We’ve completely revamped what Sharing and Privacy means in ClickUp. This latest release means you’re in complete control of who sees what, what permissions they have, and who gets added to your team. 

There’s three main areas to understand in ClickUp: 

1) Roles

What are Guests? 

Guests are people that you don’t want having full access to ClickUp. Major differences are:

1. Guests don’t have access to Spaces

2. Guests can’t create Spaces, Projects, or Lists

3. Guests can’t see everyone on the team 

Pricing:

Unlimited plans get 5 free Guests and 2 additional Guests for every Member on the team. For every Guest seat you buy, you'll get a second one free.

Business plans have been introduced for those teams that work with lots of external users. This plan is more beneficial if you need to add lots of Guests to your team. You’ll get 10 free Guests and 5 additional Guests for every Member on the team. 

So, what are Members?

Members are people that you generally trust and don’t mind them being able to create things. Members: 

1. Create Spaces, Projects, and Lists

2. Get access to all public Spaces

3. Can see everyone on the Team

4. Can Share things with Guests and other Members (but can’t add new Members) 

And what about Admins?

Admins are people that can be trusted to manage your team. This includes:

1. Adding new Members (and managing permissions)

2. Importing, exporting, and managing integrations

2) Sharing 

Previously, only Spaces could be shared with people. Now, we’ve extended that to Projects, Lists, and even Tasks. 

By default, an item will be “public” - meaning it’s shared with the parent. For example: 

• A public task, is shared with its parent List. 

• A public List, is shared with its parent Project

• And a public Project, is shared with its parent Space  

By making an item “private”, this means it isn’t shared with a parent anymore. 

With both “public” and “private” items, you can invite people. You can invite Guests(people not on your team) and Members (people on your team). Each time you invite people, you’ll get an option to set a permission level… 

3) Permissions

Note: Free Forever plans don’t have the ability to set permissions. 

Do you have sensitive information that you want locked down? Do you not completely trust that people you invite won’t mess something up? Or, maybe you just want some peace of mind when sharing. 

These are the perfect cases to use permissions. 

Permissions can be set for everyone - including both Guests and Members. You can set permissions for both Public and Private items. Here’s an overview of permissions: 

Improvements

Create and edit Projects and Spaces

• Faster, simpler Project creation flow

• Step by step Space creation flow

• New Space editor

Guests

Ability to hide items from guests

• Time Estimates

• Time Tracking

• Custom Fields

Hotkeys

• Show/hide sidebar with q

Tasks

• Shortened URLs

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Updated August 30, 2022 11:19