How to Use ClickUp to Replace Taskade

ClickUp can replace Taskade and similar tools by giving you a complete workspace for tasks, documents, and collaboration in one place. This step-by-step guide walks you through setting it up as a powerful alternative so you can organize projects, track work, and communicate with your team more efficiently.

The instructions below are inspired by the structure and capabilities compared in the Taskade alternatives guide at ClickUp's blog, but focused on practical how-to steps.

Step 1: Create Your ClickUp Workspace

Start by building the foundation of your system. A well-structured workspace keeps projects easy to manage as your team grows.

1. Sign up and log in
   Go to the ClickUp homepage and create an account with your email, Google, or another supported option. Confirm your email and log in.

2. Create your Workspace
   During onboarding, name your Workspace after your company, department, or personal brand.

   • Example: “Marketing Team Workspace”
   • Example: “Client Projects Workspace”

3. Invite your team
   Add teammates by email, then assign them to relevant Spaces so they see only the work that matters to them.

Step 2: Build Spaces and Folders in ClickUp

Spaces and Folders are the backbone of organization. They serve a similar purpose to workspaces, folders, or boards in other tools like Taskade.

How to Structure Spaces in ClickUp

1. Create Spaces for major areas
   From the left sidebar, click + Space and create separate Spaces for core functions, such as:

   • Client Projects
   • Marketing
   • Product Development
   • Operations or Admin

2. Choose Space level features
   While creating a Space, enable or disable:

   • Statuses (e.g., To Do, In Progress, Review, Done)
   • ClickApps like time tracking, priorities, or tags
   • Permissions for members and guests

How to Use Folders and Lists in ClickUp

1. Create Folders within each Space
   Use Folders to group related projects. For example, in a Marketing Space:

   • “Campaigns 2025”
   • “Content Calendar”
   • “SEO Projects”

2. Add Lists inside Folders
   Lists are where tasks live. Within a Folder like “Campaigns 2025,” create Lists such as:

   • Q1 Launch Campaign
   • Webinar Series
   • Product Release

Step 3: Create and Organize Tasks in ClickUp

Tasks are the core work items. Compared with Taskade and related tools, tasks in ClickUp can be highly detailed and customized.

Set Up Task Details Effectively

1. Create a new task
   Inside any List, click + Task and give it a clear, action-based name (for example, “Draft blog outline for launch post”).

2. Add task descriptions
   Use the rich text editor to add steps, links, and context. You can format text, create checklists, and embed resources.

3. Assign owners and due dates
   Always assign a task to at least one person and set a due date to keep accountability and clear timelines.

4. Use Custom Fields
   Add Custom Fields at the List or Folder level for:

   • Priority
   • Budget
   • Client name
   • Content type
   • Channel or platform

Collaborate on Tasks in ClickUp

• Comments: Mention teammates with @ to ask questions or share updates.
• Attachments: Upload documents, screenshots, and media directly to the task.
• Subtasks: Break complex work into smaller, assignable pieces.

Step 4: Use ClickUp Views to Map Workflows

One of the advantages over simple list-based tools like Taskade is the variety of views you can use to see tasks in different ways without duplicating work.

Key ClickUp Views to Enable

1. List View
   Use this default view for detailed work management. Sort or filter by status, assignee, priority, or Custom Fields.

2. Board View
   Switch to a Kanban-style Board to drag tasks across columns that represent statuses. This is ideal for agile workflows.

3. Calendar View
   Turn your tasks into a content or campaign calendar. Filter by List or assignee to see who owns what and when.

4. Gantt View
   Use timelines and dependencies to plan longer projects, visualize overlaps, and adjust schedules quickly.

5. Box or Workload View
   Monitor capacity by seeing how many tasks and hours are assigned to each person.

Step 5: Automate Repetitive Work in ClickUp

Automation is where ClickUp can truly streamline processes that might be manual in other tools.

Set Up Basic ClickUp Automations

1. Open Automations
   Within any List, click the Automations button.

2. Use templates
   Pick from common automation patterns such as:

   • When status changes to “In Progress,” assign to a specific user.
   • When due date is reached, move task to “Overdue” or notify the owner.
   • When a task is created in a List, apply a default template.

3. Customize triggers and actions
   Combine triggers (status, field change, new task) with actions (assign, move, update field, post comment) to fit your workflow.

Step 6: Use Templates in ClickUp for Consistency

When the same kind of work repeats, templates save time and keep your process consistent.

Create Reusable ClickUp Templates

1. Design a master task or List
   Set up a model task, List, or Folder with all the fields, views, and automations you need.

2. Save as a template
   From the three-dot menu, select Save as Template, name it clearly, and choose who can use it.

3. Apply the template
   Use this template whenever you start a new recurring project, such as a client onboarding or a product launch.

Step 7: Connect ClickUp With Other Tools

To fully replace tools like Taskade, connect your workspace to the rest of your stack.

Popular ClickUp Integrations

• Communication: Sync tasks with Slack or email notifications so no update is missed.
• Storage: Attach files from Google Drive, Dropbox, or similar services.
• Development: Link work with GitHub or other dev tools to track progress from idea to release.

You can also work with external consultants or agencies that specialize in workflow and automation design. For example, you can explore services from Consultevo to refine complex ClickUp setups.

Step 8: Migrate From Taskade to ClickUp

Once your structure is ready, you can move existing projects to keep all work in one place.

1. Audit your current system
   Review your current Taskade folders, checklists, and workspaces. Decide what is still relevant.

2. Recreate the structure
   Map Taskade areas to Spaces, Folders, and Lists. This is a good opportunity to clean up and simplify.

3. Import or copy tasks
   Use CSV exports where available, or copy essential tasks manually into ClickUp, assigning owners and due dates.

4. Train your team
   Host a short walkthrough to show how to navigate the new workspace, use views, and follow your standard process.

Step 9: Continuously Improve Your ClickUp Setup

Your first configuration will not be perfect. Treat your workspace as a living system.

• Review which views your team actually uses.
• Refine statuses, Custom Fields, and templates every few weeks.
• Disable unused features to keep the interface clean.
• Revisit the comparison insights in the Taskade alternatives article on the ClickUp blog for ideas on additional capabilities you might adopt.

By following these steps, you can use ClickUp as a robust, scalable replacement for Taskade, centralizing tasks, documentation, and collaboration in one organized and automated workspace.

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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