Intro to user roles

ClickUp users can be assigned the following user roles within a Workspace:

  • Guests: People outside of your organization who you've shared specific Workspace items with. On paid plans there are two types of guests, internal and external. Take a look at our article Charges for inviting members and guests for more info. 
  • Members: People in your organization who actively work in ClickUp.
  • Admins: People who are responsible for managing the Workspace including billing, permissions, and integrations.
    You can think of an admin as a member with some extra permissions to manage the Workspace.
  • Owner: The person who created your Workspace, or had ownership transferred to them. Each Workspace can only have one owner.
    You can think of an owner as a member with extra permissions to manage the Workspace.
  • Custom Roles: Business Plus and Enterprise Plans also have custom roles available.

What you'll need

  • The owner, admin, member, and guest user roles are available on all ClickUp Plans.

Guests

Invite people from outside your organization to join your Workspace as guests by sharing items with them. People in a guest role will only be able to access the items that have been shared with them.

You can also allow individual guests to use certain features:

For example, you hire a contractor who is helping you complete a project. You can give them access to track time so they can record their hours worked on specific tasks.

You can hide Custom Fields from guests:

For example, a client wants to follow the tasks in their project. You've included the budget, cost, and profit margin in Custom Fields. You can hide all Custom Fields from the client or just the fields you don't want them to see.

Members

Members are people in your organization who actively work in ClickUp with you.

Members can:

  • Create Spaces, Folders, Lists, and tasks.

  • Get access to all public Spaces.

  • See everyone on the Workspace.

  • Share things with guests and other members.

  • Invite guests with the same or fewer permissions.

  • Make Spaces, Folders, Lists, and tasks private. Members can only do this for items they have created or are the owner of.

Admins

Admins are people that can be trusted to manage your Workspace.

In addition to everything users can do, admins can also:

  • Add new members, manage permissions, and remove existing members.

  • Import, Export, and manage Integrations.

  • Manage billing, user roles, imports, integrations, and other Workspace settings.

  • Transfer ownership of inaccessible Spaces when:
    • The Workspace is on the Enterprise Plan.
    • The option to allow admins to manage private Spaces has been enabled for the Workspace.
    • The option to allow admins to manage a Space has been enabled for the specific Space.

Owners

Owners are ultimately in charge of the Workspace. Usually, the owner will be the person who first created the Workspace, although Workspace ownership can be transferred.

In addition to everything admins can do, owners can also:

Permitted user role actions

Take a look at the table below for an overview of what each user role can do. Some items may not be available to you, depending on the permissions applied by your Workspace owner or admins.

Actions Guest Member Admin Owner
Access Everything view

No

Yes Yes Yes
Access items in Spaces

You can't share Spaces with guests.

Yes Yes Yes
Access items in Folders, Lists, tasks

Guests can be invited to specific items.

Yes Yes Yes
Access to views

You can allow individual guests to create views. 

A Folder or List must be shared with them and they need edit or full permissions.

Yes Yes Yes
Create Spaces, Folders, or Lists

No

Yes Yes Yes
Create tasks

Guests with edit or full permissions can create tasks.

Yes Yes Yes
Create Docs No Yes Yes Yes
Configure privacy and sharing No Yes Yes Yes
Create and use Goals and Targets

No

Yes Yes Yes
Create, edit, or delete tags

No

Yes Yes Yes
Use and view Time Tracking and Time Estimates

You can allow individual guests to view and use time tracking and time estimates.

Yes Yes Yes
See and use Custom Fields

You can allow individual guests to see and use Custom Fields.

Yes Yes Yes
Use Bulk Action Toolbar No Yes Yes Yes
Invite people to your Workspace No

Members can only grant invited guests and members the same permissions or less.

Yes Yes
See Profiles Yes Yes Yes Yes
Use Home Yes Yes Yes Yes
Delegate reminders No Yes Yes Yes

Inbox 

Yes Yes Yes Yes

Configure integrations in the App Center

No No Yes Yes

Import data

 

No

Yes

On the Enterprise Plan, members with the Importing custom permission can import.

Yes Yes
Export data

 

No No Yes  Yes
Transfer Workspace ownership No No No Yes
Delete Workspace No No No Yes

Convert user roles

Workspace owners and admins can view and convert assigned user roles.

When you convert someone, their access and permissions will be updated to reflect their new role. They will have access to the features available for that role.

When a member becomes a guest, they won't have access to certain features. They'll lose access to anything they haven't been invited to work on, including their private Workspace items. 

Custom Roles

Take complete control over permissions through Custom Roles. With this feature, you're able to create roles other than guest, member, and admin. For example, super admin, editor, limited member, or any role that suits your needs!

Additionally, Workspace owners can designate who can create and edit Custom Roles.

Animation showing the steps to create a Custom Role.

Share items in your Workspace

In your Workspace, you can make any item private and choose to share them only with select members of your Workspace.

By default, items are public. For example: 

  • A public task is available to anyone with access to its parent List. 

  • A public List is shared with anyone who has access to its parent Folder.

  • And a public Folder is shared with everyone who has access to its parent Space.

For someone to access to a private item, it must be shared with them. 

By default, members see all public items and can be invited to private items. Guests will only see items that are shared with them.

Each time you invite someone to share a private item, you’ll get an option to set a permission level.

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