Managing guests

  • Updated

View and manage access for all guests in your Workspace.

While guests are always invited to specific items, Workspace admins and owners are able to manage every guest from the Workspace People settings page.

What you'll need

  • Guests are available on any ClickUp Plan

  • Only Workspace owners and admins can manage people, including guests

View guests

Workspace owners and admins can also view guests from the Guests tab of the People settings page:

  1. Click your Workspace avatar in the lower-left corner

  2. Select People

  3. Click the Guests tab to view every guest in your Workspace

Screenshot of the People settings page highlighting the Guests tab.

Adjust guest permissions

On the Free Forever Plan, all guests will have full create and edit permissions. You are not able to set other permissions.

On paid plans, you can manage the items and permissions for each guest in one place.

  1. Click your Workspace avatar in the lower-left corner

  2. Select People

  3. Click the Guests tab

  4. In the Access column, click on the Folders, Lists, or tasks button

  5. Use the filter to find what you're looking for

  6. Update permissions by clicking

    • The permissions button to change the guest's permissions for each item

    • The red X to remove the guest's access to an item

    • Remove All to remove the guest's access to all items

  7. The guest's permissions will be updated

Screenshot of the People settings page permissions modal.

Set individual guest permissions

Workspace owners and admins can set these individual guest permissions:

To set individual guest permissions:

  1. Click your Workspace avatar in the lower-left corner

  2. Select People

  3. Click the Guests tab

  4. Click the icons representing features to enable and disable them for each guest

Screenshot of the guests tab of the people settings page highlighting the individual guest permissions available.

Show or hide specific Custom Fields

You can choose to show or hide individual Custom Fields from all guests in your Workspace.

  1. You can access the Custom Fields menu from two places

    • From a task:

    • 1. Open a task and scroll down to the Custom Fields section

    • 2. Click + Add or edit fields

    • From the Sidebar:

    • 1. Click on the Space, Folder, or List ellipsis to open the settings menu

    • 2. Select More and Custom Fields

  2. Hover to the right of a Custom Field

  3. Click the Guests icon

  4. Switch the toggle to hide or show the Custom Field for all guests

Animation showing the steps to hide a Custom Field from guests.

Custom Permissions for Enterprise Plan guests

Workspaces on our Enterprise Plan can also use these Custom Permissions that apply to guests:

  • Do not allow guests

  • Only allow admins to add guests

  • Allow guests to pin Custom Fields

  • Allow guests to delete items

  • Create unlimited Custom Roles based on the guest role

Remove a guest from your Workspace

Workspace owners and admins can remove guests from the Workspace.

  1. Click your Workspace avatar in the lower-left corner

  2. Select People

  3. Click the Guests tab

  4. Click the settings ellipsis ...

  5. Select Remove

  6. The guest will be removed from the Workspace

Screenshot of the guest settings menu highlighting the option to remove a guest from the Workspace.

 

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