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User Roles

User Roles

Assign User Roles to give your team members the right level of access in your Workspace!
Benjamin Spry avatar
Written by Benjamin Spry
Updated over a week ago

ClickUp users can be assigned the following User Roles within a Workspace:

  • Guests: People outside your organization who need to view or work on specific items.

  • Members: People in your organization who actively work in ClickUp.

  • Admins: People who are responsible for managing the Workspace including billing, permissions, and integrations.

  • Owner: The person who originally created a Workspace (or has taken ownership). Each Workspace can only have one person in the owner role.

  • Custom Roles: Custom roles are created based on the guest, member, and admin roles.

What you'll need

  • The owner, admin, member, and guest User Roles are available on all ClickUp Plans.

  • Custom Role is available on our Business Plus Plan.

  • Unlimited Custom Roles are available on our Enterprise Plan.

We'll cover

Guests

Invite people from outside your organization to join your Workspace as guests.

People in a guest role will only be able to access the items that have been shared with them. You can also allow individual guests to use certain features.

For example, you hire a contractor who is helping you complete a project. You can give them access to track time so they can record their hours worked on specific tasks.

You can hide Custom Fields from guests.

For example, a client wants to follow the tasks in their project. You've included the budget, cost, and profit margin in Custom Fields. You can hide all Custom Fields from the client, or just the fields you don't want them to see.

Members

Members are people in your organization who actively work in ClickUp with you.

Members can:

  • Create Spaces, Folders, Lists, and tasks.

  • Get access to all public Spaces.

  • See everyone on the Workspace.

  • Share things with guests and other members.

  • Invite guests with the same or fewer permissions.

  • Make Spaces, Folders, Lists, and tasks private. Members can only do this for items they have created or are the owner of.

Admins

Admins are people that can be trusted to manage your Workspace.

In addition to everything users can do, admins can also:

Owners

Owners are ultimately in charge of the Workspace. Usually, the owner will be the person who first created the Workspace, although Workspace ownership can be transferred.

In addition to everything admins can do, owners can also:

User roles and permissions

Check out the table below for an overview of what each User Role can do. Some items may not be available to you, depending on the permissions applied by your Workspace owner or admins.

User Roles

Guest

Member

Admin

Owner

Workspace

❌

Guests can't view Everything.

✅

✅

✅

Spaces

❌

Guests can't view everything in Spaces.

✅

✅

✅

Folders, Lists, tasks

✅

Guests can be invited to specific items.

✅

✅

✅

Views

✅

You can allow individual guests to create views.

✅

✅

✅

Create items

❌

Guests can't create Spaces, Folders, or Lists.

✅

✅

✅

Create tasks

✅

✅

✅

✅

Create Docs

❌

✅

✅

✅

Privacy and Sharing

❌

✅

✅

✅

Goals

❌

Guests can't create or be assigned to Goals or Targets.

✅

✅

✅

Tags

❌

Guests can't edit Tags.

✅

✅

✅

Time Tracking and Time Estimates

✅

You can allow individual guests to view and use time tracking and time estimates.

✅

✅

✅

Custom Fields

✅

You can allow individual guests to view and use Custom Fields.

✅

✅

✅

Multitask Toolbar

❌

✅

✅

✅

Invite people to your Workspace

❌

✅

Members can invite guests and members with limited permissions.

✅

✅

Profiles

✅

✅

✅

✅

Home

✅

✅

✅

✅

Delegate Reminders

❌

✅

✅

✅

Notifications

✅

✅

✅

✅

Integrations, imports, and exports

❌

❌

✅

✅

Change Workspace ownership

❌

❌

❌

✅

Delete Workspace

❌

❌

❌

✅

Convert User Roles

Workspace owners and admins can view and convert assigned User Roles. You can convert anyone to any role.

When you convert someone, their access and permissions will be updated to reflect their new role. They will have access to the features available for that role.

Custom Roles

Take complete control over permissions through Custom Roles. With this feature, you're able to create new custom roles (other than guest, member, admin) like: super admin, editor, limited member, or any role that suits your needs!

Additionally, Workspace owners have the ability to designate who can create and edit Custom Roles.

Animation showing the steps to create a Custom Role.

Want to learn more?

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