How to Use ClickUp for Video Projects

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How to Use ClickUp to Manage Video Projects

ClickUp can organize every step of your video marketing workflow, from early scripting to final analytics review. This how-to guide walks you through building a simple, repeatable system for video projects using the features highlighted in the Wistia alternatives guide.

Why Use ClickUp for Video Production Workflows

Video platforms help you host and analyze videos, but you still need a central place to plan content, assign work, and track deadlines. That is where ClickUp shines.

Using ClickUp for video operations lets you:

  • Plan video ideas on a content calendar
  • Break projects into clear production stages
  • Assign tasks to writers, designers, and editors
  • Collaborate on feedback and revisions in one place
  • Track performance data and next steps after publishing

Step 1: Set Up a ClickUp Space for Video Marketing

Begin with a dedicated workspace so all video work is easy to find and manage.

Create a ClickUp Space

  1. Log into your workspace and select Create Space.
  2. Name it something like Video Marketing or Video Production.
  3. Choose your default views (List, Board, Calendar) to match your team’s style.
  4. Set permissions for marketing, creative, and leadership teams as needed.

This Space will hold all video initiatives, from webinars and product demos to social clips and tutorials.

Add Folders for Video Types in ClickUp

Inside your new Space, organize work by video category so campaigns stay separated.

  • Product Videos – demos, feature overviews
  • Webinars & Events – live sessions, replays
  • Tutorials & Onboarding – how-to content for customers
  • Brand & Awareness – ads, culture videos, thought leadership

Each Folder will later contain Lists for campaigns or channels.

Step 2: Build ClickUp Lists for Each Video Campaign

Lists group related tasks for a specific campaign or channel, such as a YouTube series or a product launch sequence.

Create Campaign Lists in ClickUp

  1. Within the right Folder, click + New List.
  2. Name the List, for example, Q1 Product Launch Videos or YouTube Tutorials.
  3. Add a description explaining the goal of the List and key metrics you’ll track.

Use one List per campaign so it’s easy to view status, deadlines, and ownership in a single place.

Define Custom Video Stages with ClickUp Statuses

Statuses represent your video production pipeline. Set up a simple but complete flow such as:

  • Backlog / Ideas
  • Pre-Production (brief, script, outline)
  • Production (recording, screen capture)
  • Post-Production (editing, graphics, sound)
  • Review & Feedback
  • Ready to Publish
  • Published
  • Performance Review / Archived

In ClickUp, customize List statuses so every video moves clearly through each stage.

Step 3: Turn Video Ideas into Structured ClickUp Tasks

Each video should be a single task with all information, files, and conversations attached.

Set Up a Video Task Template in ClickUp

Creating a reusable template saves time and keeps production consistent.

  1. Open your campaign List and create a new task named Video Task Template.
  2. Add sections to the task description:
    • Objective and main message
    • Target audience
    • Key talking points
    • Required assets (logos, b-roll, screenshots)
    • Call-to-action and landing page
  3. Attach example scripts or reference videos.
  4. Click the task menu and save it as a template in ClickUp.

Now, for every new idea, you can apply this template so nothing is missed.

Add Custom Fields for Video-Specific Details

Custom Fields turn your List into a lightweight production database.

  • Platform (dropdown: YouTube, website, social, webinar, etc.)
  • Video length goal (number or dropdown)
  • Primary keyword (for SEO alignment)
  • Funnel stage (awareness, consideration, decision)
  • Owner (who is accountable)

These fields make it easy to sort and filter tasks in ClickUp views later.

Step 4: Manage Production with ClickUp Views

Different views highlight different aspects of your pipeline. Switching views in ClickUp helps each role focus on what matters most.

Use Board View for Kanban-Style Production

Board view is ideal for visualizing video status.

  1. Open your campaign List and choose Board view.
  2. Group tasks by Status so each column shows a stage of production.
  3. Drag and drop tasks as videos move from Backlog to Published.

Producers and project managers can quickly see bottlenecks and workloads.

Use Calendar View in ClickUp for Publishing Dates

Calendar view makes editorial schedules easy to plan.

  1. Add a due date for each video task representing its publish or go-live date.
  2. Switch to Calendar view to see your upcoming video releases.
  3. Drag tasks on the calendar to adjust timing as priorities change.

This keeps your video cadence aligned with launches, events, and campaigns.

Step 5: Collaborate and Review in ClickUp

Centralized feedback and approvals prevent long email chains and missed comments.

Collect Feedback on Video Drafts

As edits progress, store key assets in the task.

  • Attach script drafts, thumbnails, and rough cuts.
  • Use comments to request changes and mention teammates with @.
  • Convert critical comments into subtasks or checklist items.

Reviewers can open a single task in ClickUp to see history, files, and context.

Manage Approvals and Final Sign-Off

To track approvals clearly:

  • Add a Custom Field like Approval Status (Pending, Approved, Changes Requested).
  • Assign approver subtasks to marketing leads or product owners.
  • Move the main task to Ready to Publish only after approvals are complete.

This ensures every video has explicit sign-off before it goes live.

Step 6: Track Post-Publish Actions with ClickUp

Once a video is hosted on your preferred platform, you still need to record outcomes and next steps.

Log Performance Data

Use Custom Fields in ClickUp to record key metrics such as:

  • Views in the first 7 or 30 days
  • Click-through rate from description links
  • Lead or trial sign-ups driven by the video
  • Engagement metrics such as watch time

Update these fields during regular performance reviews and use List views or dashboards to compare results across campaigns.

Create Follow-Up Tasks from Insights

Based on performance, you can:

  • Create new tasks for video refreshes or updated CTAs.
  • Plan repurposed clips for social channels.
  • Schedule A/B tests on thumbnails or titles.

All follow-up work stays connected to the original video task inside ClickUp, preserving context.

Step 7: Optimize and Scale Your ClickUp Video System

Once your basic workflow is running, refine it using automation and templates.

Use Automation in ClickUp to Save Time

Set up automation rules such as:

  • When status changes to Production, assign editor and set a due date.
  • When status changes to Review & Feedback, notify stakeholders.
  • When status changes to Published, create a follow-up task for analytics review.

Automation keeps work moving without constant manual updates.

Document Your Process and Train the Team

Store a simple SOP directly inside ClickUp:

  • Create a task or Doc called Video Production Playbook.
  • Outline each stage, responsibilities, and naming conventions.
  • Link this Playbook in the description of your Lists or relevant Spaces.

This makes onboarding new team members faster and keeps your system consistent.

Next Steps: Connect ClickUp with Your Broader Stack

For strategic guidance on building connected marketing systems around your project management, you can explore consulting resources like Consultevo for implementation support.

By setting up Spaces, Lists, templates, and automation as described above, you turn ClickUp into a reliable command center for every video you plan, produce, and publish.

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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