Organize GTD Projects in ClickUp

Using ClickUp with the Getting Things Done (GTD) method lets you capture every commitment, clarify next actions, and track progress in one structured workspace. This guide shows you how to configure your hierarchy so you can run GTD from idea to completion.

The steps below follow the original GTD stages and translate each step into a practical, reusable setup inside your workspace.

Understand GTD and the ClickUp hierarchy

Before building your system, it helps to understand how GTD concepts map to the ClickUp hierarchy. GTD focuses on capturing everything, deciding the next action, and organizing work by project, context, and priority.

In your workspace, you can mirror this by aligning GTD elements with core levels:

• Workspace: Your life or organization as a whole.
• Spaces: Major areas of responsibility such as Work, Personal, or Side Projects.
• Folders: GTD buckets like Projects, Areas, and Resources.
• Lists: Specific project lists, Next Actions, Waiting For, and Someday/Maybe.
• Tasks and Subtasks: Concrete, actionable items and smaller steps.

Once this structure is in place, you can run GTD reviews and daily execution using filters, views, and custom fields.

Create a GTD Space in ClickUp

The first implementation step is to create a dedicated GTD Space in ClickUp so all your commitments share a consistent structure and status set.

1. In your workspace sidebar, select the option to add a new Space.

2. Name it something clear like GTD System or Personal GTD.

3. Choose Space-level statuses that match your workflow, for example:

   • Inbox
   • Next
   • In Progress
   • Waiting For
   • Done

4. Apply a simple color scheme and icon so the Space is easy to spot.

This Space becomes the central place where tasks move from capture to completion.

Structure your GTD Folders in ClickUp

Inside the GTD Space, you can organize work with a small set of powerful Folders. This structure keeps your system simple while still flexible enough to grow.

Core GTD folders in ClickUp

Create Folders at the Space level that mirror GTD categories:

• Inbox: A single capture point for every new task.
• Projects: Active outcomes that require more than one step.
• Next Actions: Context-based execution lists.
• Waiting For: Items delegated to others or pending inputs.
• Someday / Maybe: Ideas you may act on later.
• Reference: Non-actionable information and resources.

By keeping your Folders predictable, you can trust that every task has a home and that your reviews stay fast.

Use ClickUp custom fields for GTD context

To refine how you engage with tasks, add custom fields that represent GTD contexts and energy levels. In many cases, a single dropdown field suffices.

• Contexts like @computer, @home, @office, @calls.
• Energy or focus labels like Deep Work, Shallow Work, or Low Energy.
• Time estimates, such as 5, 15, or 30+ minutes.

With these custom fields in ClickUp, you can filter by context and energy during your workday and instantly see what fits your current situation.

Build GTD Lists for daily work in ClickUp

Within each Folder, create Lists that reflect specific GTD workflows. Lists give you fine-grained control while keeping related tasks together.

Inbox list in ClickUp

Set up a single Inbox List where all quick captures go. You can add tasks from the app, mobile, email, or integrations and route them here by default.

Tips for a strong Inbox List:

• Use a minimal set of columns: task name, assignee, due date.
• Turn on a Compact List or simple view layout.
• Avoid over-structuring the Inbox; it is only a temporary holding area.

Project lists in ClickUp

Inside the Projects Folder, add one List for each meaningful outcome. Examples include:

• Launch new website
• Plan vacation
• Upgrade reporting process

In each project List, create tasks that represent concrete next actions. Then, add subtasks for smaller, related steps. This keeps your GTD projects well-defined and easy to review.

Next actions and Waiting For lists in ClickUp

In the Next Actions Folder, create Lists based on context or life area. For instance:

• @Computer
• @Home
• @Errands
• Work – High Priority

Move or create tasks here once you have clarified the next physical action for each project.

In the Waiting For Folder, keep a single List or separate Lists by major area (like Work and Personal). Include:

• A clear description of what you are waiting for.
• The person responsible.
• A date to follow up.

This lets you track all delegated items at a glance during your reviews.

Someday / Maybe and Reference lists in ClickUp

To prevent cluttering your active system, keep aspirational ideas and non-actionable materials in their own Lists.

• Someday / Maybe: Books to read, trips to take, skills to learn.
• Reference: Checklists, templates, and notes for recurring work.

When you run your weekly review, scan these Lists for items ready to promote into active Projects or Next Actions.

Run your GTD reviews inside ClickUp

A successful GTD setup depends on consistent reviews. Your hierarchy makes those reviews faster and more reliable.

Daily review in ClickUp

Each day, spend a few minutes updating your tasks:

1. Empty the Inbox List by clarifying each new item.

2. Decide whether each item is actionable, then move it to a project, Next Actions, or Someday / Maybe.

3. Filter your Next Actions by context and energy to pick work for the day.

4. Adjust dates and priorities to match your real capacity.

These steps keep your daily plan aligned with reality while honoring the GTD method.

Weekly review in ClickUp

Once a week, perform a deeper review across your whole system:

1. Review all project Lists in the Projects Folder and confirm each has at least one clear next action.

2. Scan the Waiting For List and schedule follow-ups as needed.

3. Look through Someday / Maybe and decide whether any ideas should become active projects.

4. Archive or close completed projects and tasks so views stay clean.

Because your ClickUp hierarchy mirrors GTD, these reviews become straightforward and repeatable.

Use views and automation in ClickUp for GTD

Once the core hierarchy is in place, you can enhance your GTD flow with views and automation tailored to your habits.

Helpful views for GTD in ClickUp

Consider adding these views across relevant Folders and Lists:

• List view for structured reviews and bulk edits.
• Board view to visualize tasks by status or context.
• Calendar view for time-specific commitments and hard deadlines.
• Table view when you want to see custom fields and sort by energy or time estimate.

Save filters, such as “Context is @computer AND Status is Next,” to instantly surface the right tasks whenever you sit down to work.

Lightweight automations in ClickUp

Simple automations reinforce your GTD habits without adding complexity:

• Automatically set status to Inbox for tasks created in your GTD Space.
• Move tasks to Waiting For when status changes to a delegated state.
• Notify yourself when a Waiting For task has not changed for a set number of days.

Start with just one or two automations, verify they support your process, and then expand if needed.

Next steps for improving your ClickUp GTD system

With your GTD hierarchy in place, you can evolve the system as your work and life change. Add templates for common projects, refine your custom fields, and adjust views to reduce friction.

If you want expert help designing an optimized workspace, you can explore consulting resources such as Consultevo for workflow and implementation guidance.

To dive deeper into the specific configuration details and examples, review the official help documentation at this ClickUp GTD hierarchy guide. Use it alongside this how-to article to build a trusted system that captures everything, clarifies next actions, and keeps your work under control.

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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