How to Use ClickUp for Video Content Workflows

ClickUp can be the command center for your entire AI video content workflow, from idea capture to final publishing. This how-to guide walks you through setting up a simple, repeatable process so your team always knows what to do next.

The steps below are inspired by modern AI video tools and workflows discussed in resources like the Pictory alternatives guide, but focus on organizing everything inside ClickUp.

Step 1: Set Up Your ClickUp Video Space

Start by creating a dedicated Space to keep all video work in one place.

1. Create a new Space named “Video Production” in ClickUp.

2. Add a folder called “AI Video Content”.

3. Within that folder, create separate Lists such as:

   • Ideas & Research

   • Scripts & Outlines

   • Editing & Review

   • Published Videos

This structure gives you a clear end‑to‑end flow that mirrors how content moves through planning, production, and publishing.

Step 2: Build a ClickUp Template for Video Tasks

Instead of rebuilding the same task every time, create a reusable template in ClickUp for each new video you produce.

1. Open the “AI Video Content” folder.

2. Create a new task named “Video Template – Do Not Edit”.

3. Add a short description outlining the purpose of the task.

4. Convert this task into a template from the task settings menu.

Later, you will apply this template for each new video. That keeps your workflow standardized and easy to follow.

Step 3: Configure Custom Fields in ClickUp

Custom fields help you track the details that matter most for AI video projects.

Add these recommended fields to your video Lists in ClickUp:

• Video Type (dropdown): Tutorial, Review, Webinar, Social Clip, Repurposed Blog

• Primary Keyword (text): The SEO phrase you’re targeting for the video

• Source Content URL (URL): Blog post, script doc, or external resource

• AI Tool Used (dropdown): Pictory, Descript, Synthesia, or other tools

• Channel (dropdown): YouTube, LinkedIn, TikTok, Email, Website

• Publish Date (date): Planned go‑live date

• Video Length (number): Planned or final duration in minutes

These fields make it simple to filter and report on your work across ClickUp views.

Step 4: Create a ClickUp Status Workflow

Next, define clear task statuses in ClickUp so everyone knows the stage of each video.

Use a status pipeline similar to this:

• Backlog: Raw ideas and early suggestions.

• Researching: Collecting references, data, and examples.

• Outlining: Drafting high‑level structure and talking points.

• Scripting: Writing the full script or prompt for the AI video tool.

• Recording / AI Generation: Creating the initial video assets.

• Editing: Refining visuals, trimming clips, and polishing audio.

• Review: Stakeholder or client feedback stage.

• Ready to Publish: Approved, waiting for scheduling.

• Published: Live on chosen channels.

Apply this status set to your video Lists. As work moves forward, team members simply update the status in ClickUp.

Step 5: Plan Content Ideas in ClickUp

Use the “Ideas & Research” List to capture and qualify new video topics.

1. Create a new task in the Ideas List for each potential video.

2. Set the Video Type and Primary Keyword fields.

3. Attach reference articles or add URLs to the Source Content custom field.

4. Tag tasks with labels like “High Priority” or “Evergreen”.

To keep your ideas organized, switch between List and Board views in ClickUp to group topics by status, keyword, or channel.

Step 6: Use ClickUp for Scripting and Prompts

The script or prompt is the core of any AI‑generated video. You can keep it all inside ClickUp for easy collaboration.

Creating the Script in ClickUp

1. Duplicate your “Video Template – Do Not Edit” template for each new video.

2. Rename the task to the working video title.

3. Paste or write the script directly in the task description.

4. Use subtasks to break the script into sections, like:

   • Hook & Intro

   • Main Points 1–3

   • Call to Action

   • End Screen / Outro

Collaborating on Scripts in ClickUp

• Mention teammates with @ in comments to ask for feedback on specific parts.

• Attach reference images, brand guidelines, or style notes in the task.

• Use task comments to store suggested revisions from reviewers.

Once the script is approved, update the task status to “Recording / AI Generation”.

Step 7: Track AI Editing and Review in ClickUp

Most AI video platforms export drafts you’ll refine. Track that work step by step in ClickUp.

Managing Editing Work

• Create subtasks for each major edit round: “Edit Round 1”, “Edit Round 2”, “Final Polish”.

• Assign each subtask to the appropriate editor.

• Set due dates that align with your publish schedule.

• Attach exported drafts or share links from your AI tool inside the task.

Running Reviews with ClickUp

1. Change the main task status to “Review”.

2. Add approvers as watchers so they receive notifications.

3. Ask reviewers to leave time‑stamped feedback in comments or attachments.

4. Turn each major change request into a subtask so nothing is missed.

When feedback is fully addressed, move the task to “Ready to Publish”.

Step 8: Organize Publishing Tasks in ClickUp

Publishing often spans multiple channels, so map that work into ClickUp to avoid confusion.

Create Channel-Specific Subtasks

• YouTube Upload

• Social Clips for LinkedIn

• Shorts or Reels for mobile channels

• Blog or landing page embedding

• Email newsletter inclusion

Assign each subtask to the channel lead, set due dates, and include final thumbnails, titles, and descriptions.

Use the Calendar View in ClickUp

Switch to Calendar view in the “Published Videos” List to see all planned and live videos by date. This makes it easy to balance your content schedule across weeks and months.

Step 9: Report on Performance with ClickUp

While analytics usually live in platforms like YouTube or other tools, you can still track high‑level performance data inside ClickUp.

• Add custom fields for “Views after 30 days”, “Click‑Through Rate”, or “Leads Generated”.

• Update these metrics once per week or month.

• Create a Dashboard that surfaces totals by Video Type or Channel.

This simple reporting layer lets you compare outputs from different AI video approaches without leaving ClickUp.

Step 10: Improve Your ClickUp Workflow Over Time

Your first setup is only the beginning. Iteration will make your system faster and more reliable.

• Refine your template as your team discovers new best practices.

• Add or remove statuses to better match how you actually work.

• Update fields to track what matters most for your AI tools.

• Document your standard operating procedures in a ClickUp Doc and link it to each template task.

If you want more help designing scalable workflows, you can explore consulting and automation services from partners such as Consultevo, which specialize in process optimization and tooling.

Make ClickUp Your Video Command Center

By structuring Spaces, Lists, templates, and statuses around your video lifecycle, ClickUp becomes the single source of truth for AI‑assisted content creation. Start with the simple framework in this guide, adapt it to your team, and keep refining as you learn which steps produce the best videos with the least friction.

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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