How to Switch from Rally and Jira to ClickUp

Moving from Rally or Jira to ClickUp can simplify Agile project management, centralize work, and give your teams a more flexible, modern workspace. This how-to guide walks you through planning, mapping, and configuring your new setup so you can transition smoothly without losing control of your backlog, sprints, or reports.

Step 1: Compare Rally, Jira, and ClickUp Capabilities

Before you migrate anything, clarify what you use in Rally and Jira and how it will translate into your new workspace.

Rally (CA Agile Central): Strong Agile focus, backlog, portfolio hierarchy, release and iteration planning.
Jira: Highly configurable, supports Scrum and Kanban, popular for software teams and issue tracking.
ClickUp: All-in-one work platform, combines project management, docs, whiteboards, and reporting for technical and non-technical teams.

Use this comparison to decide which features you must replicate and which workflows you can simplify or improve.

For an in-depth comparison of Rally and Jira that informs what to bring into your new system, review the original analysis here: Rally vs. Jira breakdown.

Step 2: Plan Your ClickUp Workspace Structure

A clean structure is essential for a successful migration. Take time to design how you want work to be organized before you import any data.

Map Existing Projects to ClickUp Hierarchy

ClickUp has a flexible hierarchy that can mirror Agile structures from Rally and Jira.

Workspace: Your company or organization.
Spaces: Major business areas or products (for example: Engineering, Product, Marketing).
Folders: Programs, portfolios, or teams within a space.
Lists: Projects, epics, or releases.
Tasks and Subtasks: User stories, defects, and smaller work items.

Decide how you want your current portfolios, projects, epics, and stories to align with these levels. Keep the structure as simple as possible so teams can find work quickly.

Define Roles and Permissions in ClickUp

Rally and Jira both rely on roles like admin, project owner, or contributor. Recreate a clear permission model so access is controlled from day one.

Identify who will be workspace admins.
Choose which teams own each space.
Decide who can create and edit tasks, custom fields, and automations.

Document these decisions and share them with team leads before you start moving projects.

Step 3: Recreate Agile Workflows in ClickUp

Your Agile delivery depends on clear workflows. Use what worked in Rally and Jira as a starting point, then streamline where possible.

Set Up ClickUp Statuses for Scrum and Kanban

Translate your existing boards into simple, meaningful statuses.

Backlog management: Backlog, Ready, In Refinement.
Scrum boards: To Do, In Progress, In Review, Done.
Kanban boards: On Deck, Doing, Blocked, Done.

Create different status workflows for separate lists if teams have unique processes, but avoid unnecessary complexity.

Add Custom Fields that Match Rally and Jira Data

Rally and Jira often rely on fields like story points, severity, or components. Configure custom fields in ClickUp so imported or recreated work maintains critical context.

Story points or estimates.
Priority or severity.
Component, feature area, or module.
Release or iteration tags.

Standardize field names and options across spaces so reporting stays consistent.

Step 4: Organize Backlogs in ClickUp

Backlog clarity is central to both Rally and Jira. Rebuild that clarity in your new workspace.

Create Product and Team Backlogs

Organize lists and views so product managers, Scrum masters, and teams can each see what they need.

Use a dedicated backlog list per product or team.
Add views filtered by owner, priority, or sprint readiness.
Tag or group items by epic or feature so work is easy to slice.

Leverage list-level filters to help stakeholders see only what relates to them while using the same underlying tasks.

Prioritize and Groom in ClickUp Views

Recreate the grooming habits you had in Rally and Jira using board and list views.

Use drag-and-drop on board views to manage priority.
Add a “Groomed” or “Ready for Sprint” status or checkbox.
Save a view just for product owners to refine upcoming work.

Keep the workflow clear so teams always know which items are eligible for the next sprint.

Step 5: Manage Sprints and Releases in ClickUp

Both Rally and Jira support structured iterations. Bring that discipline into your new setup.

Design Sprint Lists and Views

There are multiple ways to structure sprints in ClickUp. Choose one and standardize across teams.

Sprint per list: Create a new list for each sprint and move tasks in and out.
Sprint via fields: Use a custom field for sprint name or number and filter views accordingly.
Dedicated sprint space: Centralize sprints while keeping product backlogs separate.

Whichever you choose, align on naming conventions so reporting is easy.

Track Releases and Dependencies

Rally and Jira users often rely on release trains and cross-team dependencies. Use built-in features to keep this visible.

Link related tasks across lists or spaces.
Use milestones for release dates.
Create a roadmap list or timeline view for releases.

Maintain a single source of truth where leadership can see how work flows into each release.

Step 6: Configure ClickUp Dashboards and Reports

Stakeholders who are used to Rally and Jira reports still need visibility in your new environment.

Rebuild Core Agile Metrics in ClickUp

Determine which metrics matter most and recreate them with dashboard widgets.

Velocity per sprint or team.
Work in progress by status or assignee.
Bug count and resolution time.
Throughput and cycle time trends.

Use filters to separate data by space, team, or project while still keeping high-level portfolio views.

Share Dashboards with Leadership and Teams

Distribute dashboards widely so people can self-serve instead of requesting manual updates.

Create executive overviews with key metrics and release status.
Provide team dashboards focused on day-to-day work.
Use time-based filters to show current sprint or quarter.

Document which dashboards replace previous Rally and Jira reports to ease the transition.

Step 7: Onboard Teams into ClickUp

A smooth rollout is as important as the technical setup.

Run Targeted Training Sessions

Different groups need different levels of detail. Tailor onboarding sessions so each audience understands how to work in the new system.

Product managers: Backlog views, prioritization, and roadmaps.
Developers and testers: Boards, tasks, and sprint views.
Leaders: Dashboards, portfolios, and status views.

Show side-by-side examples of how common Rally and Jira tasks look in the new environment.

Document ClickUp Best Practices

Create written guidelines so teams can reference standards after training.

Naming conventions for lists, epics, and sprints.
Definition of done and workflow expectations.
How to log time, story points, or defects.

Store your documentation where everyone can access it easily and keep it updated as processes evolve.

Step 8: Iterate on Your ClickUp Setup

Once teams are working in the new system, collect feedback and improve continuously.

Review what feels slower or more complex than Rally and Jira.
Identify views that are unused and can be removed.
Add automations selectively to reduce repetitive work.

Consider partnering with experienced consultants who specialize in modern work management platforms. Resources like Consultevo can help refine structure, reporting, and change management to get maximum value from your new setup.

By carefully mapping your current tools, designing a clear hierarchy, rebuilding Agile workflows, and onboarding teams thoughtfully, you can transition from Rally and Jira into a streamlined ClickUp environment that supports both technical and business teams in one place.

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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