How to Delegate Reminders in ClickUp
ClickUp makes it easy to delegate reminders so you can assign follow-ups to the right person, track who owns each reminder, and coordinate work across your team without losing context.
This guide explains how delegated reminders work, how to create them, and how to manage them from the main places you work every day.
What delegated reminders are in ClickUp
In ClickUp, a reminder is a lightweight action item that can include a due date, description, and location. Delegated reminders extend this by letting you assign a specific person as the owner.
When you delegate a reminder, you stay in the loop, but another person becomes responsible for completing or updating that reminder.
Key behaviors of delegated reminders in ClickUp
- The person you delegate to becomes the owner of the reminder.
- The reminder shows in their Inbox and Home views.
- Both you and the owner can open and update the reminder details.
- Changes such as due dates or completion are visible to anyone who can access the reminder.
Delegation is especially useful when you capture an action quickly and later decide another teammate is better suited to complete it.
Where delegated reminders appear in ClickUp
Delegated reminders can appear in several places in ClickUp, depending on how and where you created them. Understanding these locations helps you find and manage them efficiently.
Inbox in ClickUp
The primary location for delegated reminders is your Inbox. The person who owns the reminder will see it listed with other reminders and notifications.
- Owners see reminders delegated to them as individual items.
- They can open a reminder to edit the details or mark it complete.
- If the reminder has a due date, it may also appear in time-based sections of Inbox.
Home view in ClickUp
Delegated reminders also appear in the Home view for the owner. This helps them review their day and prioritize reminders along with tasks and calendar events.
- Home groups reminders by date or schedule.
- Owners can quickly reschedule or complete reminders from Home.
- Reminders delegated by you to others will no longer be listed as your own action items once reassigned.
Calendar view in ClickUp
If a reminder includes a due date and time, the owner can see it in supporting Calendar views. This keeps time-bound reminders visible alongside other scheduled work.
- Clicking a reminder in Calendar opens its details.
- Owners can move the reminder to adjust date and time.
- Updates made in Calendar are reflected in Inbox and Home.
How to delegate a reminder in ClickUp
You can delegate reminders from the interface where you originally created or are currently viewing them. The exact steps can vary slightly, but the delegation flow is straightforward.
Step-by-step: delegate a reminder from Inbox
- Open your Inbox in ClickUp.
- Locate the reminder you want to delegate.
- Click the reminder to open its details.
- Find the field that lists the current owner or assignee.
- Select another teammate as the owner from the user list.
- Save or close the reminder details.
Once updated, the reminder is now owned by the person you selected. It will appear in their Inbox and Home instead of yours.
Step-by-step: delegate a reminder from Home or Calendar
- Open Home or a relevant Calendar view in ClickUp.
- Find the reminder on the list or in the date grid.
- Click the reminder to open the detailed panel.
- Change the owner or assignee to the teammate you want to delegate to.
- Confirm any scheduling changes if needed.
- Close the panel to save.
The reminder will now be listed under the new owner. You can reopen it later to review status or make additional edits if you still have access permissions.
Managing delegated reminders in ClickUp
After you delegate a reminder, it is important to manage visibility and ownership so that nothing slips through the cracks.
Tracking completion of delegated reminders in ClickUp
- Owners can mark delegated reminders complete once they finish the work.
- Completion updates appear in the reminder details when anyone with access opens it.
- You may receive related notifications depending on your ClickUp notification settings.
To follow up, you can search or filter your reminders and related activity, then open a specific reminder to see its status.
Reassigning or taking back ownership in ClickUp
Sometimes you may need to change ownership again or take back responsibility for a reminder.
- Open the reminder from Inbox, Home, or Calendar.
- Click the owner or assignee field.
- Select a different user or choose yourself.
- Close the reminder to save the change.
This action immediately updates where the reminder appears and who is expected to handle it.
Best practices for delegated reminders in ClickUp
Use these tips to make your delegated reminders more effective and easier for teammates to act on.
Write clear reminder titles and descriptions
- Use concise titles that describe the specific action needed.
- Add context in the description so the owner understands why the reminder matters.
- Include links to related tasks, Docs, or Spaces within ClickUp when helpful.
Use dates and times wisely
- Set realistic due dates to give owners enough time to complete the reminder.
- Use times for calls, meetings, or deadlines that are time-sensitive.
- Adjust dates directly from Home or Calendar if priorities change.
Keep communication clear in ClickUp
- Notify teammates through comments or related tasks if more explanation is needed.
- Review delegated reminders regularly to ensure nothing is stalled.
- Use consistent naming conventions so delegated reminders are easy to scan.
Learn more about delegated reminders in ClickUp
For the official product documentation on delegated reminders, visit the ClickUp Help Center article on this topic here: Delegate reminders in ClickUp.
If you want expert help improving how your team uses ClickUp and other productivity tools, you can explore consulting resources at Consultevo.
By using delegated reminders effectively, you can make ClickUp a central place to capture, assign, and follow through on every small action item that keeps your projects moving forward.
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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