How to Use ClickUp to Manage AI Image Projects
ClickUp can organize every step of your AI image workflow, from first prompt ideas to final image delivery, so you always know what to do next and who owns each task.
This how-to guide walks you through building a simple, repeatable system to manage projects using tools like Leonardo AI and Stable Diffusion.
Why Manage AI Images in ClickUp?
Modern AI art tools are powerful, but without structure your prompts, versions, and approvals become hard to track. A clear workspace keeps everything under control.
By organizing your work in a flexible project platform, you can:
- Plan prompts and style directions in advance
- Track model choices (Leonardo AI vs. Stable Diffusion)
- Store image links, seeds, and settings in one place
- Standardize review and approval steps
- Reuse winning prompts across campaigns
Set Up a ClickUp Space for AI Image Work
Begin by creating a dedicated area just for AI-generated visuals. This keeps your experiments and client work easy to find.
Name and Structure Your ClickUp Space
Create a new Space and give it a clear name, such as “AI Image Studio” or “Creative AI Assets.” Within that Space, add one or more Folders for the work you do most often:
- Client Projects: For commissioned visuals and campaigns
- Internal Experiments: For testing new styles or workflows
- Template Library: For reusable prompt and style recipes
This structure lets you keep production work separate from experiments while still using the same tools.
Create ClickUp Lists for Leonardo AI and Stable Diffusion
Inside your chosen Folder, create separate Lists for each main tool you use:
- Leonardo AI Projects
- Stable Diffusion Projects
Each List will hold Tasks that represent specific image batches, campaigns, or scenes. Separating tools at the List level makes it easy to compare results and keep settings organized.
Build a Task Template in ClickUp for AI Prompts
A consistent task layout saves time and ensures you capture every detail needed to reproduce great images.
Define Custom Fields in ClickUp
Add Custom Fields to your List so every Task collects the same core data. Useful fields include:
- Model / Engine (dropdown): Leonardo AI, Stable Diffusion, others
- Version or Checkpoint (text): Model version, checkpoint, or custom model name
- Prompt (long text): Main text prompt
- Negative Prompt (long text): Elements to avoid
- Aspect Ratio (dropdown): 1:1, 16:9, 9:16, 4:5, etc.
- Resolution (number or text): Output size in pixels
- Seed (number): For reproducible outputs
- Guidance / CFG Scale (number): Strength of prompt guidance
- Steps (number): Inference steps used
- Use Case (dropdown): Social post, ad creative, blog hero, product image, etc.
Once your Custom Fields are in place, save a task as a template so you can reuse it across future image projects.
Design ClickUp Task Descriptions for Image Briefs
Use the Task description to hold the creative brief and reference material. A simple structure might include:
- Objective: What the image should communicate
- Audience: Who will see it
- Style Notes: Visual style, mood, and composition preferences
- References: Text links to mood boards or prior images
- Platform Requirements: Aspect ratios and size limits for channels
This structure helps you keep creative direction tied to specific prompt settings.
Use ClickUp to Compare Leonardo AI vs Stable Diffusion
The source article at this detailed comparison explains how Leonardo AI and Stable Diffusion differ in capabilities and workflows. You can mirror that comparison inside your workspace.
Tag Tasks by AI Platform Inside ClickUp
In addition to the Model Custom Field, create simple Tags such as:
- Leonardo-AI
- Stable-Diffusion
- Hybrid-Workflow
Apply these Tags to each Task. Later, filter by Tag to see how many images you created with each platform and which ones performed best.
Track Strengths of Each Tool in ClickUp Views
Create different Views to highlight what each platform does best:
- Table View: Compare prompts, aspect ratios, and seeds across tools
- Board View: Visualize stages such as Idea, First Render, Refine, Approved
- Calendar View: Plan when images will be generated and published
By organizing your work this way, you can decide when to favor Leonardo AI for fast, guided results or Stable Diffusion for deeper control.
Standardize an AI Image Workflow in ClickUp
A consistent set of steps reduces rework and makes collaboration easier. Build a simple status pipeline that reflects how you work with AI art tools.
Create Statuses in ClickUp
Define custom statuses such as:
- Briefing: Requirements and references are being collected
- Prompt Drafted: Initial prompt ready for testing
- Rendering: Images are being generated in Leonardo AI or Stable Diffusion
- Review: Stakeholders are reviewing options
- Revisions: New prompts or tweaks requested
- Approved: Final image chosen
- Delivered: Image exported, uploaded, or scheduled
Each Task moves through these stages, giving you an instant view of progress for any project.
Use ClickUp Checklists for Image Quality Control
Inside each Task, create a checklist to ensure every output meets your standards. For example:
- Check brand colors and fonts
- Confirm aspect ratio and resolution
- Verify that negative prompt removed unwanted elements
- Ensure no copyright or safety concerns
- Export to required formats and sizes
Save this checklist in your Task template so it appears every time you start new work.
Collaborate on AI Assets with ClickUp Comments
Team feedback is essential when deciding which image to ship. Centralize that feedback directly in your Tasks.
Share AI Outputs in ClickUp
After generating images in Leonardo AI or Stable Diffusion, add them to your Task:
- Attach exported files or image links
- Paste links to galleries for batch review
- Note which seed or variation each option uses
Label each version clearly so reviewers can comment on specific images.
Use ClickUp Mentions and Threads
Ask for opinions, approvals, or edits right inside the Task using comments:
- Mention teammates by name when you need sign-off
- Start threads for each major variation or concept
- Log which version was approved and why
This creates a complete history of your decisions and makes it easy to revisit past projects.
Measure and Refine Your AI Image Process in ClickUp
Once your workflow is running, use built-in reporting to improve speed, quality, and consistency.
Track Performance with Custom Fields
Add more Custom Fields to capture performance data, such as:
- Engagement Rate (number): Clicks, likes, or conversions
- Selected Variant (text): Identifier of the winning image
- Time to Approval (number): Days from brief to approved asset
Filter and sort your Tasks to see which prompts, models, or styles lead to the best results.
Optimize with External Strategy Resources
For broader digital strategy, you can complement your project system with resources like Consultevo, which focuses on scalable growth and marketing frameworks that pair well with AI-driven content workflows.
Next Steps: Turn ClickUp into Your AI Control Center
By setting up structured Spaces, Lists, templates, and views, you can turn your workspace into a central hub for all AI image work. Whether you lean on Leonardo AI for polished outputs or Stable Diffusion for granular control, a clear project framework keeps your prompts, tests, and best-performing images organized and reusable.
Use the comparison insights from the original guide at ClickUp’s Leonardo AI vs Stable Diffusion article to decide which tool to use for each project, and let your workspace coordinate the rest.
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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