How to Automate Project Management in ClickUp

ClickUp offers powerful Automations that help you standardize project work, reduce manual updates, and keep every task moving through consistent workflows.

This how-to guide walks you step by step through using project management Automation templates, customizing them, and scaling them across your Workspace.

Understand ClickUp project management Automations

Project management Automations in ClickUp are prebuilt, no-code workflows. They use simple Triggers, Conditions, and Actions to update tasks automatically when something changes.

These Automations are designed to:

• Keep statuses and fields in sync.
• Standardize project intake and handoffs.
• Automate recurring steps across teams.

You can apply these Automation templates from any location (Folder, List, or Space) that supports Automations.

How to access ClickUp project templates

Prebuilt Automation templates live in a dedicated section inside the Automations modal. You can browse, preview, and add them without writing any custom rules.

Open Automations in ClickUp

1. Open the Space, Folder, or List where you manage project work.
2. Click the Automations button in the top-right area of the view.
3. In the Automations modal, select the Templates tab.
4. From the template categories, choose Project management.

This view shows all Automations that are optimized for project workflow management.

Preview project management templates

Before adding a template, review how it behaves so you understand what will change in your tasks.

1. In the Project management category, hover over any template name.
2. Click Use or Preview, depending on the interface version.
3. Read the Trigger, any Conditions, and the Actions applied to tasks.

If the template fits your process, you can customize details like specific statuses, assignees, or fields before saving.

Types of ClickUp project management Automations

Project management templates in ClickUp cover the full lifecycle of a project, from intake to completion. The exact templates available may vary over time, but they generally fall into these categories:

• Project intake and triage: Automatically set priorities, statuses, or owners when new tasks are created.
• Task progression: Move tasks through statuses as checklists or custom fields are updated.
• Communication and handoffs: Notify owners or change assignees when certain milestones are reached.
• Reporting and tracking: Update custom fields, dates, or tags for consistent reporting.

Each template is built using the same core Automation components described below.

Triggers used in ClickUp project templates

Triggers start an Automation whenever a specific event occurs. Common project-related Triggers include:

• Task created
• Task status changes
• Custom field changes
• Checklist completed
• Due date arrives

For example, when the status changes from In Review to Approved, an Automation can automatically assign the next owner and set the next due date.

Conditions for ClickUp project workflows

Conditions refine when Actions should run, so that only the right tasks are affected. Typical Conditions include:

• Task is in a certain List or Folder.
• A custom field has a specific value.
• Task is assigned to a particular team member.
• Priority is set to a defined level.

Using Conditions keeps your ClickUp Automations targeted and prevents unwanted updates to unrelated work.

Actions that update tasks in ClickUp

Once a Trigger and any Conditions are met, Actions update your work automatically. Common Actions include:

• Change task status.
• Assign or reassign a task.
• Update a custom field.
• Add a comment or @mention a user.
• Move a task to another List.
• Apply or remove tags.

Combining these Actions with Triggers and Conditions lets you build consistent, reusable project workflows in ClickUp.

How to use a project Automation template in ClickUp

Once you find a suitable template, you can add it to your location and adapt the settings to your own process.

Step 1: Select a template

1. In your chosen Space, Folder, or List, open Automations.
2. Go to the Templates tab.
3. Filter or scroll to the Project management category.
4. Click the template that best matches the workflow you want to automate.

Step 2: Customize the template for your team

Most ClickUp templates are designed to be customized. Adjust them before saving so they match your exact project workflow.

1. In the template editor, confirm or change the Trigger. For example, pick the exact status that should start the Automation.
2. Add or edit any Conditions so the Automation only runs on the right tasks.
3. Update the Actions, such as which assignee, custom field, or List should be used.
4. Rename the Automation to something that clearly describes its purpose.

Creating descriptive names makes it easier to maintain multiple Automations across your ClickUp locations.

Step 3: Turn the Automation on

1. After customizing, click Create or Save.
2. Confirm the Automation is toggled On in the Automations list.
3. Test the workflow by creating or updating a sample task to meet the Trigger conditions.

If the result is not what you expect, return to the Automation, edit the Trigger, Conditions, or Actions, and retest.

Example ClickUp project workflow

To illustrate how these templates work, imagine a simple project approval process:

1. Trigger: Task status changes from Draft to Ready for review.
2. Condition: Custom field Project type is set to Client.
3. Actions:
   • Reassign task to the Project Manager user.
   • Add a comment asking for approval.
   • Set due date for two days later.

With this single Automation in ClickUp, every client project automatically moves into the right review flow, and the project manager is notified without manual work.

Best practices for using ClickUp Automations

Follow these practices when you roll out project management Automations:

• Start with templates instead of building from scratch, then adapt them.
• Use clear naming conventions for each Automation so your team understands what they do.
• Limit overlapping rules that might update the same field from different Automations.
• Test in a sandbox List or a dedicated Folder before enabling rules for production projects.
• Review Automations regularly as your processes evolve.

These steps keep your ClickUp setup maintainable and predictable.

Learn more about ClickUp Automations

For complete technical details and the latest list of project management Automation templates, see the official documentation: Automations for project management in ClickUp.

If you want expert help designing scalable project workflows or improving how you use ClickUp across large teams, you can also explore consulting resources such as Consultevo.

By combining these project management Automation templates with thoughtful design and testing, you can turn ClickUp into a powerful system for running consistent, automated workflows across every project.

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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