Search

User roles

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

  • Guests: People outside your organization who you've shared specific Workspace items with.

  • 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:

User roles and permissions

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.

User Roles Guest Member Admin Owner
Workspace

❌

Guests can't view Everything.

 ✅ ✅ ✅
Spaces

❌

Guests can't see everything in Spaces.

 ✅ ✅ ✅
Folders, Lists, tasks

✅

Guests can be invited to specific items.

 ✅ ✅ ✅
Views

✅

You can allow individual guests to create views.

 ✅ ✅ ✅
Create items

❌

Guests can't create Spaces, Folders, or Lists.

 ✅ ✅ ✅
Create tasks

Guests with edit or full permissions can create tasks.

✅

 ✅ ✅ ✅
Create Docs ❌ ✅ ✅ ✅
Privacy and Sharing ❌ ✅ ✅ ✅
Goals

❌

Guests can't create or be assigned to Goals or Targets.

  ✅  ✅  ✅
Tags

❌

Guests can't edit Tags.

 ✅ ✅ ✅
Time Tracking and Time Estimates

✅

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

 ✅ ✅ ✅
Custom Fields

✅

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

 ✅ ✅ ✅
Bulk Action Toolbar ❌ ✅ ✅ ✅
Invite people to your Workspace ❌

✅

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

 ✅ ✅
Profiles ✅ ✅ ✅ ✅
Home ✅ ✅ ✅ ✅
Delegate reminders ❌ ✅ ✅ ✅
Notifications ✅ ✅ ✅ ✅
Integrations, imports, and exports ❌ ❌ ✅ ✅
Transfer Workspace ownership ❌ ❌ ❌ ✅
Delete Workspace ❌ ❌ ❌ ✅

 

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 have the ability to designate who can create and edit Custom Roles.

Animation showing the steps to create a Custom Role.

 

Updated

Was this article helpful?