How to Use ClickUp for Video Projects

ClickUp can streamline every step of your video production process, from high-level planning to tracking edits and approvals. This how-to guide walks you through building a simple but powerful workflow based on features that help teams coordinate video work efficiently.

The steps below are inspired by how video teams compare tools like Vimeo alternatives to manage content, collaboration, and publishing. You will see how to turn those needs into a repeatable process inside a flexible work management platform.

Step 1: Plan Your Video Strategy in ClickUp

Before you record anything, organize your video strategy. A clear plan helps you decide which platforms and file‑handling tools you will pair with your project management workspace.

1. Create a Space named “Video Production”. Group all of your video initiatives here to keep them isolated from unrelated work.

2. Add Folders such as “Campaign Videos”, “Product Tutorials”, and “Webinars”. Each folder will hold individual video projects for a specific purpose.

3. Inside each Folder, create Lists for stages like “Ideas Backlog”, “In Production”, and “Published”. This mirrors how teams evaluate platforms such as those discussed at Vimeo alternatives and then track where every asset lives.

Using this hierarchy makes it easier to see which concepts are only ideas and which videos are already in editing or live.

Step 2: Build a ClickUp Task Template for Each Video

Next, standardize all recurring steps with a reusable task template. This keeps every video aligned with your strategy and ensures that nothing is missed.

1. Create a new task named “Video Template – Do Not Use Directly”. This will serve as the base for future video tasks.

2. Add custom fields such as:

   • Video Type (e.g., explainer, tutorial, ad)

   • Primary Platform (YouTube, social, website, or alternative host)

   • Target Audience

   • Owner and Supporting Editor

   • Due Date for Final Cut

3. Inside the task, create a checklist for essential stages:

   • Script outline

   • Script review

   • Recording session

   • Rough cut

   • Internal review

   • Client or stakeholder review

   • Final cut and export

   • Upload to hosting platform

   • Publish and embed

4. Save the configuration as a task template so that every new video starts with the same structured plan.

Whenever you kick off a new project, apply this template and adjust only the specifics, like dates and the file location of the final video.

Step 3: Use ClickUp Views to Track Video Stages

You can view your work from different angles to keep production organized. These views make it easier to see bottlenecks and upcoming deadlines.

Kanban Board View in ClickUp

Create a Board view to move tasks through stages visually.

• Set columns such as “Pre‑Production”, “Production”, “Editing”, “Review”, and “Published”.

• Drag video tasks between columns as you complete each step of your checklist.

• Filter by assignee to see what each editor, producer, or reviewer is working on.

This gives a simple snapshot of the health of your video pipeline at any time.

Calendar View in ClickUp

Use a Calendar view to coordinate important dates.

• Display tasks by due date to see when scripts, rough cuts, and final exports are expected.

• Color‑code by Video Type or Primary Platform to ensure that you balance short‑form content, webinars, and long‑form assets.

• Identify schedule gaps where you can slot in new recordings or edits.

Calendar planning helps you deliver consistent publishing cadences across multiple channels and tools.

Step 4: Organize Assets and Links in ClickUp

Video workflows involve many files: scripts, storyboards, thumbnails, and exports. Keeping them connected to tasks reduces searching and confusion.

1. Attach scripts and storyboards directly to each video task. Use comments to discuss changes instead of long email threads.

2. Add links to external storage or hosting tools where you keep master video files. This might include specialized platforms selected after reviewing different hosting options.

3. Use sub‑tasks for separate versions, such as “30‑second cut”, “15‑second cut”, and “vertical format”. Each sub‑task can include its own link to a specific file.

Keeping everything in one place makes onboarding new collaborators much faster and keeps context clear.

Step 5: Manage Reviews and Approvals in ClickUp

Reviews are one of the most time‑consuming parts of video production. A structured process reduces delays and guesswork.

1. Create a custom status called “In Review” for video tasks so the team can see what needs feedback.

2. Use @mentions in comments to notify stakeholders when a new cut is ready. Ask for specific feedback, such as pacing or on‑screen text clarity.

3. Track requested changes within the task or as sub‑tasks labeled “Edit Round 1” and “Edit Round 2”. Assign each item to the responsible editor with clear deadlines.

4. When all revisions are complete and stakeholders approve, move the task to a “Ready to Publish” or “Published” status.

This review pattern helps ensure that every version gets checked thoroughly before your team uploads it to the public platform of choice.

Step 6: Report on Video Work in ClickUp

After a few cycles, analyze how effectively your team produces content. Reporting helps you decide which workflows to keep, refine, or replace.

• Track how long tasks stay in each status to see whether scripting, recording, or editing is the main bottleneck.

• Review workload by assignee so you can rebalance responsibilities between producers, editors, and designers.

• Group tasks by Video Type to understand whether certain formats require more time or more review rounds.

Over time, this insight helps you plan realistic timelines and align your team with your publishing calendar.

Step 7: Combine ClickUp With Other Video Tools

No single product replaces every video platform, editor, and storage solution. Instead, use project management as the hub that connects them.

• Store the latest approved link to each video in a dedicated custom field so marketing, sales, and support teams can access it easily.

• Document which host or platform is used for each asset, following the same logic you would apply when comparing different video hosting providers.

• Keep process documentation in Docs so new teammates learn how to request videos and where to find them.

If you need additional guidance building a content operations stack, you can explore resources at Consultevo for broader digital workflow and optimization support.

Next Steps: Make ClickUp Your Video Production Hub

By organizing your hierarchy, standardizing templates, using flexible views, and centralizing reviews, you can turn your workspace into a reliable hub for every stage of video production. Start with one campaign, refine your process, and then roll the same structure out across all of your video initiatives for a more predictable, scalable production pipeline.

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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