How to Use ClickUp as a Whiteboard

/ ClickUp / By

How to Use ClickUp as a Whiteboard Alternative

ClickUp can easily replace traditional digital whiteboards and help you manage ideas, projects, and collaboration in one place. This step-by-step guide shows you how to turn ClickUp into a flexible visual workspace that covers everything you once did in Microsoft Whiteboard—and much more.

The instructions below are based on the features highlighted in the comparison of Microsoft Whiteboard alternatives, with a practical focus on how to build and run visual workflows inside ClickUp.

Why Use ClickUp Instead of a Basic Whiteboard

While Microsoft Whiteboard focuses mostly on freeform sketching, ClickUp combines whiteboarding with robust project management. That means you can brainstorm, organize, assign, and deliver work without jumping between tools.

Using one platform for both creativity and execution helps you:

  • Keep ideas, notes, and tasks in the same place
  • Reduce manual copy-paste from a whiteboard into project tools
  • Track ownership, deadlines, and progress visually
  • Collaborate in real time with comments and mentions

The following sections walk you through how to configure ClickUp so it functions like a powerful, shareable whiteboard.

Step 1: Set Up a ClickUp Workspace for Visual Collaboration

Before you start drawing diagrams or mapping workflows, you need a structure to keep everything organized.

Create a Space in ClickUp for Brainstorming

  1. Log in to your ClickUp account.
  2. From the sidebar, select + Space to create a new Space.
  3. Name it something like Strategy Whiteboards or Team Brainstorming.
  4. Choose the features you want to enable, such as Docs, Whiteboards, Tasks, and Goals.
  5. Set privacy and sharing options so the right team members can access your visual boards.

This Space becomes your home for all brainstorming, planning, and visual mapping sessions inside ClickUp.

Organize Folders and Lists in ClickUp

To keep your whiteboards easy to find, set up a simple structure:

  • Create Folders for broad areas like Product, Marketing, or Operations.
  • Within each Folder, add Lists such as Roadmaps, Sprint Planning, or Campaign Ideas.
  • Attach the relevant whiteboard views or Docs to each List so everything is context-aware.

This structure allows you to treat each List as a themed workspace while still leveraging ClickUp for execution.

Step 2: Use ClickUp Whiteboards to Replace Microsoft Whiteboard

The Whiteboard feature in ClickUp is designed to mirror the freedom of drawing on a digital canvas, but with stronger links to tasks and documents.

Create a New Whiteboard in ClickUp

  1. Open the Space, Folder, or List where you want to brainstorm.
  2. Click on + View.
  3. Select Whiteboard from the available view types.
  4. Give your Whiteboard a clear name, like Q3 Roadmap or Feature Ideation.
  5. Optional: Make the Whiteboard your default view for that List if you plan to use it frequently.

You now have a blank canvas inside ClickUp that your team can use for live collaboration.

Add Shapes, Text, and Connectors

To recreate common Microsoft Whiteboard activities, use the visual tools provided in ClickUp:

  • Shapes: Drag shapes onto the canvas to represent steps, ideas, or categories.
  • Text boxes: Add labels, notes, or explanations around each shape.
  • Connectors: Draw lines or arrows to show dependencies, flows, or relationships.
  • Colors: Use color-coding for priority, status, or teams.

This lets you build flowcharts, mind maps, customer journeys, and process diagrams that stay connected to your actual work.

Step 3: Turn Whiteboard Items into ClickUp Tasks

The biggest advantage of using ClickUp as a whiteboard is the ability to convert ideas into actionable tasks without leaving the canvas.

Create Tasks Directly from the Whiteboard

  1. On your Whiteboard, select an element that represents work to be done, such as a sticky note or shape.
  2. Use the context menu to choose an option like Convert to Task (or add a new task linked to that element).
  3. Fill in key details: title, assignee, due date, and priority.
  4. Save the task so it appears in the related List within ClickUp.

Now every decision captured visually can move straight into your workflow with no copy-paste.

Link Existing Tasks on a ClickUp Whiteboard

If you already have active tasks, you can bring them onto the Whiteboard to visualize dependencies and timelines:

  • Search for tasks from the Whiteboard sidebar.
  • Drag tasks onto the canvas to represent each step.
  • Use arrows to show order, handoffs, or approvals.

This merges traditional project management with the visual clarity of a whiteboard, all within ClickUp.

Step 4: Collaborate in Real Time in ClickUp

Collaboration is where a whiteboard truly shines. ClickUp supports real-time teamwork so you can replace meeting room whiteboards and scattered screenshots.

Invite Team Members to Your ClickUp Whiteboard

  1. Open the Whiteboard view.
  2. Click the Share or Invite option.
  3. Select specific team members, guests, or groups.
  4. Set permissions so they can view, comment, or edit.

Everyone can now contribute to the same canvas, no matter where they are.

Use Comments and Mentions in ClickUp

To keep feedback attached to the right part of the board:

  • Add comments to shapes, notes, or tasks on the Whiteboard.
  • Use @mentions to pull teammates into specific discussions.
  • Convert important conversation points into tasks for follow-up.

This approach ensures nothing gets lost after your brainstorming session ends.

Step 5: Document and Present Ideas with ClickUp Docs

Whiteboards are great for quick visualization, but many teams need structured documentation and summaries. ClickUp Docs complement Whiteboards perfectly.

Capture Outcomes from ClickUp Whiteboards

  1. Create a new Doc within the same Space or List.
  2. Summarize the goals, decisions, and key ideas from your Whiteboard.
  3. Embed or link related tasks directly into the Doc.
  4. Link the Doc from the Whiteboard so people can access detailed notes.

Now your visual map and written documentation live side by side in ClickUp for easy reference.

Use ClickUp Views to Present Your Plan

After brainstorming, you may need to present a final plan to stakeholders. Use other views in ClickUp to translate raw ideas into clear roadmaps:

  • Board view: Show tasks as cards grouped by status or team.
  • List view: Share a detailed, sortable list of all action items.
  • Timeline or Gantt: Visualize schedules and dependencies.

Switching between these views helps you move from creative ideation to coherent, shareable plans without leaving ClickUp.

Step 6: Compare ClickUp to Microsoft Whiteboard

If you are moving from Microsoft Whiteboard, it helps to understand how the two tools differ. The original comparison of Microsoft Whiteboard alternatives highlights how all-in-one workspaces offer more value than simple sketch boards.

You can review the full breakdown of Microsoft Whiteboard and its alternatives in the original article here: Microsoft Whiteboard alternatives.

In summary, ClickUp gives you:

  • Visual brainstorming with Whiteboards
  • Task management, automation, and reporting
  • Docs for meeting notes and strategy
  • Goals and dashboards for tracking outcomes

Instead of stitching together many different tools, you can manage the entire lifecycle of an idea within a single platform.

Step 7: Optimize Your ClickUp Setup for Teams

Once your whiteboards and workflows are in place, you can refine your setup to match how your team works.

Create Templates in ClickUp for Repeated Sessions

For recurring meetings or planning rituals, turn your best whiteboards into reusable templates:

  1. Open a Whiteboard that worked well.
  2. Remove content that is specific to one project.
  3. Save the layout as a template if available, or duplicate it for each new session.

This ensures every sprint planning, retrospective, or campaign kickoff starts from a proven ClickUp structure.

Use Integrations and Automation in ClickUp

To reduce manual work, connect your workspace to other tools and automate steps where possible:

  • Trigger tasks when forms are submitted or statuses change.
  • Sync information from communication tools so context is centralized.
  • Automate recurring tasks created from regular whiteboard sessions.

These enhancements help your ClickUp whiteboards become a living part of your operations, not just a one-off canvas.

Additional Help Configuring ClickUp

Setting up a complete system for visual collaboration and execution can be complex. If you need expert support to design or refine your ClickUp workspace, you can explore implementation and optimization services from partners such as Consultevo.

They can help map your workflows, configure views, and ensure your whiteboard processes connect smoothly to the rest of your work management in ClickUp.

Start Using ClickUp as Your Central Whiteboard

By setting up Spaces, Whiteboards, Docs, and tasks the right way, you can transform ClickUp into a powerful replacement for Microsoft Whiteboard and other basic canvases. Your team gets one environment for ideation, planning, and delivery.

Create your first Whiteboard, invite collaborators, convert shapes into tasks, and connect everything to Docs and timelines. Over time, you will build a visual system in ClickUp that not only captures ideas but turns them into measurable results.

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