How to Switch from Process Street to ClickUp
If you are ready to move beyond basic checklists and standard workflows, migrating from Process Street to ClickUp can give your team a more flexible, all-in-one work hub. This guide walks you step by step through planning, migrating, and optimizing your new workspace so you can make the most of the platform from day one.
The steps below are based on the strengths, use cases, and comparison points covered in the original Process Street alternatives overview. Use them as a practical checklist for your own implementation.
Step 1: Decide Why You’re Moving to ClickUp
Before you start moving data, get clear on why your team wants to adopt ClickUp. This helps you choose the right features and structure from the start.
Common reasons teams move away from Process Street include:
- Needing more flexible project and task management, not just recurring checklists
- Wanting built-in docs, whiteboards, dashboards, and automation in one platform
- Looking for more customizable views and fields to support complex processes
- Seeking better collaboration features for cross-functional teams
Write down your top three goals for the move, such as “centralize project work,” “standardize SOPs,” or “get better reporting.” You will use these goals to guide how you set up ClickUp later.
Step 2: Map Existing Processes Before ClickUp Setup
Next, document what you already have in Process Street and any other tools you use. You do not need to capture every detail, but you should understand the big building blocks.
List out:
- Your most-used checklists and recurring workflows
- Approval steps, handoffs, and stakeholder responsibilities
- Where files, notes, and instructions are currently stored
- Key metrics you report on (turnaround time, volume, errors, etc.)
Then group related workflows into higher-level categories, such as onboarding, client projects, marketing campaigns, or product releases. These categories will become ClickUp Spaces or Folders later.
Step 3: Design Your ClickUp Workspace Structure
Now translate your process map into a simple, scalable ClickUp structure. The goal is to keep it easy to navigate while still reflecting your real operations.
A common pattern is:
- Workspace: Your entire company or business unit
- Spaces: Major departments or value streams (e.g., Operations, Client Delivery, Marketing)
- Folders: Programs or process groups inside each Space
- Lists: Specific workflows, projects, or pipelines
- Tasks & Subtasks: Individual items, steps, or checklist instances
Example ClickUp Setup Based on Process Street Use
If you previously relied on Process Street for recurring operational checklists, you might design your ClickUp workspace like this:
- Space: Operations
- Folder: Client Onboarding
- List: New Client Onboarding
- Tasks: One task per client onboarding instance
- Subtasks: Individual checklist steps that used to live in Process Street
Keep the structure lean at first. You can always add more Lists and Folders as your team adopts the platform.
Step 4: Rebuild Checklists as ClickUp Tasks
With your structure in place, start rebuilding key workflows inside ClickUp. Focus first on the processes that are used most often or impact customers directly.
- Create a List for the workflow you are migrating (for example, “Employee Onboarding”).
- Add a template task that represents one full run of the checklist.
- Convert each checklist item into either a subtask or a checklist inside the task, depending on how granular you need tracking to be.
- Add custom fields for important data you tracked in Process Street (owner, due dates, priority, client type, and so on).
- Turn the task into a template so your team can quickly spin up new instances.
Use task descriptions for detailed SOPs, and attach relevant documents or links so that every step can be completed without searching through other systems.
Step 5: Use ClickUp Views and Statuses to Manage Work
One of the main advantages of ClickUp compared with simple checklist tools is the variety of views you can use to manage the same data. After you rebuild your workflows, set up a few core views for each List.
Recommended ClickUp Views for Former Process Street Users
- List view: For a spreadsheet-style overview of all active workflow runs.
- Board view: For drag-and-drop progress tracking across stages like To Do, In Progress, and Complete.
- Calendar view: To visualize deadlines for recurring and one-off processes.
- Dashboard widgets: For rollup reporting across Spaces and Lists.
Define a simple status set that reflects how work moves through your process. For example:
- Not Started
- In Progress
- Waiting on Review
- Complete
Clear statuses make it easier to manage processes that used to be hidden inside individual checklists.
Step 6: Add Automation to Replace Manual Steps
Many teams used Process Street to standardize repeated workflows. With ClickUp, you can take this a step further by automating routine work.
Start with a few high-impact automations, such as:
- Auto-creating tasks from forms when a client or teammate submits a request
- Changing assignees and statuses when subtasks are completed
- Sending notifications when due dates are approaching or a task is blocked
- Updating custom fields when specific triggers occur
Build these automations gradually so your team understands each one. Document them in a central ClickUp Doc so everyone knows what happens behind the scenes.
Step 7: Organize Documentation in ClickUp Docs
Shift your existing SOPs, process notes, and training material into ClickUp Docs so they live next to the work they support.
Best practices for Docs include:
- Creating a Docs hub per Space with an index of key procedures
- Linking relevant Docs directly in task descriptions or custom fields
- Using headings and tables of contents so long SOPs are easy to scan
- Maintaining a simple versioning convention in the Doc title or header
This approach keeps your team from hunting through separate wikis or drives to find instructions.
Step 8: Train Your Team on ClickUp Basics
A successful migration is not only about structure; it is also about adoption. Schedule a short kickoff session to walk your team through the new setup.
Cover core topics such as:
- How Spaces, Folders, Lists, and tasks are organized
- How to use views to find their work quickly
- Which templates to use for recurring processes
- How to comment, @mention teammates, and share updates
Give everyone a simple “first week checklist” in ClickUp so they gain hands-on practice with real tasks instead of a theoretical demo.
Step 9: Monitor, Iterate, and Optimize in ClickUp
Once your team has used ClickUp for a few weeks, review how well the new setup supports your original goals.
Look for:
- Bottlenecks where tasks get stuck in specific statuses
- Lists that are too complex or not used at all
- Missing custom fields that would make reporting easier
- Additional automations that could remove manual effort
Hold a brief retro with key stakeholders and adjust your ClickUp structure, views, and templates based on real usage instead of assumptions.
Getting Extra Help with Your ClickUp Migration
If you prefer expert guidance for designing or optimizing your implementation, you can partner with a specialist who understands both process design and the ClickUp feature set.
The team at Consultevo provides consulting and implementation services that can help you translate existing workflows into a scalable, easy-to-manage workspace. This is especially valuable if you are moving many complex checklists or working across multiple departments.
Next Steps After Moving from Process Street to ClickUp
By following this structured approach—clarifying your goals, mapping processes, designing your hierarchy, rebuilding checklists, and layering in views, Docs, and automations—you can move beyond simple recurring workflows and start managing all of your operational work in a single platform.
Use this article as a living checklist during your migration. Start with your most critical processes, train your team on the essentials, and refine your ClickUp setup as you learn what works best for your organization.
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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