How to Use ClickUp to Manage AI Video Projects

ClickUp can organize every part of your AI video workflow, from comparing HeyGen alternatives to tracking scripts, assets, and approvals in one place.

This how-to guide walks you step by step through building a simple but powerful workspace to manage AI avatars, video tools, and content production.

Step 1: Plan Your AI Video Workspace in ClickUp

Before building anything, outline how you want to manage information. You will be tracking:

• AI video tools (like HeyGen and its alternatives)
• Video ideas and scripts
• Production and editing tasks
• Deliverables and performance notes

Use these planning steps:

1. Define your core goals: demos, marketing videos, or internal training.
2. List the tools you want to compare from the HeyGen alternatives guide.
3. Decide who on your team needs access and what views they prefer.

Having this plan ready ensures your ClickUp structure stays clean and easy to maintain.

Step 2: Create a ClickUp Space for Video Production

Next, create a dedicated Space in ClickUp for AI video projects so all related work lives together.

1. From your workspace sidebar, select + Space.
2. Name it something clear, like AI Video Production.
3. Choose your color and icon for fast visual recognition.
4. Set sharing and permissions so only the right team members can edit.

Inside this Space, you will add Lists for tools, scripts, and production steps.

Step 3: Build ClickUp Lists for Tools and Tasks

Use Lists in ClickUp to separate your workflows and keep everything trackable.

ClickUp List for AI Video Tools

Create a List called AI Video Tools. Use it to organize all HeyGen alternatives and similar platforms.

1. Create the List in your AI Video Production Space.
2. Add custom fields such as:
   • Tool Type (Avatar, Screen Recording, Editing, Subtitles)
   • Price (Monthly or yearly)
   • Primary Use Case (Marketing, Training, Support)
   • Strengths and Limitations
3. Create one task per tool so you can compare them consistently.

This structure makes it easy to revisit and refine your AI video stack as tools evolve.

ClickUp List for Video Ideas and Scripts

Next, create a List called Video Ideas & Scripts.

For each planned video, add a task and track:

• Short description of the idea
• Target audience and channel
• Script draft and final script as attachments or in the task description
• Chosen AI video tool from your Tools List

You can link tasks between Lists so a video idea references the exact tool you plan to use.

Step 4: Design a ClickUp Production Pipeline

A clear production pipeline in ClickUp helps you see where each video stands at a glance.

Set Up Statuses in ClickUp

Use statuses that match the realistic stages of your AI video production:

• Backlog – Ideas not yet selected
• Planning – Researching tools and requirements
• Scripting – Writing and reviewing scripts
• Production – Generating and editing AI video
• Review – Stakeholder review and revisions
• Approved – Final sign-off
• Published – Video is live

Apply these statuses to your Video Ideas & Scripts List so each task moves through the same workflow.

Create Task Templates in ClickUp

To save time, build a task template for AI videos:

1. Open a sample video task you want to use as a model.
2. Add standard subtasks, like:
   • Confirm tool and avatar style
   • Draft script
   • Review script
   • Generate video
   • Edit video
   • Internal review
   • Publish and track metrics
3. Click the task menu and save it as a template.

Now your team can create consistent video tasks in ClickUp without rebuilding steps each time.

Step 5: Use ClickUp Views to Control Work

Different views in ClickUp help your team see the same work in the format that suits them best.

Board View in ClickUp for Workflow

Board view is ideal for a clear visual of the production pipeline.

• Open your Video Ideas & Scripts List.
• Switch to Board view.
• Group tasks by Status so each column matches a pipeline stage.

Drag and drop video tasks across columns as they move from Backlog to Published.

List and Table Views in ClickUp for Details

Use List or Table views to analyze data like costs, tools, and deadlines.

• Show custom fields such as Tool Type, Price, and Due Date.
• Sort by priority or due date to identify urgent videos.
• Filter by tool to see which HeyGen alternative is used most often.

These views make reporting to stakeholders simple and transparent.

Step 6: Collaborate and Review Inside ClickUp

Centralizing collaboration inside ClickUp keeps threads and approvals in one place.

• Comments: Tag teammates with @mentions to request reviews or edits.
• Attachments: Upload scripts, preview videos, and storyboards directly into the task.
• Proofing: Use comments and checklists for time-stamped feedback on video drafts.

By using one task per video, you avoid scattered feedback across different tools.

Step 7: Track Performance of AI Videos in ClickUp

After publishing, track outcomes so you can refine your approach.

ClickUp Fields for Performance Metrics

Create custom fields in a Published Videos List, such as:

• View count after 7, 30, and 90 days
• Click-through rate or demo signups
• Channel (website, YouTube, social media)
• Primary AI tool used

This lets you compare how different tools and styles impact results.

Reporting and Optimization in ClickUp

Use dashboards and reporting tools to:

• Monitor number of videos at each stage
• Measure average time from idea to publish
• Spot the most effective tools among your HeyGen alternatives

When you see patterns, adjust your workflows and templates in ClickUp for better output.

Enhance Your ClickUp Setup with Expert Help

If you need a more advanced implementation, you can work with specialists who design structured workflows for AI-first teams. A consultancy like Consultevo can help you customize ClickUp for content operations, reporting, and automation.

By following these steps, you will have a repeatable, transparent process in ClickUp to manage AI video tools, build better scripts, and publish more consistent content with less manual effort.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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