ClickUp's Privacy and Sharing options give you complete control of who sees what, and what permissions they have.
If you're curious to learn more about sharing, this is the guide for you! We'll cover the following topics:
What can I share?
You can share the following items with members of your Workspace:
Spaces
Folders
Lists
Tasks
Docs
Dashboards
Goals and Goal Folders
Views
Templates
What's the difference between public and private?
Spaces, Folders, Lists, tasks, and Goals will be public by default. Any member of the Workspace can see those items. If an item is public to your Workspace, you have the option to set permissions on that item.
If you choose to make an item private, you can:
Share it with specific people or Teams in your Workspace
Invite people to join your Workspace to access the item
Set specific permissions when you share an item
Docs and Dashboards are private by default, and can be shared with members of your Workspace.
When Docs and Dashboards are shared with specific people, and not your Workspace, a task, or a Location, they'll still be considered private!
Guests do not have access to anything unless it is specifically shared with them, even if it's public to the members of your Workspace.
The only exception for guests is Docs that are shared with a task, List, or Folder that guests have access to, because those are considered public.
Spaces
Can be private and optionally shared with members OR public to the Workspace
Cannot be shared with guests
Cannot be shared with Teams
Do not have specific permissions such as can view, can edit, etc.
Transfer Ownership of Private Spaces
By default, a Private Space will only be accessible to the person who made that Space private.
Owners and Admins can transfer ownership of Spaces if:
The owner of a private Space is removed from the Workspace
On an Enterprise Plan Workspace, Admins have been granted advanced permissions to manage private Spaces
Folders, Lists, and Tasks
If public to the Workspace, you can set permissions for individuals and Teams
If private, you can share them with specific members, Teams, and guests and set their permissions
Docs, Dashboards, and Goals and Goal Folders
If public to the Workspace, you can set permissions for individuals and Teams
If private, you can share them with specific members, Teams, and guests and set their permissions
You can share specific Docs, Dashboards, and Goals with guests
Views
List, Board, Calendar, Gantt, Timeline, Box, Table, Mind Map, Workload, Activity, or Map view on any Space, Folder, or List level
Workspaces on our Business Plan and above can also publicly share those views at the Everything level
Doc, Chat, Embed, and Form views have unique sharing options
Templates
Templates can be kept private, shared with your Workspace, specific people or Teams, or you can share them with the world
How to use Sharing in ClickUp
You can share items with specific people to control access to information in your Workspace!
To set Spaces, Folders, Lists, tasks, as private and share them with others, follow these instructions.
Click on these links for detailed instructions to share:
Sharing with Teams
Note: Sharing with Teams is available on our Business Plus Plan and Enterprise Plan. Learn more about ClickUp Plans.
You can share items with individual guests and members, or with Teams!
With Teams, you can create groups of people that you can assign to tasks, mention in comments, add a watcher, and share items.
Sharing with Teams allows you to set up permissions based on team membership as well as individual members.
Here's an example:
Sam starts working on the Payroll team in their company. There are private Folders and Lists used strictly by members of the payroll team within the HR Space of the company's ClickUp Workspace.
Rather than sharing those Folders and Lists with members individually, they are shared with one Team, called Payroll.
When Sam moves into their new role, a Workspace admin simply removes Sam from their previous Team and adds them to the payroll Team in ClickUp. Sam's access is immediately updated! 🎉
Note: At this time, Spaces cannot be shared with Teams.
Invite a user when sharing
If the person you want to share something with isn't a member of the Workspace, you can invite them to join your Workspace!
Read more about adding people to your Workspace which includes the steps to invite people as you share items with them.
Sharing with specific permissions
When you share something in ClickUp, you'll have the option to set permissions to control what people can do with that item.
Permissions include:
Can view
Can comment
Can comment with task assigned
Can edit
Create & edit (full)
Note: Workspace members who have access to an item will be able to share that item with others, including guests, and give them the same or less permissions.
Learn more about the permissions available in ClickUp.
Sharing publicly
You can also share items publicly, so that people outside your team can view them without joining your Workspace as guests or members.
You can publicly share:
Tasks
Views
Docs
Check out our article on public sharing to learn more!
Want to learn more?
Make Spaces, Folders, Lists, and tasks private and share them with these instructions
How to use privacy and sharing options for Docs, Dashboards, Goals, and views
Get the details about how user roles, sharing, and permissions work together
Read all about the permissions available in ClickUp and how they work
Still have questions? Take a look at our Privacy and Sharing FAQ