Easy Tech TutsHow to Set Access and Permissions in ClickUp Easily 2026
By Impran M N
Not everyone in your workspace should be able to see or edit everything, especially once clients or contractors are involved. This guide covers ClickUp's core roles, from Workspace Owners down to external Guests, and walks through restricting access at the Space, Folder, or List level so sensitive project data stays visible only to the right people.
01Understand the core roles
ClickUp separates users into Workspace Owners, Admins, Members, and external Guests, each with different default permission levels.
02Open the Security & Permissions dashboard
Click your avatar to open workspace settings, then find the Security & Permissions section to manage global rules.
03Adjust access for a specific Space
Select a target Space in your sidebar and choose its Sharing & Permissions settings to control who can see it.
04Make an asset private
Toggle the privacy switch on a Space, Folder, or List to isolate sensitive project data from the rest of the workspace.
05Set individual access levels
Add specific users and assign their access level, ranging from View Only up to Full Edit permissions.
06Review custom roles and guest access
Check custom role settings to grant or deny delete privileges, and audit any temporary guest access before it expires.
Frequently asked questions
What's the difference between a Member and a Guest?
Members generally have broader workspace access, while Guests are restricted to specific Spaces, Folders, or Lists they've been explicitly invited to.
Can I restrict someone from deleting tasks even if they can edit them?
Yes, custom role settings let you grant edit access while separately denying delete privileges for tasks and custom fields.
How do I verify a Guest sees only what they should?
You can switch to a guest view to test and confirm that sensitive data is properly masked before finalizing access.
Are permission settings applied per Space or across the whole workspace?
Both are possible, since you can set global workspace rules and then apply more granular overrides at the Space, Folder, or List level.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
