How to Use ClickUp to Replace Trevor AI

If you relied on Trevor AI for time-blocking and scheduling, you can move your workflows into ClickUp and gain a more flexible, all-in-one workspace for managing tasks, time, and projects.

This step-by-step guide shows you how to recreate core Trevor-style scheduling flows using ClickUp features so you stay organized without losing control of your day.

Why Move Your Scheduling to ClickUp

Trevor AI focused on time-blocking tasks inside your calendar. ClickUp covers that need and adds full project management, collaboration, and documentation in one platform.

By setting up a smart workspace, you can:

• Convert simple to-do lists into structured tasks with time blocks
• See your work in lists, boards, calendars, and timelines
• Automate recurring task scheduling
• Connect your planning view to team collaboration

The steps below walk you through building a system that feels familiar if you came from Trevor while unlocking the wider capabilities of ClickUp.

Step 1: Set Up Your ClickUp Workspace Structure

Before you create tasks and schedules, put a simple structure in place so your planning stays organized at scale.

Create Spaces in ClickUp for Key Areas

Spaces are top-level containers. Use them to separate big areas of your life or business.

Examples:

• Space: Personal
• Space: Client Work
• Space: Product Development

Within each Space in ClickUp, you will add Folders and Lists that mirror how you think about your work.

Build Folders and Lists for Daily Planning

Folders group related Lists. Lists hold individual tasks, similar to what you used in Trevor.

Try this simple structure:

• Space: Personal Productivity
  • Folder: Planning
    • List: Inbox
    • List: This Week
    • List: Someday / Maybe

This gives you a place to capture everything first, then promote important items into your weekly plan inside ClickUp.

Step 2: Rebuild Trevor-Style Tasks in ClickUp

Trevor sessions focused on taking items from a list and dropping them onto time on your calendar. To get a similar flow, start by creating well-structured tasks.

Create Tasks with Time-Blocking Fields

For each task, include details that support scheduling:

• Clear title that describes the action
• Description with key notes or links
• Start and due dates with times
• Priority for quick triage

In ClickUp, you can add both start and due times to represent your time block window on your schedule.

Use Custom Fields to Capture Effort

To improve time-blocking, add Custom Fields for effort and context. Examples:

• Number field: Estimated Duration (minutes)
• Dropdown field: Energy Level (Low, Medium, High)
• Dropdown field: Location (Home, Office, Remote)

These fields help you choose what to schedule when, just like picking the right tasks during a Trevor planning session.

Step 3: Time-Block Your Day with ClickUp Calendar Views

Once your tasks are created, use Calendar views in ClickUp to drag, drop, and schedule them into your day.

Create a Daily Calendar View in ClickUp

1. Open your planning List (for example, This Week).
2. Click to add a new view and choose Calendar.
3. Set the default to Day or Week for focused planning.
4. Filter to show only tasks assigned to you with dates.

This Calendar now works like a Trevor-style schedule board where you can place tasks into specific time slots.

Drag Tasks to Schedule Time Blocks

Use the Calendar view to visually map your day:

• Drag a task from unscheduled to a time slot.
• Resize the block to match your estimated duration.
• Adjust start and end times if your day changes.

Each move automatically updates start and due times inside ClickUp, keeping your schedule synced across views.

Step 4: Build a Daily Planning Routine in ClickUp

A consistent routine is what made Trevor sessions powerful. You can mirror that planning habit using standard views and workflows.

Morning Planning Workflow in ClickUp

1. Open your Inbox List and quickly triage new items.
2. Move the most important tasks into your This Week List.
3. Open the Calendar view on This Week.
4. Drag top-priority tasks into your schedule for the day.
5. Balance work blocks with breaks and buffer time.

This gives you a clear, realistic day plan based on actual time blocks, not just a long to-do list.

Evening Review Workflow in ClickUp

1. Check completed tasks in your Calendar view and Lists.
2. Reschedule anything unfinished to another time slot.
3. Update priorities and durations based on what you learned.
4. Capture new tasks in your Inbox List while they are fresh.

By repeating these two routines, you create a stable rhythm similar to a Trevor session but with full project context.

Step 5: Use Advanced ClickUp Features to Go Beyond Trevor

While Trevor focused on individual time-blocking, ClickUp supports full team and project coordination. Once basic scheduling is working, enhance your system with a few advanced tools.

Automate Repetitive Scheduling

Turn recurring tasks into consistent time blocks:

• Create a task for daily deep work or weekly planning.
• Set it to repeat on a schedule (daily, weekly, or custom).
• Use Calendar view to adjust the exact time as needed.

This reduces manual setup and keeps important routines visible on your calendar.

Visualize Workload Across Projects

Use views that combine tasks from multiple Lists:

• Create a Calendar or Workload view at the Space level.
• Filter to show tasks from relevant Lists only.
• Spot overbooked days and move tasks to protect focus time.

With this setup, ClickUp becomes your single source of truth for commitments across personal and team work.

Step 6: Integrate ClickUp with Your Existing Tools

You may still want your familiar calendar and communication tools. Connect them so your new scheduling flow feels natural.

Sync ClickUp Tasks with Your Calendar

Use native calendar syncing features to see tasks outside the app:

• Link your workspace to Google Calendar or another provider.
• Choose which Lists or Spaces to sync.
• View time-blocked tasks alongside events and meetings.

This way, you get a unified view of your day while continuing to manage task details in ClickUp.

Collaborate with Your Team

Invite teammates and share planning Lists so everyone understands priorities and schedules.

• Assign owners for each task.
• Use comments for quick clarifications.
• Share Calendar views when planning shared work blocks.

Team visibility turns your personal planning system into a shared execution hub.

Where to Learn More Beyond This ClickUp Guide

The original comparison and context for Trevor AI alternatives can be found in the detailed overview here: Trevor AI Alternatives. It outlines how modern planning tools help you manage tasks, time, and projects together.

If you want expert help designing a custom productivity system or implementation, you can explore consulting resources like Consultevo, which focuses on building scalable, optimized workflows.

Start Using ClickUp as Your Central Planning Hub

By setting up a simple structure, defining task fields, and using Calendar views for time-blocking, you can turn ClickUp into a powerful alternative to Trevor AI.

Begin with one Space and one planning List, establish daily and weekly routines, and then layer on automation, workload views, and integrations as your needs grow. Over time, your entire planning workflow will live in one flexible, collaborative workspace.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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