Collaboration is an important part of today's business landscape. From time to time, or maybe as part of your everyday workflows, you may need a contribution from someone outside your organization!
To help you out with this, we've added tons of public sharing options, so you can keep people informed, but when you need active participation from someone outside your organization, you can invite them as a guest!
Guest seats are great for working with people outside your organization who only need to access specific items in your Workspace. You can invite guests to tasks, Lists, and Folders without worrying that they will access information that you don't intend to share with them.
Guests will have limited access to the other features of your Workspace, and will not see any tasks, Lists, or Folders that have not been shared with them.
Guests are easily identified by the orange squares on their avatar:
What can guests do?
Be invited to tasks, Lists, or Folders
Be invited to individual Docs, Goals, and Dashboards
Can use Docs attached to tasks with the same permissions as they have to the task
Can use Doc views on Lists or Folders
Use ClickApp features (such as Sprint Points) as long as they have
fullpermissions to the task, List, or Folder, and the relevant fields are not hidden (such as Time Estimates)
Be invited to Spaces
Create or delete Spaces, Folders, Lists, or Custom Fields
Create Docs, Goals, or Dashboards
Enable or configure ClickApps
Add or remove Tasks or Subtasks in Multiple Lists
Mark or unmark tasks as Milestones
Create or delete Tags
These optional settings can be configured for each individual guest by a Workspace owner or admin.
Guests may be able to:
Apply or remove Tags on tasks
Create views when a List or Folder is shared with
How to add guests
Click the settings menu ellipsis
...of the task, List, Folder, Doc, Dashboard, or Goal that you want to share with the guest
Sharing & Permissions
Type the email address of the person you'd like to invite as a guest
Choose their permission settings on the right
The guest will receive an email shortly inviting them to join your Workspace!
While guests are always invited to specific items, Workspace admins and owners are able to manage guest users on the People page available from their avatar menu, in the lower-left corner of the screen!
Convert a member to a guest
When this is done, the guest will retain access to all the tasks they previously had access to, but they will be removed from Spaces.
Remove a guest, or convert them to a member
Adjust guest access and permissions
On paid plans, if a guest no longer needs full create and edit access, but you would still like for them to access your Workspace for reference, you can convert them into view-only guests. You may have as many view-only guests as you need!
To convert a guest to view-only permissions, click on the items they can access, and adjust the permissions for each location.
Hide or show selected features
Custom Field visibility
You can choose to show or hide individual Custom Fields from guests!
Simply navigate to the Custom Fields menu through a sidebar ellipses menu, a task ellipses menu, or from the task window by clicking on 'Add or edit fields'. There, when you hover over a Custom Field, you'll have the option to simply toggle on or off its visibility to guests.
The Guest Experience
Guests have a simplified view of ClickUp, and are able to use many of ClickUp's personal productivity tools like Home, favorites, and customized notification settings!
Below is an example of what a guest sidebar will look like if they have been given access to a few tasks, one List, and one Folder.
Note: Guests can choose to pin their Favorites along the top of the screen. If not pinned, they will appear in the left sidebar, above the "Shared with me" section.
Guests can access Docs and Chats that are shared with them by using the shortcut buttons pinned at the top of the sidebar. Simply click Docs or Chats button to easily open the desired item! More information about using ClickUp as a guest can be found here!
Pricing for Guest Seats
Free Forever Plan
Just like members, you can invite as many guests to your Workspace as you want!
All guests will have full create and edit permissions, you are not able to set other permissions levels.
Additionally, you can't hide Custom Fields, Time Tracking, and Time Estimates from guests.
When you upgrade to one of our paid plans, you get a number of paid guest seats included with each member, and unlimited view-only guests.
Paid guests can be invited to collaborate with any level of permission: can view, can comment, can comment on assigned tasks, can edit, or create and edit.
Paid Plan guest seat breakdown:
Unlimited Plan: receive 5 paid guest seats for a 1 member Workspace, and + 2 paid guest seats for each additional member you invite to your Workspace.
Business Plan: receive 10 paid guest seats for a 1 member Workspace, and + 5 paid guest seats for each additional member you invite to your Workspace.
Enterprise Plan: receives the same number of guest seats as the Business Plan, with additional options shown below.
Enterprise Plan guest options include:
Do not allow guests
Only allow admins to add guests
Allow members and admins to add guests
Allow guests to pin Custom Fields
Allow guests to delete items
Create Custom Roles based on guests
Note: When view-only guests are added to a Team, they will be considered a paid guest, and will take up a paid guest seat. A new member seat may be added to your Workspace to pay for the additional paid guest seat.
FAQs About Guests
What happens when I run out of paid guest seats?
When you add new guests, a new member seat will be added to your Workspace. In addition to that seat, you'll also receive either two or five paid guest seats depending on your plan.
On the Unlimited or Business Plans is it possible to have more guests than my member seats allow?
Yes, for example: If you have a Workspace with 2 members on the Unlimited Plan, you will have 7 guest seats to use with permissions. If you want to add another guest seat, making it 8, an additional member seat will be charged and +2 guest seats will be made available. Then, you would be using 2/3 member seats, and 8/9 guest seats.
Will guests be able to view tasks that are dependent (waiting on or blocking) the task I share with them?
They will see the task IDs of any dependent tasks unless they have been given explicit access to the tasks, in which case they will see the task details.
What happens when I add a view-only guest to a team?
When view-only guests are added to a Team, they will be considered paid guests, and will take up a paid guest seat.
This may add one or more member seats to your Workspace in order to cover the cost for the additional paid guest seats.
All differences in guests and members
PDF version available here.
Want to learn more?