Space privacy settings, you can also set permissions for Folders, Lists and tasks within a Space. Setting permissions allows you to choose who can create, edit, and delete items within Spaces.

Set up Space statuses

You'll also be able to set statuses for tasks within this Space. Statuses let you visualize different phases of your task workflows. For example:

  • To do

  • In progress

  • Review

  • Complete

By default, all Folders within this Space will inherit the Space statuses. You can override the Space defaults and choose different statuses for Folders and Lists within a Space.
Admins or the Space owner can add or edit statuses in an existing Space.

To set up Space statuses:

  1. In the Sidebar, hover over a Space.
  2. Click the ellipsis ... icon.
  3. Click Space settings.
  4. Select Task statuses to open the statuses modal.
    Screenshot of a Space's statuses modal.png
  5. Select a status template or create custom statuses for the Space.
  6. Click Add status under the various status groups to create new statuses. You can also click the ellipses ... next to an existing status to rename it, change its color, or delete it.
  7. In the lower-right corner, click Apply changes.

Owners and admins can see all Space statuses from their settings.

Choose your ClickApps

ClickApps allow you to customize your Workspace's complexity at the Space level. They are turned on and off at the Space level only, allowing you to create Spaces with simple workflows and Spaces with more advanced workflows (like engineering) in the same Workspace. 

You can choose to enable one or more of the following features:

Required views

By default, List View is the only required view for Spaces, Folders, and Lists. You can choose to add other required views for each of your Spaces.

When creating a Space, you'll be asked if you want to enable other types of views by default. For example:  Board, Team, Calendar, or Gantt.

You can click the ellipsis ... on a view to make it the default view for your Space.

Editing existing Spaces

Workspace admins and owners or the owner of the Space can update existing Spaces. They can also update Space settings on the go using our Mobile app!

  1. Click the ellipsis ... next to the Space.
  2. Select Space Settings
  3. From the Space Settings menu, make a selection. Or click All Space settings for all available settings.
  4. Make your changes.

Inaccessible Spaces

Spaces can become inaccessible when the person who created the Space is no longer part of the Workspace.

For Workspaces on the Enterprise Plan, Spaces can also become inaccessible when:

Transfer ownership of inaccessible Spaces

Learn how to transfer ownership of inaccessible Spaces.

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