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Convert user roles

Make sure your team is assigned the right user roles for maximum productivity. 

 

User role availability and limits vary by plan. Learn more

This article covers versions 3.0 and 4.0. Learn what's new in ClickUp 4.0!

Compare user role pricing and permissions 

Pricing, permissions, and subscription fees vary by user role and plan:

  • Compare pricing and permissions for owner, admin, and member-type user roles. 
  • Compare pricing and permissions for guest-type user roles. 

Take a look at our Pricing page to see the subscription fee per plan. Make sure you have all the info. You may be charged when converting user roles. 

Convert user roles

All user roles can be converted to a higher or lower level. When converted to a new role, people lose or gain default permissions. 

For example, Avery had default access to billing, permissions, and integrations as an admin. Avery recently transitioned to a part-time consultant role and is now a member. They no longer have admin access. 

Convert a limited member to a limited member view only

Limited members can be given full edit, edit, or comment permissions for each Workspace location or item shared with them. There is a subscription fee for limited members with comment and above permissions. 

There is no subscription fee for limited members view only. Limited members view only can access locations and items shared with them with view only permissions.

To convert limited members to limited members view only, permissions to all locations and items they can access must be changed to view only.

To convert a limited member to a limited member view only:
  1. In the upper-left corner, click your Workspace avatar.
    • In ClickUp 4.0, select People.
    • In ClickUp 3.0, select Manage users.
  2. On the Manage people page, in the upper-left corner, click the user role dropdown.
  3. Select Limited Members. 
  4. In the Access column, click each item or location and select View only.
    Screenshot of the Access column. The 4 Tasks button is selected. Next to a task, the Full edit button is selected. In the permissions modal, the View only permission is selected.png
  5. To confirm that they are now a limited member view only, ensure that a View only badge displays to the right of their name. 
    • If you do not see the badge, try refreshing your browser. 
      Screenshot of a view only badge to the right of a user's avatar and name.png

Convert a permission controlled guest to a view only guest

Permission controlled guests can be given full edit, edit, or comment permissions for each Workspace location or item shared with them. There is a subscription fee for permission controlled guests.

View only guests have view only permissions to locations and items shared with them. There is no subscription fee for view only guests.

To convert permission controlled guests to view only guests, permissions to all locations and items they can access must be changed to view only.

To convert permission controlled guests to view only guests:

  1. In the upper-left corner, click your Workspace avatar.
    • In ClickUp 4.0, select People.
    • In ClickUp 3.0, select Manage users.
  2. On the Manage people page, in the upper-left corner, click the user role dropdown.
  3. Select Guests. 
  4. In the Access column, click each item or location and select View only.
  5. To confirm that they are now a limited member view only, ensure that a View only badge displays to the right of their name. 
    • If you do not see the badge, try refreshing your browser. 

Convert a limited member view only to a limited member

There is no subscription fee for limited members view only. Limited members view only can access locations and items shared with them with view only permissions.

Limited members can be given full edit, edit, or comment permissions for each Workspace location or item shared with them. There is a subscription fee for limited members with comment and above permissions. 

To convert limited members view only to limited members, permissions to one or more locations and items they can access must be changed to full edit, edit, or comment permissions.

You can assign these permissions from the Manage People page by sharing a location or item with comment or above permissons. 

Manage people page

To convert a limited member view only to a limited member from the Manage People page:

  1. In the upper-left corner, click your Workspace avatar.
    • In ClickUp 4.0, select People.
    • In ClickUp 3.0, select Manage users.
  2. On the Manage people page, in the upper-left corner, click the user role dropdown.
  3. Select Limited Members. 
  4. In the Access column, click at least one item or location and select Full edit, Edit, or Comment.  

Change permissions while sharing

To convert a limited member view only to limited when sharing a location or item:

Convert any user role to a guest

Guests can only access locations and items they have been invited to. There is a subscription fee for permission controlled guests. There is no subscription fee for view only guests. 

If you want to invite a view only guest, ensure that they only have view only permissions to all of the locations and items they have access to. 

To convert any role to a guest

  1. In the upper-left corner, click your Workspace avatar.
    • In ClickUp 4.0, select People.
    • In ClickUp 3.0, select Manage users.
  2. On the Manage people page, in the upper-left corner, click the user role dropdown.
  3. Select the appropriate user role. For example, if the person is a member, select Member or Admin.

  4. In the Role column, select Guest.

  5. The user is now a guest. Ensure this user has access to what they need by looking at the Access column on the Manage people page. 
    1. If they don't have access, you'll need to share the locations and items with them. 

Convert any role to a member or admin

There is a subscription fee for members and admins.

When you convert someone to a member or admin, they have full access to all public Workspace locations and items by default. 

To convert any role to a member or admin:

  1. In the upper-left corner, click your Workspace avatar.
    • In ClickUp 4.0, select People.
    • In ClickUp 3.0, select Manage users.
  2. On the Manage people page, in the upper-left corner, click the user role dropdown.
  3. Select the appropriate user role. For example, if the person is a guest, select Guest.

  4. In the Role column, select Member or Admin. 

Convert any user role to owner

The current owner can transfer Workspace ownership to anyone in their Workspace.