How to Use ClickUp Matrix Templates Step-by-Step

ClickUp makes it simple to turn complex decisions into clear action plans using ready-made matrix templates. This how-to guide walks you through choosing, customizing, and using the right matrix view so you can prioritize projects, tasks, and strategies with confidence.

What Is a Matrix Template in ClickUp?

A matrix template is a pre-built framework that organizes items into a grid so you can compare options and decide what to do next. In ClickUp, these templates help you rank ideas, tasks, or projects by urgency, importance, effort, risk, or impact.

Common scenarios where a matrix template is useful include:

• Prioritizing a long list of tasks or features
• Choosing between competing projects or initiatives
• Planning product roadmaps or marketing campaigns
• Balancing effort, value, and risk for any decision

How to Access Matrix Templates in ClickUp

You can find matrix templates directly from the ClickUp template library and apply them to a Space, Folder, List, or view. Follow these steps:

1. Open your Workspace.
   Navigate to the Space, Folder, or List where you want to use a matrix.

2. Add or select a view.
   Create or open a List, Board, or other view where you will manage tasks or ideas.

3. Open the template center.
   In the view toolbar, select the option to browse templates, then search for matrix templates.

4. Choose a matrix template.
   Pick the matrix framework that best matches your workflow, such as prioritization or effort vs. impact.

5. Apply the template.
   Click the template to apply it to your current location, then confirm any setup prompts.

For more detail and examples of matrix options, see the original guide on the ClickUp matrix templates blog page.

Choosing the Right ClickUp Matrix Template

Different matrix templates in ClickUp support different decision-making needs. Select the one that matches what you are trying to optimize.

ClickUp Eisenhower Matrix for Task Prioritization

The Eisenhower Matrix separates tasks into four quadrants based on urgency and importance. Use this template when you need to clean up an overloaded to-do list.

Typical quadrants include:

• Urgent and important — Do now
• Important but not urgent — Schedule
• Urgent but not important — Delegate
• Neither urgent nor important — Eliminate

In ClickUp, the template may use custom fields, tags, or statuses to label each quadrant and custom views to filter tasks accordingly.

ClickUp Impact vs. Effort Matrix

Use an impact vs. effort matrix when you want to choose which ideas or features to deliver first. This template helps you identify quick wins and avoid low-value work.

Typical categories:

• High impact, low effort — Quick wins
• High impact, high effort — Major projects
• Low impact, low effort — Fillers
• Low impact, high effort — Avoid

ClickUp matrix templates for impact vs. effort often include numeric custom fields, color-coded priorities, and preconfigured views so you can quickly sort by each factor.

ClickUp Risk or Priority Matrix

Some templates focus on risk, probability, or priority. These work well for project managers, product owners, and leadership teams deciding where to allocate resources.

Examples of fields these ClickUp templates might use:

• Risk level (Low, Medium, High)
• Likelihood or probability
• Business impact or value score
• Overall priority rating

Setting Up Your ClickUp Matrix Template

Once you pick a template, customize it to match your workflow. This keeps your matrix aligned with real goals and metrics.

Step 1: Define Your Criteria

Before editing the template, decide what each axis or quadrant means for your team. In ClickUp, you can rename fields and views so everyone understands the criteria.

• Clarify how you define urgency, importance, impact, effort, or risk.
• Agree on a scoring scale (for example 1–5 for impact).
• Document your definitions in a ClickUp Doc linked to the List.

Step 2: Customize Custom Fields

Most matrix templates in ClickUp rely on custom fields. Tweak them to match your language and scoring style.

1. Open the List that uses the matrix template.

2. Expand the custom fields panel.

3. Rename fields like Impact, Effort, or Risk as needed.

4. Adjust dropdown options, colors, or number ranges.

This step keeps your matrix clean and easy to scan.

Step 3: Configure ClickUp Views for Your Matrix

Matrix templates usually ship with helpful views. Refine these views so your team can see data the way they work best.

Typical view tweaks:

• Sort tasks by impact, effort, or priority.
• Group by custom field (for example quadrant label).
• Filter out completed or low-value tasks.
• Save view filters so the matrix stays focused.

Populating Your ClickUp Matrix with Tasks and Ideas

Next, add items to your matrix so you can start analyzing and prioritizing.

Step 1: Capture All Candidates

First, gather every task, idea, feature, or project that should be evaluated. In ClickUp, you can:

• Import tasks from spreadsheets or other tools.
• Convert notes or comments into tasks.
• Use forms to collect ideas from stakeholders.

Step 2: Score Each Item

Use the custom fields provided by the template to score or label each item. Work as a group to keep scoring consistent.

1. Open each task in ClickUp.

2. Set values for impact, effort, urgency, or risk.

3. Apply tags or statuses that match matrix quadrants.

As you update items, your matrix views will automatically rearrange to reflect the new data.

Step 3: Review the Matrix as a Team

Once everything is scored, review the matrix inside ClickUp and decide what to do next.

• Identify quick wins and high-value work.
• Defer or remove low-value tasks.
• Assign owners and due dates directly from the matrix view.

Best Practices for ClickUp Matrix Templates

To get consistent results from any matrix in ClickUp, keep these practices in mind.

Align Matrix Use with Goals

Always connect your matrix to business goals, OKRs, or project objectives. Document the purpose of the matrix in a description or attached Doc so new team members understand how to use it.

Standardize Scoring Rules in ClickUp

Create a short scoring guide inside your Workspace. For example:

• Impact 5 = Direct revenue or critical customer benefit.
• Impact 1 = Minimal or internal-only benefit.
• Effort 5 = Multi-sprint, cross-team project.
• Effort 1 = Under one hour for one person.

Store this in a shared ClickUp Doc and link it in the List or Space description.

Review and Update Regularly

Matrices are snapshots in time. Schedule recurring reviews to keep your ClickUp matrix current.

• Run weekly or biweekly review sessions.
• Re-score tasks when requirements or constraints change.
• Archive finished items to keep the matrix readable.

Next Steps After Setting Up Your ClickUp Matrix

After building your matrix, turn decisions into action using native tools in ClickUp:

• Convert top-priority items into detailed tasks or subtasks.
• Use dependencies to map execution order.
• Add time estimates to plan workloads.
• Track progress with Dashboards and reports.

If you need help designing a broader work management system around your matrices, consider consulting specialists who implement tools like ClickUp at scale. For example, Consultevo offers strategic support for optimizing work management platforms.

By applying the right matrix template, customizing fields, and reviewing scores regularly, you can use ClickUp to make clear, data-driven decisions on what to tackle next, while ensuring your team stays focused on the highest-value work.

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