How to Switch from Remember The Milk to ClickUp

If you are ready to move beyond basic to-do lists, ClickUp can replace Remember The Milk and give you a complete workspace for tasks, projects, and collaboration. This step-by-step guide shows you exactly how to switch and set up ClickUp for personal and team productivity.

Why Move from Remember The Milk to ClickUp

Remember The Milk is a popular task list, but it was built mainly for simple reminders. ClickUp goes further by combining tasks, docs, collaboration, time tracking, and reporting in one place.

Based on the comparison in the Remember The Milk alternatives guide, the main reasons to switch to ClickUp include:

• Centralizing work in one platform instead of many disconnected apps
• Using task hierarchies for complex projects
• Customizing workflows with fields, views, and automations
• Collaborating with teams in real time

The following steps will help you rebuild or improve your current system using ClickUp.

Step 1: Plan Your Move to ClickUp

Before you create anything in ClickUp, outline how you use Remember The Milk today. This helps you design a cleaner system instead of copying clutter.

Map Remember The Milk Lists to ClickUp Spaces

In Remember The Milk, you group tasks with lists. In ClickUp, the top level is the Space. Plan Spaces around broad areas of your life or work, such as:

• Personal
• Work
• Client Projects
• Side Hustle

Each Remember The Milk list will usually become a List or Folder inside a matching Space in ClickUp.

Decide How to Use ClickUp Task Hierarchy

ClickUp uses a flexible hierarchy:

• Spaces for big categories
• Folders to group related Lists
• Lists to hold tasks
• Tasks and Subtasks for work items

Plan which Remember The Milk tasks should become:

• Standalone tasks
• Subtasks under a larger parent task
• Recurring tasks with schedules in ClickUp

Step 2: Set Up Your First ClickUp Workspace

Once you have a plan, start configuring ClickUp to match it.

Create Spaces in ClickUp

1. Sign in to your ClickUp account.
2. Open the left sidebar and select + New Space.
3. Name the Space, for example “Personal” or “Team Projects”.
4. Choose the features you want, such as tasks, docs, or sprints.
5. Click Create to finish the Space setup.

Repeat this for each major category you identified earlier.

Build Folders and Lists in ClickUp

1. Inside a Space, click + New Folder to group related Lists, such as “Home” or “Marketing”.
2. Within each Folder, click + New List for task groups that match old Remember The Milk lists.
3. Give each List a clear, action-focused name, such as “This Week” or “Client A Launch”.

This structure keeps ClickUp organized while still being easy to navigate.

Step 3: Rebuild or Import Tasks into ClickUp

Now you can move your existing work into ClickUp.

Option 1: Manually Recreate Key Tasks

If your current lists are messy or outdated, manual setup in ClickUp may be best.

1. Open a ClickUp List.
2. Click + New Task.
3. Copy the task title from Remember The Milk.
4. Add due dates, priorities, and assignees.
5. Break large items into subtasks where needed.

Manual rebuilding lets you clean up duplicates, unclear names, and old reminders.

Option 2: Bulk Import Into ClickUp

If you have a lot of tasks and want to move them faster, you can use table or CSV imports into ClickUp. Export your tasks from Remember The Milk, then follow the import instructions inside your workspace to map columns to fields.

Step 4: Configure ClickUp Views and Filters

Remember The Milk focuses on basic list and date views. ClickUp gives you multiple views so you can see the same data in different ways.

Essential ClickUp Views to Create

• List view for a traditional task list layout
• Board view for Kanban-style stages like “To Do, Doing, Done”
• Calendar view to schedule work across days, weeks, or months
• Inbox or “My Work” style views to focus on your own tasks

To add a view in ClickUp:

1. Open any List or Folder.
2. Click + next to the view tabs at the top.
3. Select the view type, such as List, Board, or Calendar.
4. Save the view and apply filters or sorting rules.

Use Filters in ClickUp to Focus Work

Create saved filters in ClickUp similar to Remember The Milk smart lists:

• Tasks due today
• Overdue tasks
• High-priority items
• Tasks assigned to you

Filtering lets you keep one central system while still having focused daily views.

Step 5: Customize Fields and Statuses in ClickUp

Remember The Milk offers tags and priorities. ClickUp adds more control with custom fields and flexible statuses.

Set Up ClickUp Task Statuses

Instead of just complete or incomplete, ClickUp can use multiple workflow stages.

1. Open Space settings in ClickUp.
2. Go to the Statuses section.
3. Add stages like Backlog, In Progress, Review, and Done.
4. Assign a color to each status to make it easy to scan.

This gives you a clear view of progress across all Lists.

Use ClickUp Custom Fields to Replace Tags

Where you used tags in Remember The Milk, consider using custom fields in ClickUp:

• Dropdowns for work type or context (Home, Office, Deep Work)
• Numbers for estimates or budgets
• Text fields for reference IDs or links
• Checkboxes for quick flags

Custom fields make sorting and reporting in ClickUp more powerful than simple tags.

Step 6: Enable ClickUp Automations and Reminders

Remember The Milk is known for reminders. ClickUp can match that and go further with automation.

Set Up ClickUp Reminders

1. Open a task in ClickUp.
2. Add a due date and optional start date.
3. Turn on reminders at the times you prefer.
4. Enable notifications in your app, email, or browser.

You can also use recurring tasks in ClickUp to handle repeated chores, meetings, and routines.

Build Simple Automations in ClickUp

Automations in ClickUp can handle routine task changes for you. Common examples include:

• When due date changes, move the task to a “Scheduled” status
• When a task is marked complete, assign a follow-up task
• When priority is set to high, alert a manager

Start with one or two basic rules, test them, and expand as your workflow grows.

Step 7: Onboard Your Team into ClickUp

If you used Remember The Milk alone, you can still benefit from collaboration in ClickUp. If you work with a team, onboarding is essential.

Share ClickUp Spaces and Lists

1. Invite teammates to your ClickUp workspace.
2. Grant access to Spaces based on who needs them.
3. Use permissions to limit editing where needed.

Encourage your team to keep all new tasks and discussions in ClickUp rather than chat or email.

Teach Basic ClickUp Habits

Help your team adopt simple daily habits:

• Check ClickUp at the start and end of the day
• Update task statuses as work progresses
• Comment on tasks instead of sending side messages
• Attach files directly to relevant tasks

These habits help you get the most value from the platform.

Step 8: Improve and Scale Your ClickUp Setup

Once your core structure is running, continue refining how you use ClickUp.

Review Your ClickUp Workspace Weekly

• Archive Lists you no longer use
• Merge duplicate tasks
• Adjust views to suit your current priorities
• Update automations that no longer fit

This keeps ClickUp fast and easy to navigate over time.

Use Expert Help for Advanced ClickUp Optimization

If you want deeper workflow design, KPI dashboards, or integrations, consider working with a productivity or systems consultant. For example, Consultevo specializes in operational and process optimization that you can implement using tools like ClickUp.

Start Managing Work in ClickUp Today

Moving from Remember The Milk to ClickUp lets you keep the simplicity of task reminders while gaining full project management, automation, and collaboration. By planning your hierarchy, rebuilding or importing tasks, customizing fields and views, and rolling out automations, you can create a single, organized workspace that scales with both personal and team needs.