How to Replace Notion Travel Templates with ClickUp
If you have outgrown basic Notion travel templates, you can move your entire trip planning workflow into ClickUp for a more flexible, automated, and centralized system. This guide shows you step by step how to recreate and improve common Notion setups using ClickUp features.
The process below is based on the structure and ideas from this original Notion travel template guide, but adapted so you can build everything directly inside ClickUp.
Step 1: Plan Your Travel Structure in ClickUp
Before you build anything, decide how you want to organize trips, destinations, bookings, and activities. In Notion, this is usually done with multiple databases. In ClickUp, you’ll achieve the same clarity with Workspaces, Folders, Lists, and tasks.
Create a dedicated ClickUp travel space
- Create (or choose) a Workspace just for personal planning and travel.
- Add a Folder named something like Travel Planner.
- Inside that Folder, create individual Lists for major categories, such as:
- Upcoming Trips
- Past Trips & Memories
- Packing & Checklists
- Travel Content (photos, notes, and blogs)
This mirrors the multi-database approach you might have used in Notion, but ClickUp lets you connect everything with statuses, custom fields, automations, and views.
Step 2: Build a Trip Master Template in ClickUp
Notion travel templates normally start with one central “Trip” database. In ClickUp, a trip works best as a parent task or as its own List, depending on complexity.
Option A: One trip per List in ClickUp
Use this if you prefer to see all trip details at a glance, grouped by status or time.
- In the Upcoming Trips Folder, create a new List named after the destination (for example, “Japan Spring 2026”).
- Add core task statuses, such as:
- Planning
- Booked
- In Progress
- Completed
- Create a List-level template called Trip Blueprint so you can reuse the same setup for future vacations.
Option B: One trip per parent task in ClickUp
If you prefer a compact overview of all trips in one place, use a single List called All Trips and create one parent task per trip.
- Inside All Trips, create a new task for each trip (for example, “Italy Road Trip”).
- Turn that task into a template called Trip Master Template.
- Use nested subtasks for sections such as transport, stays, activities, and packing.
Both approaches give you a reusable foundation that replaces a static Notion template with dynamic, evolving structures in ClickUp.
Step 3: Add Custom Fields in ClickUp for Travel Details
Where Notion uses database properties, ClickUp relies on custom fields to track trip-specific data. These fields become filters and sorting options across views.
Essential ClickUp custom fields for trips
- Destination (Text): Country, region, or city.
- Trip Type (Dropdown): Options like Business, Family, Solo, Adventure, City Break.
- Start Date / End Date (Date): Actual travel dates.
- Budget (Currency): Planned budget.
- Actual Spend (Currency): Track your real expenses.
- Priority (Dropdown or native Priority): Low, Normal, High, Urgent.
- Booking Status (Dropdown): Idea, Researching, Booked, Cancelled.
Add these fields at the List level so they appear on all trip tasks and subtasks. This mirrors Notion’s central travel database while giving you more automation options inside ClickUp.
Step 4: Organize Bookings and Itineraries with ClickUp Tasks
In Notion, each booking is often a separate entry. In ClickUp, tasks and subtasks are ideal for flights, hotels, and activities.
Set up booking sections in ClickUp
- Inside each trip (List or parent task), create tasks or subtasks for:
- Flights
- Accommodation
- Transport (trains, rental cars, ferries)
- Activities & tours
- Restaurants & food spots
- Add custom fields such as:
- Confirmation Number (Text)
- Booking Platform (Text or Dropdown)
- Check-in / Check-out (Date)
- Paid? (Yes/No)
- Attach booking PDFs, screenshots, and QR codes directly to each task so everything is offline-ready in your ClickUp mobile app.
Create a day-by-day itinerary view in ClickUp
- Assign dates and times to each activity task.
- Switch the List to Calendar view so your tasks appear on the correct travel days.
- Use Time view or Agenda-style views to see the order of events on each day.
This approach recreates a Notion travel database but makes it easier to rearrange plans with drag-and-drop scheduling in ClickUp.
Step 5: Build Packing Lists and Reusable Checklists in ClickUp
Many Notion travel templates feature reusable packing pages. ClickUp gives you a more powerful solution with task templates and nested checklists.
Make a master packing template in ClickUp
- Create a List called Packing & Checklists.
- Add a task named Universal Packing List.
- Inside the task, create checklists such as:
- Documents (passport, ID, visas, insurance)
- Clothing
- Electronics
- Toiletries
- Work gear
- Kids or pet items (if relevant)
- Convert this task into a task template in ClickUp.
Each time you plan a new trip, apply the packing template to a packing task in that trip’s List. This keeps everything consistent and faster than copying pages in Notion.
Step 6: Use ClickUp Views to Replace Notion Databases
Notion uses different database views for boards, tables, and calendars. ClickUp provides similar options, but with more filters and automation.
Core ClickUp views for travel planning
- List View: See all trip tasks, bookings, and notes in a table-like layout with custom fields.
- Board View: Group by status or Trip Type to visualize planning stages.
- Calendar View: Display flights, hotel dates, and activities in a traditional calendar.
- Timeline / Gantt View: Map out long trips across multiple countries.
- Doc View: Store long-form notes, guides, and travel stories next to your tasks.
These views allow you to recreate every major Notion travel layout while keeping your data in one centralized ClickUp system.
Step 7: Automate and Collaborate in ClickUp
One of the big advantages of using ClickUp for travel instead of Notion is automation and real-time collaboration.
Helpful automations for travel in ClickUp
- Change Booking Status to Booked when an attachment containing “confirmation” is added.
- Send an email reminder a few days before Start Date for flight check-in.
- Automatically move tasks from Planning to Booked when the Paid? field is set to Yes.
Collaborate on trips in ClickUp
- Invite family or friends as guests so they can view or edit specific Lists.
- Use comments to discuss ideas, add restaurant tips, and share links.
- Assign different tasks to different travelers, such as “book car,” “research hikes,” or “reserve hotels.”
This combination of automation and collaboration makes ClickUp a powerful upgrade over static Notion travel pages.
Step 8: Review, Archive, and Reuse Your ClickUp Travel Setup
After each trip, you can transform your workspace into a knowledge base of past experiences.
Archive and learn from trips in ClickUp
- Move completed trips into a Past Trips & Memories List.
- Add notes, ratings, and favorite spots as subtasks or comments.
- Filter by Trip Type, budget, or destination to quickly recall details for future planning.
Over time, this becomes a personalized travel library that is easier to maintain than scattered Notion travel templates.
Next Steps: Extend Your ClickUp Travel System
Once the basics are in place, you can keep extending your travel setup.
- Link your travel Lists to budgeting or content-creation Lists.
- Use Docs for long travel journals or packing guides.
- Combine work trips and personal vacations in one unified ClickUp dashboard.
If you want help optimizing and connecting this travel system with broader productivity workflows and AI tools, you can explore consulting resources like Consultevo for strategic guidance.
By rebuilding your travel process in ClickUp, you replace rigid Notion travel templates with a flexible, automated workspace that evolves with every new adventure.
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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