ClickUp is a popular project management and productivity software that allows teams to collaborate effectively. One useful ClickUp feature is the ability to invite “guests” – people outside your core team – to access specific items in your Workspace.
Here is a guide on how to invite guests and configure guest access in ClickUp.
Table of Contents
Who Can Be a Guest User
Typical guest users include:
- Clients
- Contractors
- Freelancers
- External partners
Essentially anyone who needs limited or specialized access to your ClickUp account can be invited as a guest.
Benefits of Inviting Guests
Inviting guests allows you to:
- Collaborate with people outside your organization
- Share relevant items without exposing your entire Workspace
- Provide view-only access or allow guests to edit shared items
- Get feedback from clients on specific lists, tasks, docs etc.
With strategic use of guests, you can facilitate external partnerships and smooth workflows.
How Many Guests Can Be Invited
The number of guests you can invite depends on your ClickUp plan:
- Free plan – Unlimited guests but very limited permissions
- Unlimited plan – 5 guest seats + 1 additional seat per paid user
- Business plan – 10 guest seats + 5 additional seats per paid user
Paid plans allow full guest access while free plans only allow view-only access.
How to Invite Guests in ClickUp
Follow these steps to invite guests:
- Go to the Sharing permissions menu for any list, task, doc etc.
- Click on Invite people.
- Enter the guest’s email address.
- Guest user must have a ClickUp account.
- Choose an access level (view-only, can edit etc.).
- Click Send Invite.
- User will receive email to access shared item.
Once a guest accepts your invite, they can access the shared element in their ClickUp account.
You can also revoke guest access at any time.
Configure Guest Permissions
When inviting guests, you can control their permission levels:
- View only – Guests can only view the shared item
- Can comment – Guests can view + add comments
- Can edit – Guests can make changes to shared item
Choose permissions carefully based on what level of access your guest actually needs.
Additionally, consider giving guests access to:
- Share – Allows them to invite other guests
- Print/Export – Download or print shared items
Best Practices for Guest Usage
Follow these tips for smooth guest collaboration:
- Test the guest experience yourself first before inviting actual guests
- Start guests off with view-only access then increase permissions if needed
- Revoke access immediately if a guest leaves your project
- Communicate role expectations clearly to external collaborators
- Limit access only to data that guests need to see
Guest User View and Features
The guest user view looks similar to a regular user account. However, guests CANNOT:
- See the full Workspace with multiple Spaces
- Access ClickUp email
- View private Spaces they weren’t invited to
- Use ClickUp Clip recording feature
- Create docs, templates or custom views
Guest abilities are focused exclusively on accessing shared folders, lists, and tasks.
Troubleshooting Guest Access Issues
Here are solutions to common guest access problems:
- Guest can’t find shared item
- Make sure they accepted invite and are logged into ClickUp
- Confirm permissions still enabled on your end
- Guest can’t edit shared doc
- Double check their permission level
- Try granting “can edit” access
- Changes not appearing
- Guest may be working in a different View
- Ask them to switch to default List View
As the host, you can also contact ClickUp support for troubleshooting help.
Summary
With ClickUp’s generous guest access features, you can easily collaborate with external partners on projects. Carefully configure guest permissions and access settings to allow precisely the level of visibility and editing abilities needed for each situation. Test out the guest user experience beforehand so you can troubleshoot issues before getting real guests involved. When managed properly, ClickUp guest access can greatly improve teamwork and results.
