How to Migrate from Stackby to ClickUp

Moving your work from Stackby to ClickUp can feel overwhelming, but with a clear process you can switch tools smoothly, keep your data organized, and unlock far more powerful project management and work collaboration features.

This how-to guide explains each step to successfully migrate, rebuild workflows, and set up views that mirror and improve what you had before.

Step 1: Audit Your Current Stackby Setup

Before you touch ClickUp, you need to understand exactly what you are using in Stackby. Spend time mapping your structure so the migration is intentional instead of rushed.

List Every Stack and Table

Start with a simple inventory of your workspaces:

• Write down every stack you actively use.
• List each table inside those stacks.
• Note what each table is for (tasks, clients, campaigns, sprints, bugs, etc.).

Document Fields and Relationships

Next, capture how your data connects so you can rebuild it inside ClickUp.

• For each table, list all columns and their types (text, number, single select, multi select, date, checkbox, attachment, etc.).
• Identify relational columns that link to other tables.
• Note any formulas or calculated fields you rely on.
• Capture filters, groups, and sorts that define your favorite views.

Keep this audit in a simple spreadsheet or document; you will reference it throughout the migration into ClickUp.

Step 2: Plan Your Structure in ClickUp

ClickUp uses a hierarchical structure that is flexible and can model what you built in Stackby while adding more project management power.

Understand the ClickUp Hierarchy

In ClickUp, work is organized as:

• Workspaces – top-level account for your company or organization.
• Spaces – major areas such as Marketing, Product, Operations, or Clients.
• Folders – optional grouping level to organize related projects or databases.
• Lists – where individual tasks or records live.
• Tasks and Subtasks – actionable items with fields, assignees, and dates.

Think of each Stackby table as a candidate for a List (or sometimes an entire Space if it is a big area of work).

Map Stackby Tables to ClickUp Spaces and Lists

Use your earlier audit to decide where everything belongs:

• Group related Stackby tables into logical Spaces (for example, all marketing tables inside a Marketing space).
• Turn each primary table into a List inside the appropriate Space or Folder.
• Where you previously used relational links across tables, decide whether you need separate Lists or if those records can live as tasks or subtasks inside a single List.

Create a simple mapping document such as: “Stackby Table A → ClickUp Space: Marketing → Folder: Campaigns → List: Campaign Tracker”. This map becomes your blueprint for the actual build.

Step 3: Configure Custom Fields in ClickUp

To replicate your database style columns, configure custom fields in ClickUp before importing or re-creating your data.

Rebuild Column Types as Custom Fields

For each column from Stackby, decide how it should appear in ClickUp:

• Single or multi select options → use Dropdown or Labels custom fields.
• Numbers, budgets, or hours → use Number or Currency fields.
• Dates and deadlines → use Date fields plus the built-in due date.
• Owner or assignee columns → map to the ClickUp Assignee field or custom User fields.
• Checkmarks → use Checkbox fields.
• Attachments and links → use built-in attachments and URL fields.

Create these custom fields at the List level or the Space level if multiple Lists will share them. This ensures consistency and saves time later.

Plan Replacements for Complex Formulas

If Stackby formulas are core to your workflow, decide how they translate:

• Use calculated fields where available inside ClickUp.
• Leverage task dependencies and automations for date-based calculations.
• Use Dashboards and reporting widgets to replace manual calculated columns when possible.

Not every formula will move one-to-one, but in many cases the richer automations and dashboard capabilities in ClickUp can handle the logic in a more dynamic way.

Step 4: Import or Rebuild Your Data in ClickUp

Once your structure and custom fields are ready, move your existing records from Stackby into ClickUp.

Export from Stackby

For each table you plan to migrate:

1. Open the table in Stackby.
2. Export to CSV, making sure all important columns are included.
3. Save each CSV file with a clear name matching the target List in ClickUp.

Import into ClickUp Lists

With your CSV files ready, bring the data into ClickUp:

1. Create the target List according to your mapping plan.
2. Use the CSV import option within that List.
3. Match each Stackby column to the correct field or custom field in ClickUp.
4. Confirm date formats and dropdown values are mapped correctly.

After importing, sample several records to verify assignees, dates, custom fields, and attachments behave as expected.

Step 5: Recreate Views and Layouts in ClickUp

ClickUp offers multiple views that can mirror and extend the layouts you used previously.

Set Up Database-Style Views in ClickUp

For each List, configure views that replace your Stackby layouts:

• Table view to replicate spreadsheet-style tables.
• Board view for Kanban pipelines and status flows.
• List view for clean, linear task lists.
• Calendar view for date-driven work.

Adjust filters, grouping, and sorting to match your old workflows: group by status, owner, or priority and save each combination as a named view.

Create Dashboards for Cross-List Reporting

Where you previously depended on cross-table summaries, use Dashboards in ClickUp:

• Add charts and line graphs for progress over time.
• Use workload widgets to see capacity across team members.
• Set up metrics for tasks by status, priority, or custom field values.

Dashboards offer a high-level command center that goes beyond a single Stackby table, giving you instant insight into work across Spaces.

Step 6: Automate Workflows in ClickUp

Automation is essential for a smooth migration, especially if you previously used scripts or integrations.

Replace Manual Updates with Automations

Inside each Space or List in ClickUp, configure automations such as:

• When a task moves to a new status, update a date field or assign it to a specific teammate.
• When a form is submitted, create a task in a designated List with default values.
• When a due date is changed, notify stakeholders via comments or mentions.

Automations not only replace manual steps from Stackby but also reduce errors and keep your projects aligned.

Connect ClickUp to Your Other Tools

If you were using external APIs or integrations, rebuild them with the ClickUp ecosystem:

• Use native integrations for popular tools like calendars, communication platforms, and cloud storage.
• Leverage Zapier or similar middleware to connect apps without writing custom code.
• Explore additional implementation guides and consulting resources from partners such as Consultevo when you need advanced workflow design.

Step 7: Train Your Team on ClickUp

A successful migration depends on user adoption, not just data transfer.

Introduce the New Structure

Walk your team through the key changes:

• Explain how Spaces, Folders, and Lists replace stacks and tables.
• Show where familiar records now live.
• Highlight the custom fields that mirror their old columns.

Use a simple reference document with screenshots of old Stackby tables alongside the new ClickUp views so people can quickly orient themselves.

Share Best Practices and Shortcuts

Help your team become productive fast by covering:

• How to create and update tasks with all relevant custom fields.
• How to switch between views to match their preferred layout.
• How to use comments, mentions, and notifications for collaboration.

Encourage feedback during the first few weeks so you can fine-tune fields, views, and automations.

Step 8: Optimize and Iterate in ClickUp

Once everything is running, continue refining your workspace for clarity and speed.

Monitor Performance and Engagement

Use reports and Dashboards to understand how people are using the new system:

• Identify Lists that are overloaded or underused.
• Remove or merge duplicate views that create confusion.
• Adjust custom fields that are rarely filled in.

Schedule periodic reviews to confirm that your setup still matches your processes and that your team is leveraging the full capabilities of ClickUp.

Use the Source Comparison for Ideas

For additional context on why teams move away from Stackby, review the detailed breakdown of alternatives in the original comparison article at ClickUp’s Stackby alternatives guide. It can spark ideas for extra features and workflows you may want to enable.

Conclusion: Make ClickUp Your Central Workspace

By carefully auditing your current setup, planning a clear structure, configuring custom fields, and methodically importing data, you can turn ClickUp into a high-performing replacement for Stackby. Add views, Dashboards, and automations, then train your team and iterate as you learn. Within a short period, your entire organization can benefit from a unified, scalable workspace that supports every stage of your projects.

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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