Want to use ClickUp with clients, contractors, and team members? Great — there are so many ways to work togetherusing ClickUp.
However… we all know that ClickUp comes with a bit of a learning curve. You don’t want to give anyone full access to your ClickUp workspace and have them feel overwhelmed — or worse, have them access information that's not for them.
When you’re using ClickUp to support not only your team, but your clients as well, it’s crucial that you know the difference between a guest and a member.
Whenever you have a new client or team member that you want to bring into your ClickUp space, the first thing you need to do is head over to Manage People.
Invite your new user into ClickUp via their email — if they already have an account, they’ll be able to add your workspace. If not, they’ll need to sign up.
When you add them, you can choose between bringing them into your workspace as a member or an admin.
Giving them member permissions allows them to do things like view and edit tasks, assign to other team members, and more. Whereas admins have control over the entirety of the workspace. Members are able to view the workspaces that aren’t labeled as “private,” while admins can view all workspaces.
We recommend only adding people to the “admin” who need those levels of permissions, such as your OBM.
Using guest permissions is generally best for any clients you bring on, OR if you have a new contractor who is only working on one specific project/task set.
When you add them as a member, you can change their settings to “Guest” if you want to only give them permission to view certain workspaces (ones that you give them access to).
This helps make sure other client information remains completely confidential to guests. It also allows for your clients/contractors to only view and see tasks that are ready for them — so if you have internal work happening that you don’t want them to see yet, adding them as a guest will give you more control over their viewing permissions.
The drawback of using guest permissions, though, is that you need to individually add people directly to tasks, boards, or folders.
You can explore ClickUp’s guest, admin, and members features through their help articles here.
When you want to add a guest directly to a list or folder, the process is even simpler than just trying to add them to your workspace!
First, go to the specific list, folder, or task you want to share with your client or team member. Then, head up to “Share This Folder.” Type in the email address you want to share it with (even if they aren’t already in your workspace), and choose whether to share as a Member or Guest. From the Guest setting, you can then give them full access, edit access, comment access, or view-only access.
Did you know that you can share a single ClickUp view with a public link? Yep! And the best part is, these don’t even need to be accessed through a login. Anyone with the link can view the info.
All you have to do is head over to “Sharing & Permissions” on a single view, and change the link access to public. Now, anyone who receives the link can view the task/s and all accompanying information, without being able to edit or change anything.
If you want to set up your ClickUp workspace so that you, your team, and your clients can use it to the fullest, check out our ClickUp Templates Vault!
Our vault holds over 40 plug-n-play templates that will kickstart your ClickUp processes with ease — and way less confusion or trial-and-error.
When you join our ClickUp Templates Vault, you’ll also receive three months' worth of our private community membership access, with monthly LIVE calls and weekly access to tech support and Q&As.
Plus, you get instructional videos that will walk you through how to use each individual template. It’s like getting your Master’s Degree in ClickUp without all the time or energy involved in making this project management system work for you (and anyone else who will be using your workspace).
