ClickUp UX Design Process Guide

/ ClickUp / By

How to Run a UX Design Process in ClickUp

Using ClickUp to guide your UX design process helps you move from messy ideas to a clear, testable product experience, all in one organized workspace.

This how-to guide walks you step by step through each UX design stage so you can plan, document, and track great user experiences with confidence.

Step 1: Define the UX Problem in ClickUp

Your UX design process starts with a precise problem statement. Before jumping into wireframes, create a central place in ClickUp to define what you are solving and for whom.

  1. Create a new Space or Folder named after your product or project.

  2. Add a List called UX Discovery.

  3. Create a task titled UX Problem Statement.

  4. In the task description, answer:

    • Who is the user?
    • What are they trying to accomplish?
    • What’s blocking them now?
    • What does success look like?

  5. Use Custom Fields for priority, impacted user segments, and business goals.

This becomes your “north star” item that you can link to throughout your ClickUp UX workflow.

Step 2: Plan and Track UX Research in ClickUp

Effective UX design depends on strong research. Use ClickUp to plan, assign, and document every research activity so insights never get lost.

Set up a ClickUp UX research board

  1. Add a List named UX Research inside your project Folder.

  2. Create task types for different research methods, such as:

    • User interviews
    • Surveys
    • Usability tests
    • Competitive analysis
    • Analytics review

  3. Add statuses like Planned, In Progress, Analyzing, and Complete.

Document research insights with ClickUp

Turn raw notes into structured insights directly in ClickUp.

  • Attach recordings, transcripts, and survey exports to each research task.

  • Use subtasks for individual user sessions or data cuts.

  • Summarize findings in the task description with sections such as Key Insights, Pain Points, and Opportunities.

  • Tag research items with labels for user type, platform, or journey stage.

When you are ready to move forward, create a separate task called Research Synthesis and link all related research tasks so you have a single hub of understanding.

Step 3: Create User Personas and Journeys in ClickUp

With research in place, your next step is to shape personas and journey maps that drive UX decisions.

Build personas using ClickUp Docs

  1. Create a new Doc named User Personas inside your UX project.

  2. Add a section for each persona including:

    • Background
    • Goals and motivations
    • Pain points
    • Behaviors
    • Tools and environment

  3. Use comments in the Doc to collaborate with stakeholders and refine details.

Link your persona Doc back to the primary problem-statement task so anyone can navigate from the overview to the details in ClickUp with a single click.

Map user journeys as ClickUp tasks

  1. Create a List called User Journeys.

  2. Make one task per journey, such as New User Onboarding or Checkout Flow.

  3. Use subtasks to represent each step in the journey.

  4. Add Custom Fields for emotion, pain level, and opportunity score on each subtask.

This structure lets you quickly see which steps in the journey deserve priority attention during later UX design stages.

Step 4: Plan UX Ideation and Brainstorming in ClickUp

Now that you understand users and their journeys, focus on generating ideas. ClickUp can help you manage brainstorming sessions and turn loose ideas into clear concepts.

Organize idea sessions with ClickUp

  1. Create a List called UX Ideation.

  2. Add tasks for each workshop or ideation session, including:

    • Objectives and agenda
    • Participants
    • Time and location or video link

  3. Attach whiteboard snapshots or online whiteboard links in the task.

  4. Use comments to capture real-time input and decisions during the session.

Convert ideas into testable concepts

  • Create new tasks for each promising concept, for example Streamlined Signup Flow or Inline Help Tooltips.

  • Use the task description to write short problem, solution, and impact sections.

  • Add effort and impact Custom Fields to quickly prioritize in ClickUp views like Board or List.

By the end of this step, your top concepts are fully captured and ready for design exploration.

Step 5: Structure UX Design Work in ClickUp

Next, move into designing wireframes and prototypes while keeping everything organized and trackable.

Set up a UX design pipeline in ClickUp

  1. Create a List called UX Design.

  2. Define statuses such as To Design, Wireframing, Review, and Ready for Dev.

  3. Turn each UX concept into a design task and assign it to a designer.

Within each design task, you can:

  • Attach links to Figma, Sketch, or other design tools.

  • Add subtasks for variants such as desktop, tablet, and mobile layouts.

  • Capture design rationale in the description so devs and stakeholders understand the “why.”

Manage feedback and approvals with ClickUp

To keep critiques structured and productive, use ClickUp comments and assignments.

  • Invite stakeholders to comment directly on design tasks.

  • Convert important comments into subtasks so action items are never missed.

  • Use watchers so the right people are notified when designs are updated or approved.

This keeps your UX feedback loop visible and traceable from concept through sign-off.

Step 6: Plan UX Testing in ClickUp

Before implementation, validate your designs with users. ClickUp can structure your testing rounds and results.

Build a UX testing framework in ClickUp

  1. Create a List called UX Testing.

  2. Add tasks for each test round, like Prototype Test Round 1.

  3. Include details such as:

    • Test objectives
    • Scenarios and tasks for users
    • Participant profiles
    • Schedule and tools

Capture and prioritize test findings

  • Create subtasks for each participant session or for each usability issue discovered.

  • Use Custom Fields for severity, frequency, and affected journey step.

  • Link findings back to the related UX design tasks so designers can quickly make changes.

When testing is complete, summarize findings in a Test Report Doc stored within your project, and link it to the relevant tasks in ClickUp for easy reference.

Step 7: Handoff and Continuous Improvement with ClickUp

Once designs are validated, you still need a smooth handoff and a plan for ongoing UX improvements.

Handoff UX work to development

  1. Move final design tasks to a Ready for Dev status in ClickUp.

  2. Tag tasks with sprint or release identifiers.

  3. Attach final specs, interaction notes, and assets to each task.

  4. Link related bugs or tech tasks so devs see the full context.

Track UX outcomes and iterate

After release, use ClickUp to monitor how design changes impact real users.

  • Create tasks for analytics reviews and user feedback reviews.

  • Log support tickets or user comments as tasks or subtasks tied to the feature.

  • Schedule regular UX review cycles to revisit high-impact journeys.

By treating UX as an ongoing cycle, your workspace in ClickUp becomes a living record of decisions, tests, and outcomes.

Resources for Improving Your UX Design Process

To deepen your understanding of UX methods and how to organize them, review the detailed UX design process overview provided in the original source article on the ClickUp blog: UX Design Process Steps.

If you want expert help building scalable systems around your UX and product workflows, you can also explore consulting support from Consultevo.

By following these steps and structuring your work clearly, you can turn ClickUp into a powerful command center for every stage of your UX design process—from research, through design and testing, to continuous improvement.

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

“`

Verified by MonsterInsights