Wondering how much ClickUp costs? Which ClickUp access level to give? How to save money using ClickUp? We’ve built a free ClickUp Cost Calculator just for you!
In this video, ClickUp Consultant Layla at ProcessDriven will walk us through the two major factors that determine the price of ClickUp AND show you how our FREE ClickUp Cost Calculator can help you save money on your ClickUp costs by exploring whether each user should be a Member or a Guest.
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Note: ClickUp has changed its Guest Policy effective February 6, 2023.
The Two Main Variables That Determine Your Cost
First things first, two main variables contribute to our ClickUp cost: Features and Users. Let’s break this down a bit further.
Layla expands on this starting at 00:27 in the above ClickUp Pricing video.
ClickUp Plan Comparison (as of June 2022)
The features are determined by which plan we choose. There are currently five ClickUp plans available:
- Free Forever
- Unlimited
- Business
- Business Plus
- Enterprise
The features variable is pretty straightforward. Either we need the features each plan offers, or we don’t.
Today we’re going to touch on the other half of what determines which ClickUp plan is best for our team: Users.
Layla expands on this starting at 00:39 in the above ClickUp Pricing video.
“Number of Seats” in ClickUp Explained: Members vs. Guests vs. View Only
This part tends to trip people up a bit more than just figuring out which features they need.
To clarify, the number of seats in ClickUp refers to people with a specific level of access.
There are 3 different types of users in ClickUp:
- Members: can be owners of the account, admins, or just members. They have access to almost everything and any feature that the specific plan allows access to.
- Guests: can do more than observe, but have limited access to features such as Clip, or editing Spaces.
- Looking for a deeper dive into what the Guest experience is like in ClickUp? Check out this post where Layla explains ClickUp for Guests.
- View-Only Guests: can…well…view-only, and cannot edit or comment.
- Tip: If we’re giving someone view-only access, it might be more beneficial to create a public view, meaning we share a link with them, rather than having them log in to our ClickUp account.
Layla explains these further starting at 01:22 in the above ClickUp Pricing video.
Using Our FREE ClickUp Cost Calculator to Get the Most Out of Your ClickUp Plan
Each plan requires one Owner seat, and with each additional Member seat, we get additional Guest seats.
While features are a big part of deciding which plan is right for us, there are ways to make the most of the plan we choose by utilizing the number of Guest Seats available per Member in our account.
We’ll admit, the math can get a little…funky.
That’s why we created this FREE calculator to help people decide which plan and level of access are right for them and their team. It’s an unofficial tool that we use to keep track of all the different pricing and plans, and we’d like to think of it as super helpful in helping teams make the most of their ClickUp plan.
One of the best things we can do as an Admin of our Workspace is to cut back on permissions and access. This lowers our cost per year using ClickUp and simplifies our ClickUp experience across the board!
Check out this video on 5 Easy Ways to Simplify ClickUp for more ways to declutter and cut back on permissions and access inside our ClickUp account.
Layla explains these points further starting at 03:15 in the ClickUp Pricing video above.
If you’re looking to systemize your operations, define your processes with action-oriented exercises, and equip them with SOPs, automations, delegation, and more — check out our FREE strategy training, The Blueprint, to learn more.
Now, let’s break this down further with some examples!
Example #1: 3-Person Team
Let’s say we have a team of three: an owner, a social media manager, and a business coach.
If each of the three people on our team were Members, we’d be paying $432/year and would be leaving 20 Guest seats unused (assuming we were on the Business Plan and paying annually).
However, if two of those team members were given Guest access rather than Member access, we would cut our total ClickUp cost from $432 to $144. This would still leave us with eight Guest seats for future use. ⚖
Check out the ClickUp Pricing video above starting at 03:50 for more explanation on working with a 3-person team.
Example #2: 10-Person Team
Let’s say we have a team of ten: an owner, an integrator, and 8 workers.
If all 10 team members were given Member access, we’d be paying $1,440/year and would be leaving 55 Guest seats unused (again, assuming that we’re on the Business Plan and paying annually).
This isn’t terrible. If each of those 10 people on our team needs Member access – meaning they’re building structures and need all available features inside our Workspace – then yes, give them Member access.
However, it could be safe to assume that a few, if not all, of the eight workers, probably don’t need full Member access. They’re more than likely just signing in, completing their assigned tasks, and signing out.
If this is the case for our team, we could potentially move all eight of the workers on our team to Guest access, rather than Member access. This would reduce our annual cost to $288/year and leave seven Guest seats available for future use.
That’s a substantial difference!
Check out the ClickUp Pricing video above at 04:56 for a deeper dive into a 10-person team example.
Example #3: 30-Person Team
So, what about a larger team? Say, a team of 30: an owner, four managers, and 25 workers?
If each of these 30 team members were given Member access, we’d be paying $4,320/year and would be leaving 155 Guest seats unused.
That’s quite the investment, but it could be worth it if all 30 people on the team are actually going to use the Member features.
However, all 30 team members will probably not need access to those features.
Moving the 25 workers to Guest access rather than Member access would bring our ClickUp cost down to $720/year and leave five unused Guest seats available for future use.
That’s quite a difference! Do we see a theme here?
You can get more details on this 30-person team example by watching the ClickUp Pricing video at 06:14.
Example #4: 2-Person Team with 50 Clients
What if we are a team of two people with a client-facing business: two owners and 50 clients?
If both business owners and all 50 clients had Member access, we’d be paying $7,488/year and would be leaving 265 Guest seats unused. For a team of two, that’s quite the investment!
However, by making some clients Members and leaving some as Guests (or even as View-Only Guests), we could potentially bring our ClickUp cost down to $1,152-$1,296/year and still leave 45-50 Guest seats available for future clients.
Pro Tip: there is an unofficial policy around Guest seats in ClickUp. We can add the number of Guest seats available without changing the number of Members in our account by contacting ClickUp directly and buying Guest seats as an add-on!
With this particular example, View-Only Guests might be ideal. View-Only users are always free and are perfect for situations where we want clients to be able to observe progress or activity, but we don’t want them to have the ability to edit or comment.
Layla expands on how to make the most of your plan if you’re a 2 person team with clients, starting at 07:32 of the ClickUp Pricing video.
How to Get More Guests Seats per Member
Now, of course, each situation isn’t identical to these examples!
If we’re choosing a different plan or payment interval, the math here will vary.
No matter what our team size is, what plan we choose, or how many Members or Guests we need or don’t need, head over to our FREE ClickUp Cost Calculator to find out which plan would work best for us financially!
For additional information regarding plans, like specific plan features and pros and cons of each, check out Which ClickUp Plan is right for you?
Until next time, enjoy the process!
Related Resources
5 Easy Ways to Simplify ClickUp
If you’re looking to systemize your operations, define your processes with action-oriented exercises, and equip them with SOPs, automations, delegation, and more — check out our FREE strategy training, The Blueprint, to learn more.
ProcessDriven helps small teams turn chaos into process. The ProcessDriven Approach™️ combines software expertise with practical process-first strategies that have helped 1,900+ teams build a scalable foundation of business systems.
