Use task statuses in ClickUp

Task statuses in ClickUp help you track progress, standardize workflows, and keep every task clearly labeled from start to finish. By learning how statuses work and how to customize them, you can build a workflow that matches your team’s real process instead of forcing your work into a generic template.

This guide explains how statuses behave on tasks, where they are managed, and how to switch between different views of your workflow.

How ClickUp task statuses work

Every task in ClickUp always has a single status that shows its current stage in your workflow. Statuses are defined at the Space, Folder, and List levels so that each workspace can reflect the exact steps your team follows.

Depending on your setup, you can use one of three status types:

Inherited statuses: Use the same statuses as the location above (Space or Folder).
Custom statuses: Define your own unique set of statuses for a specific Space, Folder, or List.
Simple statuses: Use a lightweight flow with just a few basic states.

Statuses also drive certain behaviors, such as when tasks are considered done or closed, and how they appear in views and filters.

ClickUp status types and behavior

When you configure workflows in ClickUp, each status belongs to one of four main status types. These types help the platform understand how to treat the task for reporting and automation.

ClickUp Active status type

The Active type covers all statuses that represent ongoing work. Tasks in these statuses are not considered done or closed. Some common examples are:

To do
In progress
Review
Blocked

Use Active statuses whenever a task still needs attention or has work remaining.

ClickUp Done status type

The Done type is used for statuses that indicate a task has been completed but not fully closed. Tasks in Done statuses typically:

Remain visible in most task lists and views.
Count as finished work in many reports and dashboards.
Can still be reopened or moved back to an Active status.

Use Done for the last step in a process when you want the task to remain accessible but clearly finished.

ClickUp Closed status type

The Closed type represents statuses for work that is fully wrapped up and archived from day-to-day views. Closed tasks are:

Hidden by default in many task views.
Considered complete in reporting and dashboards.
Still available when you filter or search for closed work.

Use Closed when you want to keep your workspace clean and focused on current work, while still keeping a history of completed items.

ClickUp Cancelled status type

The Cancelled type is used for tasks that you do not plan to complete. This might include:

Requests that were withdrawn.
Tasks that are no longer relevant.
Work replaced by another task or project.

Cancelled tasks are not counted as done work but remain part of your historical record.

Default workflows in ClickUp

When you create a new Space, Folder, or List in ClickUp, you can choose from preset workflows. These help you get started quickly without building a full status set from scratch.

Common default workflow patterns include:

Simple: Basic open and closed workflow for small teams or personal tasks.
Standard project flow: Several Active statuses leading to a Done or Closed state.
Specialized flows: Workflows tailored for areas such as sprints, ticketing, or content production, depending on how your workspace is configured.

You can customize any of these defaults or create your own to match your team’s process.

How to change task status in ClickUp

You can update a task’s status from almost any location where the task appears. The exact interface depends on your view, but the basic steps are similar everywhere.

Change a task status from a task view

Open the task whose status you want to change.
Locate the current status badge near the task title.
Click the status badge to open the list of available statuses.
Select the new status. The task immediately updates and moves to the appropriate group in your views.

This method works in all layouts where you can open a full task, including list, board, and other views in ClickUp.

Change status from a List view in ClickUp

Open the List view that contains your tasks.
Find the Status column next to the task name.
Click the current status for the task you want to update.
Choose the desired status from the dropdown menu.

List view is ideal for updating many tasks quickly since you can work directly in the grid.

Change status from a Board view in ClickUp

Open the Board view for your chosen Space, Folder, or List.
Locate the task card you want to update.
Drag the task card from its current column to the column that represents the new status.
Drop the card. The status automatically updates to match the column.

Board view provides a visual workflow that makes it easy to see how tasks move through your process.

Manage statuses for Spaces, Folders, and Lists in ClickUp

Status sets are configured at different hierarchy levels in ClickUp. This allows teams to share common workflows across multiple Lists or to create highly specialized flows where needed.

Set statuses at the Space level in ClickUp

Open the workspace sidebar and hover over the Space you want to configure.
Open the Space settings menu.
Navigate to the section for statuses or workflows.
Choose whether to use a default workflow or custom statuses.
Add, rename, recolor, or reorder statuses as needed.
Assign each status to the correct type: Active, Done, Closed, or Cancelled.

Lists and Folders that inherit from the Space will automatically use these statuses unless overridden.

Customize statuses for a Folder or List in ClickUp

Navigate to the Folder or List whose statuses you want to customize.
Open its settings or ellipsis menu.
Select the option to manage statuses or workflows.
Choose to inherit statuses from the parent or switch to custom statuses.
When using custom statuses, add, edit, or remove statuses to reflect your specific process.
Make sure each status is assigned the correct type so reporting remains accurate.

This flexibility lets different teams in the same workspace adapt ClickUp to their own workflow styles.

Tips for building effective ClickUp workflows

A well-designed status set keeps everyone aligned and reduces confusion. Consider these best practices when planning your workflow in ClickUp.

Limit the number of Active statuses so that progress is clear and easy to read.
Use descriptive names like “In review” or “Waiting on client” instead of vague labels.
Standardize colors across Spaces where possible so users immediately recognize stages.
Map statuses to automations so that moving a task to a new status can trigger notifications, assignments, or other actions.
Review status usage regularly to retire or merge stages that are no longer helpful.

Learn more about ClickUp task statuses

If you want a deeper, visual walkthrough of everything covered here, you can review the official guide to task statuses in ClickUp on the help center. It provides detailed examples and the most current interface screenshots. Visit the original article at Use statuses on tasks in ClickUp.

For additional strategy around structuring workflows, documentation, and AI-driven optimization for your workspace, you can also explore resources from Consultevo, which covers implementation and process design best practices.

By understanding how task statuses work in ClickUp and tailoring them to your own processes, you can create clear, reliable workflows that keep every team member on the same page from the first task to the final closed state.

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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