How to Use ClickUp as a Visual Whiteboard

ClickUp can act as a powerful visual whiteboard that replaces simple sketching tools like Excalidraw while giving you full project management features in one place. This guide shows you, step-by-step, how to set up visual spaces, capture ideas, and turn them into actionable work without leaving your workspace.

The steps below are based on best practices drawn from digital whiteboard alternatives so you can get the most out of ClickUp for brainstorming, planning, and collaboration.

Why Use ClickUp Instead of a Standalone Whiteboard

Most digital whiteboards focus only on sketching. ClickUp combines visual thinking with tasks, docs, and automation so your ideas never stay stuck as drawings.

Using ClickUp as your visual hub lets you:

Brainstorm with your team in real time
Attach context like files, comments, and due dates
Link ideas directly to tasks and workflows
Avoid juggling multiple disconnected tools

You also gain more control than lightweight tools described in the Excalidraw alternatives overview, because your whiteboards live inside a full work management platform.

Prepare Your Workspace in ClickUp

Before you start sketching ideas, organize your account so every visual board fits naturally into your existing structure.

Create a Space for Visual Projects in ClickUp

Log in and open your Workspace.
From the sidebar, create a new Space for brainstorming, product design, or client work.
Choose a color and icon that makes it easy to recognize at a glance.
Turn on the task views and features you plan to pair with whiteboards, such as Lists, Board view, or Docs.

This dedicated Space keeps your visual work separated from routine operations while still connected through the same account.

Set Up Folders and Lists in ClickUp

Next, define where each whiteboard session will live.

Inside your Space, create Folders for major themes or teams (for example, “Product Discovery” or “Marketing Campaigns”).
Within each Folder, add Lists for specific initiatives.
Plan to attach each whiteboard to a List or task so your drawings stay tied to real work.

Organizing these containers first makes it easier to move from sketching to execution without losing track of ideas.

Start a Visual Board in ClickUp

While traditional Excalidraw-style tools focus on freehand drawing, ClickUp gives you structured ways to build visual maps and flows alongside tasks.

Use Docs in ClickUp as a Structured Canvas

Docs are perfect when your “whiteboard” must mix freeform notes with diagrams, links, and embeds.

Open the right Space or List.
Create a new Doc and name it after your workshop or project.
Use headings, bullet points, and callouts to outline the session agenda.
Insert tables, checklists, and embeds to mirror the sticky-note style of a physical board.

Docs in ClickUp act like a persistent canvas where you can refine ideas over time and link sections directly to tasks.

Build Task Boards in ClickUp for Sticky-Note Style Planning

If you like the sticky-note approach of visual tools, turn a List into a board that mimics that flow.

Create a List for your session in ClickUp.
Add task statuses that match your process, such as “Ideas,” “Prioritized,” and “In Progress.”
Switch to Board view to see tasks as cards.
During your session, create one task card for each idea or requirement.
Drag cards between columns as you refine and prioritize them.

This method replaces floating notes on a whiteboard with structured, trackable items you can assign, schedule, and complete.

Run a Real-Time Brainstorm with ClickUp

Visual whiteboarding is most valuable when teams collaborate live. ClickUp includes features that keep sessions focused and documented.

Invite Collaborators to ClickUp

Add teammates or clients to your Workspace or specific Spaces.
Give them the correct permissions so they can edit Docs and tasks.
Share direct links to the Doc or List you will use for the workshop.

This ensures everyone can add input during the session without switching between tools.

Facilitate the Session Inside ClickUp

To run an effective workshop, structure the flow while using ClickUp as your central visual hub.

Start in a Doc to capture goals, constraints, and reference materials.
Use checklists to track agenda items in real time.
Ask participants to add ideas as comments or new task cards.
Highlight or format key sections to simulate grouping ideas on a board.
Convert important bullet points into tasks directly from the Doc.

This process keeps everything in one place so you do not need to export boards or copy content manually.

Turn Whiteboard Ideas into Action in ClickUp

The advantage of using ClickUp over a simple drawing tool is that every idea can immediately become trackable work.

Create Actionable Tasks from Your Session

Review your Doc or List after the workshop.
For each decision, create a task (or confirm one already exists).
Assign owners, due dates, priorities, and custom fields.
Attach the Doc or session notes to the task so context is always available.

Because tasks and visuals live together in ClickUp, your team can move from discussion to delivery without losing information.

Organize Follow-Up Views in ClickUp

To keep momentum going, design views that help you monitor what came out of your whiteboard session.

List view: See every action item in one structured list.
Board view: Track progress by dragging cards through workflow stages.
Calendar view: Visualize deadlines created from your brainstorming.
Dashboards: Summarize key metrics, counts, and owners from your new tasks.

Each view gives a different lens on the work you captured visually, but all of it stays centralized in ClickUp.

Best Practices for Visual Collaboration in ClickUp

To keep your visual workspace clean and effective, follow these guidelines.

Keep Naming and Structure Consistent

Use clear naming conventions for Spaces, Folders, Lists, and Docs.
Prefix session Docs with dates or project codes.
Group related Docs under the same List or Folder in ClickUp.

This prevents clutter and makes it easy to revisit past workshops.

Document Decisions and Outcomes Clearly

Summarize key decisions at the top of each Doc.
Link to the most important tasks created from the session.
Pin or favorite Docs and Lists that will be referenced often in ClickUp.

Strong documentation turns visual brainstorming into repeatable, trackable processes.

When to Combine ClickUp with Other Tools

Sometimes you may still want freehand sketches or more advanced diagramming. You can easily pair those tools with ClickUp while keeping ClickUp as your single source of truth.

Create diagrams in your preferred visual app.
Export images or shareable links.
Attach those files or embeds directly to tasks or Docs in ClickUp.

This approach follows the same pattern discussed in reviews of alternatives to Excalidraw while keeping your planning and execution centralized.

Next Steps

By treating ClickUp as your primary visual whiteboard, you avoid the friction of juggling multiple apps and keep every idea connected to real work. Set up a dedicated Space, use Docs and Board view as your canvas, collaborate live, and convert everything into tasks with owners and deadlines.

If you want help designing a complete workspace strategy around ClickUp and other tools, you can explore consulting services at Consultevo.

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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