Setting up the right user roles and permissions in ClickUp is essential for optimising workflow, ensuring security, and maintaining effective project management. ClickUp, a leading project management software, provides various user roles, each with specific access levels. This guide breaks down these roles, explores their capabilities, and highlights the importance of workspace management.
Understanding ClickUp User Roles
ClickUp offers four primary user roles that determine access and control within a workspace:
1. Owner: Full Administrative Control
The Owner role is the highest level in ClickUp, typically assigned to the person who creates the workspace. Owners have unrestricted administrative authority, including:
- Deleting the entire workspace.
- Managing billing and subscription plans.
- Transferring ownership to another user.
Since this role holds ultimate control, it’s best to assign it only to key decision-makers to avoid accidental workspace modifications.
2. Admin: Workspace Managers
Admins oversee the structural setup and security of ClickUp. Their permissions include:
- Adding and managing team members.
- Configuring integrations, imports, and exports.
- Adjusting security settings and workspace configurations.
Admins ensure that the ClickUp workspace remains organised and functional while preventing unauthorised modifications.
3. Member: Task Execution and Collaboration
Members are essential contributors responsible for executing tasks and collaborating with the team. They can:
- Create spaces, folders, and lists.
- Assign and complete tasks.
- Upload files and provide feedback via comments.
Members play a crucial role in team collaboration but do not have control over workspace-wide settings.
Admin vs. Member: Key Differences
- Members are responsible for task execution and collaboration but lack administrative privileges.
- Admins manage workspace structure, user roles, and security settings, making them critical for maintaining efficiency.
Admins should be assigned only to individuals who require full control, such as team leaders, project managers, or department heads.
4. Guest: Limited External Access
Guests are external users with restricted access, ideal for freelancers, consultants, or clients. They are typically invited to specific folders or lists with varying levels of permissions:
- View-only: Can see assigned tasks but cannot interact.
- Comment-only: Can leave feedback without editing.
- Edit access: Can modify tasks but not delete them.
- Full access: Can edit and manage assigned tasks.
One common question is the difference between Guests and Members. Unlike other task management tools like Asana or Trello, ClickUp differentiates members as internal users with broader workspace visibility, while guests only have access to what they are invited to.
Custom Roles for Advanced Control
For businesses requiring customised permission settings, ClickUp’s Enterprise and Business Plus Plans allow the creation of custom roles through the Security & Permissions Settings. These roles help define specific responsibilities beyond default roles.
To create a custom role, navigate to Settings, Security & Permissions, go to Custom Role Permissions, and select + New Role to configure user access accordingly.
How to Invite Users and Assign Roles in ClickUp
To add new users to ClickUp:
- Click on the workspace icon at the top left corner of your ClickUp home view
- Click on settings and select people
- Invite them via email. If they have an existing account, they can join the workspace immediately; otherwise, they must sign up.
- Choose between Member or Admin access:
- To restrict access further, assign them as Guests and customise their permissions.
When to Use Guest Permissions
Guest access is best for external collaborators, contractors, or clients who need limited visibility. Using guest permissions ensures that confidential information remains secure while allowing guests to contribute to relevant projects.
Adding a Guest to a List or Folder
To invite a guest to specific sections in ClickUp:
- Go to the relevant space, folder or list.
- Click on the three dots (…) and select Sharing and permissions
- Enter the guest’s email address and select Guest access.
- Assign the appropriate permission level: View-only, Comment-only, Edit, or Full Access.
Since guests are not automatically included in the entire workspace, they must be manually added to each necessary area.
You can follow the guide above to also add an admin, member and limited member to a specific space, folder or list and assign the appropriate permission level to them.
To maintain an efficient and secure ClickUp workspace, use structured permissions, avoid unnecessary admin roles, and regularly audit user access.
Final Thoughts: Maximising ClickUp’s Role-Based System
Understanding ClickUp user roles and permissions is key to optimising project management workflows. Assigning the right level of access to team members, guests, and admins ensures seamless task execution, security, and efficiency.
Whether you’re a small business or a large enterprise, structuring ClickUp roles and permissions effectively will enhance team productivity and workspace organisation. By leveraging ClickUp’s advanced features, businesses can streamline collaboration, improve security, and boost overall efficiency.
Take Your ClickUp Experience to the Next Level
Looking to optimise your ClickUp workspace even further? Our team at IPM Software specialises in ClickUp implementation, workflow automation, and project management consulting. Let us help you maximise efficiency and streamline your team’s collaboration. Contact us today to see how we can tailor ClickUp to your business needs!
