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

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.

What you'll need

• Only Workspace owners and admins can convert user roles.

  Make sure you have all the info. You may be charged when converting user roles, depending on your plan. 

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. There are two types of guests:

  • 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.

• 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.

Convert a guest to a member

Let's say someone from outside your organization was a guest, and you've employed them as a contractor. Now that they're employed by your organization, you can easily convert them to a member!

If a guest has been given access to certain items, they'll keep those permissions when they become a member. 

1. Click your Workspace avatar.

2. Select People.

3. From the Manage people page, click the External Guests or Internal Guests tab.

4. From the Role column, set the user's role to Member.

5. The guest will be converted to a member.

Convert a member to a guest

Let's say a member was employed by your organization and is now a per-project contractor. You can easily convert them to a guest!

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. 

1. Click your Workspace avatar.
2. Select People.
3. From the Manage people page, click the External Guests or Internal Guests tab.
4. From the Role column, set the user's role to Guest.
5. The member will be converted to a guest.

Promote a user to an admin

Promoting a guest or member to an admin gives them the ability to manage Workspace settings like billing.

1. Click your Workspace avatar.
2. Select People.
3. From the Manage people page, select the Full members, External Guests, or Internal Guests tab.
4. From the Role column, set the user's role to Admin.
5. The user will be converted to an admin.

Updated July 24, 2023 07:03