ClickUp user roles, ClickUp sharing settings or ClickUp access levels
ClickUp permissions control who can see and change what. User roles set the baseline, then each Space, Folder, List or task can be shared with view only, comment, edit or full edit access.
ClickUp permissions are the rules for who can see and change things in your Workspace. They work in two layers.
The first layer is the user role. There's one Owner per Workspace, then Admins, who also manage billing and integrations, then Members, who can fully edit anything public. Limited members only see what's shared with them, and guests are people from outside your organisation.
The second layer is sharing. Any Space, Folder, List or task can be made private and shared with specific people at one of four levels: view only, comment, edit (which can't delete) or full edit.
Roles also affect your bill. Members, admins and limited members are paid seats. Permission controlled guests use the guest seats your plan includes, and only add a paid seat when those run out. View only guests and limited members view only are free. Custom roles need ClickUp's Enterprise or Max plan.
Permissions are one of the first things I sort out, because they're the reason teams don't trust a workspace. If finance or HR work is visible to everyone, people start keeping it somewhere else.
I keep it simple: one Space per team or business area, private Spaces for anything sensitive, and as few one-off task shares as possible. Clients get guest access to a single Folder or List, never a whole Space. Then I write the rules down so the client's admin can keep it tidy after I've gone.
Check seat costs before you give a guest more than view only.
Limited members are people from inside your organisation who only see what's shared with them, and unlike guests they can join Spaces. Guests are outside people, and anyone on your company email domain can't be added as a guest.
Yes. You can make a Space, Folder or List private and share it only with specific people or teams. Everyone else won't see it at all.
Yes. Members, admins and limited members are paid seats. Permission controlled guests use the guest seats your plan includes, and only add a paid seat when those run out. View only guests and limited members view only are free, so I start people at view only and only add more when they need it.
I set these up and train your team, in your own ClickUp or Zapier account.
Book a callContact Jack - jack@withtoki.co.uk