How to Manage Video Production Projects in ClickUp
ClickUp makes it easier to organize every stage of video production, from the first creative brief to the final delivery. This how-to guide walks you step by step through setting up a structured video workflow using a ready-made video production template.
The instructions below are based on the official video production template described on the ClickUp blog, translated into a practical, repeatable process you can adopt for any video team.
Why Use ClickUp for Video Production
Video projects involve writers, producers, editors, clients, and stakeholders. Without a clear system, tasks get lost, files scatter across tools, and deadlines slip.
Using a structured space in ClickUp helps you:
- Centralize briefs, scripts, edit notes, and assets
- Standardize production steps with templates
- Track status and ownership for every deliverable
- Visualize workload across your team
- Save time with reusable workflows and automations
The video production template in ClickUp gives you this structure out of the box so you can focus on creating content instead of building a system from scratch.
Step 1: Add the Video Production Template in ClickUp
Start by installing the prebuilt video production template in your workspace.
- Open ClickUp and go to the Workspace where your media or marketing team works.
- Create a new Space or choose an existing one for video projects.
- Select the option to browse or add templates.
- Search for the video production template and apply it to the chosen Space or Folder.
When the template loads, you get sample Lists, custom fields, and views tailored for managing video production.
Step 2: Understand the ClickUp Video Structure
The video production template in ClickUp is built around Lists and tasks that mirror your production pipeline.
Core Lists in the ClickUp Template
Typical Lists you will see include:
- Ideas / Backlog: A place to capture raw video concepts, campaign ideas, and requests.
- Pre-Production: For research, briefs, scripts, shot lists, and approvals.
- Production: For filming, screen recordings, VO sessions, or animation production.
- Post-Production: For editing, color, sound, motion graphics, revisions, and QC.
- Delivery / Published: For final exports, uploads, and performance tracking tasks.
Each List groups related tasks so you can quickly see how many videos are at each stage.
Key Custom Fields in ClickUp
The template also uses custom fields to add structured metadata to every video task. Common fields include:
- Video Type (e.g., tutorial, promo, ad, social clip)
- Channel / Platform (e.g., YouTube, TikTok, landing page)
- Priority
- Due Dates for milestones
- Status to track where a video sits in the pipeline
These custom fields make filtering, sorting, and reporting in ClickUp far more powerful.
Step 3: Create a New Video Project in ClickUp
Once the template is live, you can use it to create a new video project.
- Open the relevant List (for example, Ideas or Pre-Production).
- Create a new task and name it after the video (such as “Product Launch Overview Video”).
- Apply any video-specific task template included in the ClickUp video production setup, if available.
- Fill in custom fields like Video Type, channel, and priority.
- Add a clear due date and assign the task to the main owner or producer.
This single task becomes the hub for everything tied to that video.
Break Work into Subtasks in ClickUp
Within the main video task, break the workflow into subtasks that match your pipeline. For example:
- Define goals and target audience
- Write and approve script
- Create storyboard or shot list
- Schedule shoot or recording session
- Capture footage or screen recordings
- First edit
- Internal review and feedback
- Client review (if needed)
- Final edit and quality check
- Export and upload
- Publish and track performance
Use assignees, due dates, and checklists on each subtask. This keeps every deliverable visible within ClickUp.
Step 4: Use ClickUp Views to Monitor Production
The template provides multiple views so you can see projects from different angles without recreating anything.
Board View for Pipeline Management in ClickUp
Board view organizes tasks by Status so you can drag and drop videos through stages. Typical columns include:
- Briefing
- In Script
- In Production
- In Edit
- Review
- Ready to Publish
- Published
Move the main video task between columns as it progresses. This gives your team a real-time pipeline overview inside ClickUp.
List and Table Views for Detail
Use List or Table views when you need to see more details like custom fields, assignees, and dates. In the template you can:
- Sort by due date to see what is due this week
- Filter by Video Type or channel
- Group by assignee to see each editor’s workload
These views make it simple to identify bottlenecks and rebalance video tasks.
Calendar and Timeline Views in ClickUp
Calendar and Timeline views let you map your video schedule over time.
- Calendar view shows due dates and publish dates.
- Timeline (or Gantt) view visualizes longer projects with dependencies, such as multi-video campaigns.
Use these ClickUp views to confirm your team has enough time between filming, editing, and launch dates.
Step 5: Manage Collaboration and Feedback in ClickUp
Communication around video projects can easily fragment across chat, email, and shared drives. Consolidate it in one place.
Comments and @Mentions
Use task comments in ClickUp to share notes, ask questions, and log decisions. Mention teammates using @ to notify them and keep conversations tied to specific videos or subtasks.
Attachments and File Management
Attach briefs, scripts, thumbnails, and key assets directly to the relevant task. For large media, link to your storage tool while still managing the work from ClickUp.
When feedback is complete, mark subtasks done so your status views remain accurate.
Step 6: Standardize and Improve Your ClickUp Workflow
After running a few projects through the video production template, refine it to match your team’s process.
- Adjust Statuses or Lists to match your typical stages.
- Add or remove custom fields that no longer fit.
- Create new task templates for recurring video formats.
- Automate simple steps (for example, change Status when a subtask is completed).
You can also compare your setup with other project management best practices from resources like Consultevo to keep improving how you manage work.
Putting ClickUp Video Production Into Practice
The official video production template is designed to give any team a repeatable framework they can adapt, not a rigid process they must follow. Use this guide to:
- Install the video template in ClickUp
- Structure Lists, custom fields, and views
- Create task and subtask flows that match your pipeline
- Collaborate on scripts, edits, and feedback in one place
- Continuously refine your workflow as your content strategy evolves
By centralizing your video projects in ClickUp, you make it easier to hit deadlines, stay organized, and scale your content output without losing control of quality.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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