How to Get Started With ClickUp

ClickUp can replace simple task apps like Todoist by giving you a complete workspace for tasks, projects, and collaboration. This step-by-step guide shows you exactly how to set it up so you can organize work, manage teams, and track progress in one place.

Why Choose ClickUp Over a Simple To‑Do App

Before diving into setup, it helps to understand what sets ClickUp apart from basic task tools.

• All‑in‑one workspace for tasks, docs, goals, and dashboards
• Multiple views so everyone can see work the way they like
• Deeper project management than a simple task checklist
• Custom fields, automation, and advanced reporting

The platform gives you flexible structure: Workspace → Spaces → Folders → Lists → Tasks. You can start simple and grow as your projects become more complex.

Create Your First Workspace in ClickUp

Your workspace is the highest level where settings, people, and permissions live.

1. Sign up: Go to the main site and create an account using email, Google, or another offered option.
2. Name your workspace: Use your company, team, or project name.
3. Invite teammates: Add email addresses for people you work with so you can assign tasks and share views.
4. Choose your use case: Select templates or recommendations that fit how you work, such as project management, product, or marketing.

Once your workspace is ready, you can set up the hierarchy that will replace separate tools and long to‑do lists.

Set Up Spaces in ClickUp for Each Team

Spaces in ClickUp are like departments or major areas of work. For example, you might have a space for Marketing, Product, Operations, or Personal.

How to Create a Space in ClickUp

1. Open your workspace sidebar.
2. Click the option to add a new Space.
3. Give the Space a clear name, like “Client Projects” or “Product Roadmap.”
4. Pick a color and icon to make it easy to recognize.
5. Configure permissions so only the right people can access it.

Each Space can hold folders, lists, and tasks. This keeps work organized and makes it easier to switch from a basic to‑do style workflow to structured project management.

Build Folders and Lists in ClickUp

Inside each Space, you can create folders and lists. This helps you group related projects and tasks.

When to Use Folders in ClickUp

Use folders when you need to group multiple lists under a common theme. For example:

• Client A, Client B, and Client C inside a “Clients” folder
• Q1, Q2, Q3, Q4 inside a “Quarterly Projects” folder
• Backlog, In Progress, Completed inside a “Product Development” folder

Folders keep your lists from becoming a flat, unorganized set of projects.

Create Lists That Replace Todoist Projects

Lists in ClickUp behave like projects or categories of work. Where Todoist uses individual project sections, this platform offers deeper control through lists.

1. Open the Space or folder where you want the list.
2. Click to add a new List.
3. Name the list after one project, goal, or area of responsibility.
4. Optionally, select a list template to pre‑load statuses and example tasks.

Your lists will contain the tasks you previously stored across multiple separate to‑do lists.

Create and Organize Tasks in ClickUp

Tasks are the core building blocks of your workflow.

How to Add Tasks

1. Open the List where you want the task.
2. Click the button to add a task.
3. Write a clear, action‑oriented task name.
4. Add details in the description, including links or instructions.
5. Assign the task to one or more people.
6. Set due dates and priorities.

Each task can include subtasks, checklists, attachments, and comments so you can manage real projects, not just small reminders.

Use Subtasks and Checklists

Compared with a basic list manager, ClickUp lets you break work into manageable pieces.

• Subtasks: Turn a large task into smaller deliverables with their own assignees and due dates.
• Checklists: Keep quick to‑do items inside a task for things that do not need full subtask structure.

This structure helps you track progress more accurately and keep everything related in one place.

Choose the Best Views in ClickUp

One of the biggest advantages over simple to‑do apps is the variety of views.

Common Views to Enable

• List view: Ideal if you are used to a standard to‑do format.
• Board (Kanban) view: Drag tasks between columns like To Do, Doing, and Done.
• Calendar view: See tasks arranged by due date and manage your schedule visually.
• Gantt view: Use timelines and dependencies for project planning.
• Box view: Understand workload and capacity by person or team.

You can show or hide views per Space, folder, or list so each team gets exactly what they need.

Customize Workflows and Statuses in ClickUp

Status workflows are more flexible than the simple “incomplete/complete” setup in many list apps.

How to Configure Custom Statuses

1. Open a Space or folder settings area.
2. Find the statuses or workflow section.
3. Add custom stages, such as “To Do,” “In Progress,” “In Review,” and “Done.”
4. Save the workflow and apply it to relevant lists.

Custom statuses let you see exactly where each task stands in your process.

Collaborate With Your Team in ClickUp

Collaboration is where this platform goes far beyond a personal to‑do tracker.

Use Comments and Mentions

• Comment directly on tasks to keep conversations tied to work items.
• Mention teammates to ask questions or request updates.
• Share links to tasks instead of sending long emails.

Teams can centralize communication and reduce scattered messages across tools.

Share Documents and Resources

You can also create and attach documents directly inside your workspace.

• Write meeting notes and link them to related tasks.
• Store process documentation where the work actually happens.
• Collaborate on content with real‑time editing and comments.

Track Productivity and Reporting in ClickUp

To move beyond basic task tracking, you can use reporting and dashboards.

• See what is overdue, in progress, or blocked.
• Review workload across your team so no one is overloaded.
• Monitor key metrics like completed tasks or time spent.

This insight makes it easier to prioritize and keep projects on schedule.

Learn From a ClickUp vs Todoist Comparison

If you want to see a detailed feature breakdown between this platform and Todoist, review the official comparison on the company blog. It explains use cases where a simple list app is enough and where a full workspace delivers more value.

You can read the comparison here: ClickUp vs Todoist.

Next Steps: Implement ClickUp Across Your Work

To roll the platform out across your team or business, follow these steps:

1. Start with one or two Spaces for your most important teams.
2. Migrate your existing task lists into dedicated lists and tasks.
3. Set up custom statuses to match your real workflow.
4. Introduce views like Kanban and Calendar to different roles.
5. Standardize how tasks are named, described, and assigned.

If you need expert implementation support or process consulting, consider working with a specialist agency such as Consultevo, which focuses on optimizing work management systems and documentation.

By following these steps, you will move from simple checklists to a powerful, flexible system that supports projects, teams, and long‑term goals all in one place.