How to Build a Video Production Workflow in ClickUp

Using ClickUp to manage your video production workflow helps you move from scattered ideas to finished videos on time, every time. This how-to guide walks you through setting up a complete, repeatable process so your team knows exactly what to do at every stage.

The steps below are based on a proven end-to-end workflow, from brainstorming through publishing and analysis. You can follow them as-is or adapt them to your own creative process.

Step 1: Map Your Video Production Stages in ClickUp

Before you touch any settings, clarify the main stages your videos move through. The source workflow on the ClickUp video production article uses six major phases that work well for most teams.

List the stages you need, such as:

• Ideation and planning
• Pre-production
• Production
• Post-production
• Review and approval
• Publishing and tracking

Having the big picture ready will make it easier to configure ClickUp views, statuses, and templates that match how your team actually works.

Step 2: Create a Dedicated Space in ClickUp

Next, give your video work a clear home in ClickUp so it does not compete with unrelated tasks.

1. Create a new Space and name it something like Video Production or Creative Studio.

2. Choose a distinct color and icon so team members can recognize it quickly in the sidebar.

3. Enable the features you will need for this Space, such as task statuses, custom fields, Docs, and dependencies.

This Space becomes your single source of truth for all video work: campaigns, one-off pieces, and recurring series.

Step 3: Set Up Lists for Each Workflow Stage

Inside your new Space, use Lists to mirror the stages of your process. This lets you keep related tasks grouped together while still seeing the entire pipeline.

Create one List for each major phase, for example:

• Ideas & Strategy
• Pre-Production
• Production
• Post-Production
• Review & QA
• Publishing & Performance

Each video will move across these Lists as it progresses. You can also create separate Folders within ClickUp if you manage multiple brands or channels and want identical workflows for each.

Step 4: Design Clear Task Statuses in ClickUp

Statuses show where work stands at a glance. A well-structured status set in ClickUp prevents confusion and avoids endless “What is happening with this video?” messages.

Within each List, configure a short, logical set of statuses such as:

• Backlog
• In Progress
• Waiting on Assets
• Ready for Review
• Changes Requested
• Approved
• Scheduled
• Complete

Use consistent naming across Lists so your entire team reads statuses the same way. You can also color-code statuses for quick visual cues in Board and List views.

Step 5: Build a Reusable Video Task Template in ClickUp

Templates are the backbone of an efficient workflow. One well-designed task template in ClickUp can save hours on every new video and ensure nothing is missed.

Create a new task called something like Video Template – Do Not Edit and add:

Core Task Details in ClickUp

• Task name format: Channel or series + topic (for example, “YouTube – Video Production Workflow Tutorial”).
• Description: A short summary of the video, its goal, and target audience.
• Due date and time: Use relative dates when creating tasks from the template to match your standard timeline.

Subtasks for Each Production Phase

Inside your template task, add subtasks for the repeatable actions your team takes, such as:

• Outline concept and key points
• Write full script
• Review script
• Prepare shot list or storyboard
• Gather or create design assets
• Record A-roll
• Capture B-roll and screen recordings
• First edit
• Internal review
• Revisions
• Final edit and sound mix
• Thumbnail design
• Metadata and description
• Upload and schedule
• Initial performance check

Add assignees, estimated time, and due dates to subtasks if your workflow is highly structured.

Custom Fields for Video-Specific Data

Custom fields in ClickUp let you standardize key information about each video. Helpful fields include:

• Platform (YouTube, social, website, internal)
• Content type (tutorial, webinar clip, promo, testimonial)
• Priority
• Target publish date
• Campaign or series
• Link to final video
• Performance notes

Save this task as a template so anyone can spin up a complete video workflow with one click.

Step 6: Use ClickUp Views to Track Work Easily

Different team members need different perspectives on the same work. ClickUp views let you create those perspectives without changing the underlying tasks.

Board View for Pipeline Management

Use Board view to see tasks as cards moving across columns that match your statuses. This is ideal for producers and project managers tracking the overall flow of videos from idea to completion.

List View for Detailed Planning

Switch to List view when you want to sort or filter by fields like priority, platform, or target publish date. This is useful for weekly planning meetings or editorial calendar reviews.

Calendar View for Deadlines and Publishing

Calendar view helps you confirm that recording, editing, and publishing timelines are realistic. Drag-and-drop dates to adjust schedules quickly while keeping dependencies in mind.

Step 7: Automate Repetitive Steps in ClickUp

Once your workflow runs reliably, automate routine actions so your team can focus on creative work instead of admin tasks.

Examples of helpful automations include:

• When a video task moves to Ready for Review, automatically assign it to a reviewer.
• When a task is set to Approved, change the List to Publishing & Performance.
• When due dates change, notify specific stakeholders or channels.

Start with a few simple automations, then expand as you see where work slows down.

Step 8: Standardize Collaboration and Feedback

Use built-in collaboration features to keep conversations close to the work instead of spread across email threads.

• Use task comments for feedback on scripts, edits, and thumbnails.
• Mention teammates with @ to request specific actions or approvals.
• Attach drafts, design files, and links directly to the relevant task or subtask.
• Use Docs to capture style guides, shot guidelines, and production checklists your team can reference anytime.

This reduces confusion and ensures every comment and decision is recorded where it belongs.

Step 9: Track Results and Improve Your Workflow

After publishing, log key performance data so your process gets better with each video.

Within your Publishing & Performance List:

• Store links to the live video.
• Record early metrics such as views, watch time, click-through rate, or engagement.
• Use custom fields or comments to note what worked and what you would change next time.

Review completed tasks regularly to refine timelines, checklists, and responsibilities.

Next Steps: Optimize Your ClickUp Setup

With this structure in place, your team has a reliable framework to plan, produce, and publish video content consistently. You can continue to refine your ClickUp setup with more advanced automations, reporting, or templates tailored to your channels.

If you want expert help designing or auditing your workspace, consider working with a dedicated ClickUp consulting partner such as Consultevo, which specializes in workflow optimization and implementation.

Start by mapping your stages, building a solid template, and encouraging your team to keep every video task inside ClickUp. Over time, you will see fewer missed steps, clearer ownership, and a smoother path from idea to published content.

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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