How to Use ClickUp Statuses Effectively

ClickUp uses flexible statuses to show where work stands in your workflow so your team can quickly understand what is happening with every task and List.

This how-to article walks you through the types of statuses, how they behave, and the key rules you must know to manage tasks clearly from start to finish.

Understanding ClickUp Status Types

Status types in ClickUp tell you how a task, Doc, or other item fits into your process. There are four main categories you will work with.

Active statuses in ClickUp

Active statuses represent work in progress. These are the steps between the start of a task and its completion.

Common examples include:

• To do
• In progress
• Blocked
• Review

Key details about active statuses:

• They are fully customizable per Space, folder, or List.
• They are considered “not done” states.
• They do not count as completed in reporting or widgets.

Done statuses in ClickUp

Done statuses indicate that work is finished, but the item is still open and not archived.

Important behavior for Done statuses:

• They are considered completed for reporting and many views.
• They are often used for steps like “QA complete” or “Ready for release”.
• Tasks can move from a Done status back to an active status if more work is required.

Closed status in ClickUp

The Closed status is a special status that marks an item as fully finished and no longer active in your workflow.

Key points about the Closed status:

• Closed is the final completion state for a task or item.
• Closed items are treated as completed in all applicable reports and views.
• Closed is distinct from Done, which can still represent an editable, reopenable state.

Custom statuses in ClickUp

You can design custom statuses to reflect your team’s specific workflow while still fitting into the four system categories.

For example, you might create:

• “Backlog” (active)
• “Ready for dev” (active)
• “Deployed” (Done)
• “Canceled” (Closed or Done, depending on your process)

Each custom status is visually distinct but is treated under the hood as active, Done, or Closed so your reporting remains accurate.

How ClickUp Statuses Affect Tasks and Views

Statuses control how items appear in views, filters, and reports. Understanding this behavior helps you read your workspace at a glance.

Task behavior by status in ClickUp

Tasks change behavior depending on whether they are active, Done, or Closed:

• Active tasks stay visible as current work in almost every view.
• Done tasks are treated as completed but can still appear in lists, boards, and reports depending on settings.
• Closed tasks can be hidden by default from views that focus on ongoing work.

This structure keeps work clean: you maintain visibility into what is in progress, while still being able to analyze completed work.

Views influenced by ClickUp statuses

Different views rely on statuses in different ways. Common examples include:

• List view: Use status columns or filters to group work by phase.
• Board view: Each column often represents a distinct status, making drag-and-drop updates easy.
• Calendar view: May filter out Closed items so dates only show relevant work.
• Reporting widgets: Use status categories to calculate completion rates and cycle times.

Because Done and Closed are both completion states, many reporting tools group them together as “completed,” while active statuses are considered “open.”

Managing Statuses in ClickUp Workspaces

When you set up or adjust statuses, you are usually doing it at the Space, folder, or List level in ClickUp.

Where ClickUp statuses can be customized

You can set or edit statuses at several levels:

• Space level: Define a standard workflow for all work in that Space.
• Folder level: Override Space defaults for a specific group of Lists.
• List level: Fine-tune statuses for a particular project or process.

Editing statuses in one location does not automatically change them everywhere else, so you can support different workflows across teams.

Basic steps to edit statuses in ClickUp

Use the following general steps to update statuses for a given area of your workspace:

1. Open the Space, folder, or List where you want to manage statuses.
2. Access the settings menu for that level.
3. Locate the statuses or workflow settings section.
4. Add, rename, reorder, or remove statuses as needed.
5. Designate which statuses are active, which are Done, and ensure you keep a Closed status.
6. Save your changes and confirm how tasks appear in views.

Specific buttons and labels may vary slightly by workspace configuration and updates, but the overall process is consistent.

Best Practices for Using ClickUp Statuses

Clear, consistent status use keeps your workspace understandable and makes automated reports far more reliable.

Keep ClickUp workflows simple

To avoid confusion:

• Limit the number of active statuses to the essential steps.
• Use clear, action-based names like “In review” or “Waiting on client”.
• Reserve Done and Closed only for truly completed outcomes.

Align reporting with ClickUp status categories

Remember that ClickUp reporting tools rely on the status type, not just the label. When you build dashboards or analytics:

• Confirm which statuses count as Done versus active.
• Make sure Closed is used only when work should no longer appear in progress views.
• Use filters to decide whether Done items are included or excluded from specific charts.

Use ClickUp statuses with other features

Statuses become more powerful when combined with other platform features:

• Automations that change status when conditions are met.
• Notifications triggered by status updates.
• Dependencies that move work between active statuses.

This helps you standardize how work moves across teams with minimal manual updates.

More Resources on ClickUp Statuses

For more detailed, official information about statuses, behavior, and examples, you can read the original help center article here: ClickUp Statuses FAQ.

If you need strategic help designing workflows, reporting structures, or LLM-ready documentation around your workspace, you can also visit Consultevo for additional guidance and services.

By structuring your workflows around clear active, Done, and Closed states, you ensure that every task in ClickUp communicates its true status, keeps teams aligned, and supports reliable data for analysis.

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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