ClickUp Permissions – where to find them and how to do them.
- Go to app.clickup.com
- Click the folder you want to modify permissions to.
- Go to Share and Permissions.
- Choose the permission level you’re giving to your guest or member, such as: can comment, can edit, can check checklists off, etc, or just read-only also called view-only, where they can’t comment or edit but can see everything.
- Click Save.
Watch Amalie Show You How To Find Permissions in ClickUp:
Read The ClickUp Permissions Video Transcript
Hello, I am Amalie with Systematic Excellence Consulting. And today I’m going to go over ClickUp permissions.
So we’re gonna start here in our test account that we use for demonstrations and things like that. This is on the free plan, just so you know. It’s not going to show everything, but I’ll point to everything and explain it. What I’m going to do is, in previous videos, I explained the different user roles and things like that. So if you have questions about that, watch that video first.
And so I’m going to go to the folder, and I’m going to go to share and permissions here. So I can see the Workspace Owner, so I have full access, and then I have one guest. And so what we’re going to go over is the different types of permissions.
So there’s can view, can comment, can comment with task assigned, can edit and create an edit full. Here, I’m going to just show you this, view only is read-only, can’t edit tasks in any way. It’s pretty much they can just view.
Now on the free plan, I also in previous videos went over the different plans and what’s included in those. So if you have a question about that, watch that video as well. Because I’m on the free plan, I can’t switch the permissions for guests, but I can explain it here.
So we have the option for view only. They can’t comment or edit, but they can see everything because this is a free play and the guest has full access to everything and can create tasks.
Okay, so the next level is commenting, they can comment on tasks, they can like tasks, they can assign and resolve comments that are related to themselves. They can attach files to a task in the comments. And they can complete or mark complete assigned checklist items and tasks.
Now, if they had the level of access to comment with tasks assigned, basically, if they can comment with permissions with that task assigned to them, they have all the same abilities as commenting, but they’re also able to change the status or change the assignee of the task. So if they’re just commenting, they can’t change the status and close the task, but they can complete the checklist items. Now if they have can comment with tasks assigned, then they’re able to change the test data task status and change the assignee. So you would see that here.
So if you have that they’re able to comment and they have a task assigned to them, then they have the ability to like I said, change the status or change the assignee. Now, if the task is not assigned to them, and you give them the level of commenting that’s the level of permissions you’ve given them, then they can’t change the task status, all they can do is check checklist items off, and they can leave comments, like I just spoke about. So when you give them the comment level, if you want them to be able to change the status, you do need to assign the task to them in order for them to have that access.
Okay, so for editing, if you give them the level of editing, then they can edit all tasks and subtasks which include status, assignee, title of the task, any Clickapps that are attached to them. They have the ability to remove attachments, they can archive, and they can actually move, merge, duplicate and use templates for the task if you give them the Edit level of permission.
Then the last level is full access where they’re able to create tasks, subtasks, they can add attachments. And again, this is the only level of permissions when you have the forever free plan. They can also delete tasks and there’s one additional level that I’ll show you as far as permissions. But this is the basic permissions for guests and members. So members, you can set the same sort of level of permission.
So the one last thing I want to show you is custom fields. Okay, so I just added a custom field here. So I’m going to go ahead and open this up so we can see it. There we go. And right here, it’s showing the custom fields, it’s empty, but what we’re gonna do is we’re going to click on that. And what you can do is hover over this, and it lets you do a couple of things here, this is saying that it’s shown to guess. Now if I had the unlimited or above plan then I would be able to click this and it would not allow guests to see those custom fields. Again, our test account is just on the free plan. But you get the idea.
So you have another layer of permissions is allowing whether guests can see your custom fields or not. So maybe there are some custom fields you don’t mind them seeing but other ones you don’t want them to see, what you would do is just click on that and then it will hide it from guests. Obviously in the forever free plan you can’t do that.
Okay, so that is permissions for ClickUp. Thank you so much for watching, and in the next video, I’ll be going over spaces in ClickUp.
Again, My name is Amalie, I’m with Systematic Excellence Consulting and if you’re looking for additional support or ways to better use ClickUp or even training on getting the most use out of it, go ahead and book a free discovery call with the link below and make sure you subscribe to catch all future videos. Thank you so much.
More ClickUp Tips
- Learn how to add ClickUp guests.
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- Get to know the different ClickUp user roles and what they can do.
- Do you know what ClickUp members can and cannot do?
- These are the main differences between ClickUp members and guests.
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