How to Use ClickUp as a ShotGrid Alternative

ClickUp can replace legacy production tools like ShotGrid for creative studios that need flexible project management, asset tracking, and real-time collaboration in one place. This how-to guide walks you step-by-step through setting up a workspace optimized for VFX, animation, game, and post-production teams.

The instructions below are based on best practices drawn from studios moving away from ShotGrid-style tools toward more modern, all-in-one work management platforms.

Step 1: Plan Your Studio Structure in ClickUp

Before building anything, outline how your studio is organized and how work flows from concept to delivery.

Map departments and shows in ClickUp

Start by translating your studio hierarchy into a simple structure.

1. Create a top-level Space for your studio or company.

2. Add Folders for major units, such as:

   • Film or series titles

   • Seasons or episodes

   • Game projects or expansions

3. Within each Folder, plan Lists for:

   • Sequences or levels

   • Shots or assets

   • Department pipelines (modeling, rigging, lighting, compositing, editorial)

This structure mimics ShotGrid-style show organization but uses the flexible hierarchy of ClickUp so you can manage both production and non-production tasks in one platform.

Define your production workflow

Next, document the main stages work passes through from bid to final delivery.

• Intake and bidding

• Concept and previs

• Asset build

• Shot production

• Review and approvals

• Final delivery and archive

Each of these stages will later map to statuses, Custom Fields, or automations in ClickUp so production teams can instantly see where every shot or asset stands.

Step 2: Create Production Pipelines in ClickUp

Once the structure is defined, set up pipelines that match how your team moves shots, assets, and tasks through the studio.

Build status workflows in ClickUp

Statuses provide a visual pipeline for every task.

1. Open a List that will hold production items, such as shots or assets.

2. Customize the statuses to match your process, for example:

   • Not Started

   • In Progress

   • Awaiting Review

   • Client Review

   • Approved

   • On Hold

   • Complete

3. Save these as a template so you can reuse the same ClickUp workflow across new shows or seasons.

Use different workflows for assets, shots, editorial tasks, or marketing deliverables when necessary.

Use Custom Fields to track production data

To mirror the database-style fields in ShotGrid, add Custom Fields in ClickUp for key production details.

• Shot or asset ID

• Sequence or level

• Bid days or hours

• Actual days or hours

• Assigned department

• Priority or complexity

• Client notes link or media link

Store these inside a List-level or Space-level template so they automatically appear whenever you create a new show, project, or season.

Step 3: Add Shots, Assets, and Tasks in ClickUp

With your pipeline in place, start populating production work.

Import or create production items

You can import existing data or create new tasks directly.

1. Use CSV import to bring in shots or assets from other tools.

2. Map CSV columns to ClickUp fields, including Custom Fields for IDs, sequences, and bid time.

3. Alternatively, create tasks manually for smaller projects and tag them by department, episode, or sequence.

Each task becomes the single source of truth for that shot or asset, holding notes, attachments, and activity history.

Organize tasks visually in ClickUp views

Different teams need different perspectives on the same data. Configure several views per List or Folder.

• Board View: see shots grouped by status for standups and production meetings.

• List View: review detailed fields for bids, time tracking, and reporting.

• Calendar View: track deadlines and key review dates.

• Gantt View: visualize show-wide schedules, dependencies, and milestones.

Save these views as defaults for each team so everyone uses a consistent layout in ClickUp.

Step 4: Manage Reviews and Approvals in ClickUp

Creative projects depend on fast, controlled feedback. Set up a clear review loop so nothing is missed.

Centralize feedback on tasks in ClickUp

For each shot or asset:

1. Attach latest versions of playblasts, frames, or previews directly to the task.

2. Use comments to record notes from supervisors, directors, or clients.

3. Mention users with @mentions so they are notified of action items.

4. Pin critical decisions or final notes at the top of the task for quick reference.

This approach ensures decisions, versions, and historical context are never scattered across email threads or multiple tools.

Automate review stages with ClickUp

Use automations to move work through predictable review stages.

• Change status to Awaiting Review when a shot is submitted by an artist.

• Assign the task to the relevant supervisor for signoff.

• Shift status to Client Review once internal review is complete.

• Set status to Approved on final signoff and notify downstream teams.

Automations reduce manual handoffs and make your ClickUp workspace a real-time reflection of show progress.

Step 5: Track Time, Capacity, and Budgets in ClickUp

Production teams need insight into capacity, overages, and schedule risk. Configure time tracking and resource views to keep leadership informed.

Use ClickUp for time tracking and estimates

Track how long work actually takes versus what was bid.

1. Add time estimate fields to tasks using Custom Fields.

2. Enable built-in time tracking for artists and supervisors.

3. Compare estimated versus logged time across Lists and Folders.

4. Export reports or use Dashboards to visualize where work is over or under bid.

This helps you refine bidding on future shows and surface bottlenecks across departments.

Monitor capacity with ClickUp views

Set up views that show workload for each artist or department.

• Group tasks by assignee to see who is over capacity.

• Filter by status to focus on in-progress and upcoming work.

• Use Gantt or Calendar to map key milestones and deliverables.

These resource-focused views give producers and coordinators a live production board inside ClickUp.

Step 6: Use Templates to Scale Shows in ClickUp

Once you refine your workflows, convert them into templates so future shows are faster to spin up.

Build ClickUp templates for repeatable work

Create templates at multiple levels.

• Space templates for entire studios or business units.

• Folder templates for series, seasons, or shows.

• List templates for sequences, departments, or asset groups.

• Task templates for standard shot types or common deliverables.

Include statuses, Custom Fields, views, automations, and example tasks. This creates a library your team can reuse every time a new project or client arrives.

Step 7: Improve and Optimize Your ClickUp Setup

Your first configuration is a starting point. As teams work, gather feedback and refine your structure.

Review lessons learned each show

At the end of a season or project:

1. Hold a short retro with supervisors, producers, and key artists.

2. Identify fields, views, or automations that were confusing or unused.

3. Adjust your Space, Folder, and List templates in ClickUp based on that feedback.

4. Document naming conventions and standards for shot IDs, tasks, and versions.

Continuous improvement keeps your workspace aligned with how your studio actually operates.

Where to Learn More

If you want to compare this approach to traditional ShotGrid setups, review the detailed alternative breakdown on the official blog: ShotGrid alternatives article. For additional workflow optimization and consulting around creative production pipelines, you can also explore services from Consultevo.

By designing a clear structure, standardizing pipelines, and using templates, your team can transform ClickUp into a powerful, studio-wide platform that supports VFX, animation, game development, and post-production work from pitch through final delivery.

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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