How to Build an Org Chart in ClickUp (Step-by-Step)

ClickUp can help you turn a messy list of names and roles into a clear visual org chart that your whole team understands. Using ideas inspired by Miro org chart templates, you can quickly map reporting lines, clarify responsibilities, and share your structure across projects.

This guide walks you through planning, designing, and maintaining an org chart using ClickUp features such as Lists, Views, custom fields, and Docs.

Why Create an Org Chart with ClickUp?

Before you start, it helps to understand why organizing your structure inside ClickUp is useful instead of keeping it in a static diagram somewhere else.

• Single source of truth: Keep roles, teams, and responsibilities in the same workspace where work happens.
• Easy updates: Adjust structure as your company grows without redrawing everything from scratch.
• Better visibility: New hires can quickly see who does what and where they fit.
• Flexible views: Switch between list, hierarchy-style, and task-based perspectives.

The source article on Miro org chart templates (see the original guide) highlights how visual structure improves communication. You can apply the same principles directly inside your workspace setup.

Plan Your Org Chart Before Building It in ClickUp

Before touching any settings, gather the information your org chart needs. Planning first will make your setup in ClickUp faster and cleaner.

Define the Purpose of Your ClickUp Org Chart

Identify what you want your chart to answer for teammates:

• Who reports to whom?
• Which team owns each function?
• Who leads each department and sub-team?
• What are the core responsibilities of each role?

Keep this purpose in mind as you choose how to model your hierarchy inside ClickUp.

Collect the Right Org Data

Gather the core data you will represent in your workspace:

• Employee or contractor names
• Job titles and levels
• Departments and sub-teams
• Managers and direct reports
• Location or time zone (optional)
• Key responsibilities or focus areas

Having this list ready will make the build process smoother when you start adding items in ClickUp.

Step 1: Create a Space for Your Org Chart in ClickUp

Start by choosing where the org chart will live inside ClickUp so that everyone knows where to find it.

1. Create a dedicated Space. Name it something like Company Org Chart or People & Structure.

2. Add a Folder for teams. Within that Space, create a Folder called Departments or Org Structure.

3. Set access controls. Decide whether everyone can edit, or if HR/operations are the primary maintainers.

The goal is to make your org chart easy to access but controlled enough to stay accurate.

Step 2: Build a Department List in ClickUp

Once your Space is ready, use a List to represent the high-level org structure. Think of this as the backbone for your chart.

1. Create a List called “Org Chart.” Place it in your new Folder.

2. Add tasks for each department. Each task represents a major team such as Engineering, Marketing, or Sales.

3. Use subtasks for sub-teams. For example, under Marketing you might create Content, SEO, and Product Marketing as subtasks.

This structure mirrors the hierarchy shown in the Miro org chart examples while staying flexible inside ClickUp.

Step 3: Add Roles and People Using ClickUp Custom Fields

Next, enrich your org chart List with information about each role and person. Custom fields make this organized and filterable.

Set Up Custom Fields in ClickUp

Create these helpful fields on your org chart List:

• Role Title (text): Job title for each entry.
• Manager (user or text): Who this role reports to.
• Department (dropdown): Department name, if you mix roles in one List.
• Location (text or dropdown): City, region, or time zone.
• Status (dropdown): Active, open role, contractor, or planned hire.

These fields let you sort and filter your org chart while still living inside ClickUp tasks.

Add People to Your ClickUp Org Chart

1. Create a task for each person or role. Use the task name for the person’s name or role title.

2. Fill in the custom fields. Add department, manager, location, and status.

3. Assign the task to the corresponding user. This links the chart entry to the actual workspace member.

4. Add role details in the description. Document key responsibilities, tools used, and goals.

Your org chart now becomes a living directory that connects structure with day-to-day work in ClickUp.

Step 4: Visualize Hierarchy with ClickUp Views

Miro org chart templates emphasize clarity and hierarchy. While ClickUp is not a pure diagramming tool, you can still achieve a visual representation using existing views.

Use List and Hierarchical Views in ClickUp

To see structure clearly, experiment with these options:

• List View: Sort and group by Department or Manager to see teams together.
• Hierarchy Navigation: Use Spaces, Folders, Lists, tasks, and subtasks to reflect the reporting tree.
• Custom sorting: Sort by role level (e.g., C-level, Director, Manager, IC) if you add a dedicated field.

This gives you a clean, text-based hierarchy similar to what you would design in a template-driven diagram.

Combine ClickUp with an External Diagram (Optional)

If you still want a fully graphical org chart, you can design it in a visual tool and then link it into your workspace.

1. Create the visual diagram in a tool that supports org chart templates.

2. Attach or link the diagram to a task or Doc in your org chart Space.

3. Keep the data in ClickUp as the single source of truth, and update the diagram only when needed.

This hybrid approach gives you the best of both worlds: data-driven structure and a polished visual.

Step 5: Document Your Org Chart in a ClickUp Doc

Docs are perfect for explaining how your structure works and giving context to the chart you built in ClickUp.

1. Create a Doc inside your org chart Space. Name it Company Org Chart & Reporting.

2. Embed or link relevant Lists. Add links to the org chart List and specific department tasks.

3. Explain your structure. Describe how departments collaborate, decision-making flows, and escalation paths.

4. Add a change log. Keep a short section noting major org changes over time.

Having your explanations and structure together helps new team members ramp up quickly.

Step 6: Keep Your ClickUp Org Chart Accurate

An org chart is only useful if it stays current. Build simple maintenance habits directly into ClickUp.

• Assign an owner: Make HR or operations responsible for keeping the chart updated.
• Use recurring tasks: Create a recurring reminder to review and update the chart monthly or quarterly.
• Link hiring tasks: Connect recruiting or onboarding tasks to roles in the chart.
• Archive or update statuses: Change the Status field when people move roles or leave the company.

These small steps prevent your org chart from getting out of sync with reality.

Tips for Improving Your ClickUp Org Chart

To make your chart easier to understand and maintain, consider these enhancements:

• Use color-coding: Apply custom fields and tags to color-code departments or locations.
• Mirror Miro best practices: Keep hierarchy simple, avoid clutter, and use consistent naming, just like the examples in the Miro org chart templates article.
• Add links to key resources: In each role’s task, link to playbooks, SOPs, or project Lists.
• Share a read-only view: Use permissions so everyone can see the chart while only designated owners can edit.

Next Steps

With your structure planned and the basic setup complete, you can continue refining your org chart in ClickUp to match how your company operates. As you improve how roles and processes connect, you may find it helpful to explore additional project management and automation techniques. For more strategic optimization ideas, you can also visit Consultevo for guidance on workflows and systems.

By combining the clarity of org chart templates with the flexibility of ClickUp, you create a living, up-to-date map of your organization that supports collaboration, onboarding, and long-term planning.

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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