Invite short-term employees like contractors or freelancers as guests. The guest role is ideal for people who don't need the full context of your organization.
Guests can't be invited to a Space. Instead, you'll invite guests to work with specific items or locations, like individual tasks, Lists, or Docs.
Owners and admins can allow or restrict individual guests from using specific features. For example, you can give a contractor access to Time Tracking so they can record the hours they worked.
What you'll need
- All ClickUp plans include unlimited view-only guests.
- Each paid plan includes a specific number of permission-controlled guest seats.
- Guests cannot invite guests.
- Individual guest permissions are available on the Unlimited plan and above.
Internal and external guests
On paid plans, there are two types of guests, internal and external. Guest type and pricing are determined in the following way:
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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.
Free Forever plans can invite an unlimited number of guests with full permissions only.
Invite guests to your Workspace
Workspace owners, admins, and members can invite guests to a Workspace by sharing an item with them.
Set guest permissions for that item
On paid plans when inviting a guest, you'll set one of four permission types for that item. Guests can have different permissions for different items.
On the Free Forever Plan, guests can only have full permissions.
Default guest access and permissions
There are default guest access and permissions that cannot be edited.
The following table outlines what guests can and can't access or do by default within your Workspace:
| Guests can | Guests can't |
|
|
Access and permissions with ClickApps
ClickApp access and permissions vary by ClickApp. Take a look at our article Intro to ClickApps for more info.
Identify the guests in your Workspace
Guests are easily identified by the orange squares in the upper-right corner of their avatars.
Manage guests
Guest and member info and settings are located on the Manage People page. You must be an owner or admin to manage guests.
To open the Manage People page:
- Click your Workspace avatar.
- Select Manage users.
- From the Manage people page, click the External Guests or Internal Guests tab.
See and manage the following guest info:
| Setting | Function |
| External and Internal Guests tabs | The number of external and internal guests in your Workspace. |
| View Only badge | The guest is view-only. |
| Pending badge | The invitation is pending. |
| Info icon |
Click to see the following info: Invited by: The person who invited the guest. Invited on: The date and time the guest was invited. Joined on: The date and time the guest accepted the invitation. |
| Email column | The guest's email. |
| Role column | Convert a guest to a member or admin. |
| Security column | Two-factor authentication is enabled if a mobile device icon displays. |
| Access column | Tabs show Workspace items that have been shared with this guest. Click the tabs to see the item, location, and the permission that was given. |
| Permissions column | Individual guest permissions for four features. |
| Last Active column | When the guest was last active. |
| Settings column |
To manage these guest settings:
|
See the number of guests in your Workspace
You can see the number of guests in your Workspace from the Guests tabs of the Manage people page.
To access the tabs:
- From the Manage people page, click the External Guests or Internal Guests tab.
- External Guests: The parentheses show the number of external permission-controlled guests/available seats.
- Internal Guests: The number of people from inside your organization who you've invited to the Workspace as guests. Internal guests are always charged as members and you can invite any number.
Convert user role
Make sure you have all the info about Converting user roles. You may be charged when converting user roles, depending on your plan.
Request access to become a member
This feature is currently in beta.
- Internal guests see a modal in their Workspace Sidebar that allows them to request to upgrade to a member.
- Anyone in the Workspace with permission to add members will receive the request in their Inbox and email. To accept, click the request.
- The person accepting the request can also convert the guest to a member from their Workspace settings.
- When the request is accepted, the internal guest becomes a member and can create items and have full access to all public items.
- Requests are valid for 14 days. If a request is not accepted in 14 days, the request is canceled. The internal guest can then submit a new request.
Make sure you have all the info about upgrading an internal guest to a member. You may be charged, depending on your plan.
Edit permissions for a shared item
Editing permissions from the Manage people page will override permissions set when the item was shared.
For example, Cory was invited to the Blue Team's Folder with view only permissions. Then the Blue Team lead decided to give Cory Comment permissions. View Only no longer displays next to Cory's name. Take a look at our article Permissions in detail to learn more about how permissions work.
To edit guest permissions:
- From the Manage people page, click the External Guests or Internal Guests tab.
- In the Access column, click the Folders, Lists, or tasks tab.
You can't open a tab that contains zero items. If no items have been shared with this guest, they can't access the Workspace. - Search or scroll for the item.
- Update permissions using the following settings:
- To remove the guest's access to all items, click Remove All.
- To remove the guest's access to the selected item, click the red X.
- To change the guest's permissions for the selected item, to the right of the item name click the Full, Edit, Comment, or View only button.
Individual guest permissions
Individual guest permissions are available on the Unlimited plan and above.
To edit a guest's individual permissions:
- In the upper-left corner, click your Workspace avatar, then Settings.
- Select People.
- On the Manage People page, select the External Guests or Internal Guests tab.
- Click the Time estimates, Time tracked, Add/remove tags, or Create views icons to enable or disable features.
If a guest has individual permissions enabled, they can do the following:
- Time Estimates and Time Tracking are enabled by default. If these settings are disabled, guests can't use them.
- Add or remove Tags on tasks and Docs.
- Create views, including Docs.
Show or hide Custom Fields
You can choose to hide individual Custom Fields from all guests in your Workspace.
Custom role permissions
Workspaces on our Enterprise Plan can also apply custom role permissions to guests.