How to Move from Notion or Google Sheets to ClickUp

If you are ready to streamline scattered work into one place, ClickUp can become your all-in-one workspace to replace Notion, Google Sheets, and several other tools you juggle today.

This step-by-step guide shows you exactly how to move from Notion or Google Sheets into ClickUp, organize your projects, and get productive fast.

Step 1: Decide What to Migrate Into ClickUp

Before creating anything, list what you currently track in Notion or Google Sheets. Typical examples include:

• Project plans and task lists
• Content calendars
• Simple databases or tables
• Goal tracking and roadmaps
• Team documentation and notes

For each item, decide whether it should become tasks, Docs, or views inside ClickUp:

• Projects and tasks → Lists and tasks
• Spreadsheets and tables → List views, Table views, or Dashboards
• Documentation → ClickUp Docs within relevant Spaces

Step 2: Plan Your ClickUp Hierarchy

ClickUp uses a flexible hierarchy that can comfortably absorb what you used to store in Notion or Google Sheets. Plan this before importing:

• Workspace: Your overall company or team
• Spaces: Major departments or themes (e.g., Marketing, Product, Operations)
• Folders: Broad initiatives or categories inside each Space
• Lists: Specific projects or trackers
• Tasks: Individual action items with assignees and due dates

Map your current tools to this structure. For example:

• A Notion content hub becomes a Marketing Space with a Content Folder and a Blog List.
• A Google Sheets project tracker becomes a Project List with tasks replacing each row.

Step 3: Import or Rebuild Data in ClickUp

Once your structure is clear, you can start moving data. Use whichever option preserves clarity while avoiding clutter.

Option A: Rebuild Your System in ClickUp

Manually rebuilding is ideal if your existing setup is messy or outdated. Follow these steps:

1. Create the Workspace, then set up Spaces aligned to teams or functions.
2. Within each Space, create Folders for major initiatives.
3. Add Lists for each project or tracker that previously existed in Notion or Google Sheets.
4. Create tasks that replace spreadsheet rows or Notion items.

Rebuilding helps you adopt ClickUp best practices instead of copying over old problems.

Option B: Import from Sheets or Other Tools

You can quickly turn spreadsheet data into tasks:

1. Export your Google Sheets or other spreadsheets as CSV.
2. In the chosen List, use the import option to bring CSV data into ClickUp.
3. Map columns to task fields like task name, assignee, dates, and custom fields.

After the import, you can switch between views to see the same data in multiple formats.

Step 4: Configure Views in ClickUp

One big upgrade from Notion or Google Sheets is the ability to use many views on the same data. Set up core views for each List:

• List view: For a clean, spreadsheet-like layout
• Board view: Kanban boards for agile workflows
• Calendar view: Content calendars, launch plans, and events
• Timeline or Gantt: Visual roadmaps and dependencies

Give each view a clear name so teammates know when to use it.

Step 5: Add Custom Fields in ClickUp

Where spreadsheets rely heavily on columns, ClickUp uses Custom Fields to structure data without losing flexibility. Translate key columns from your Google Sheets or Notion databases into Custom Fields, such as:

• Content type
• Priority
• Status or stage
• Tags or categories
• Budget or estimates

Custom Fields keep your workspace organized and make filtering, grouping, and reporting more powerful than in basic sheets.

Step 6: Set Up ClickUp Docs for Knowledge

Any pages or docs stored in Notion can become living documentation inside ClickUp Docs. To recreate that system:

1. Create Docs within relevant Spaces or attach them to Folders or Lists.
2. Use nested headings and page structures to mirror your old Notion hierarchy.
3. Link Docs to tasks so work and knowledge stay connected.

This approach helps your team find context without leaving ClickUp.

Step 7: Automate Routine Work in ClickUp

Where Google Sheets and Notion often rely on manual updates, ClickUp allows you to automate repetitive steps. Examples include:

• Changing status when a due date is reached
• Assigning tasks automatically when a stage changes
• Posting comments when tasks move to specific Lists

Even a few simple automations can replace manual spreadsheet updates or ad hoc Notion changes.

Step 8: Use Templates to Standardize Processes

To ensure consistent execution, turn recurring workflows into templates inside ClickUp:

• Project templates for launches, campaigns, or sprints
• Task templates for recurring requests
• Doc templates for briefs and meeting notes

Templates save time and prevent the fragmentation that often occurs across multiple Notion pages or spreadsheets.

Step 9: Share, Collaborate, and Report in ClickUp

Once your system is in place, invite teammates and align them around a single source of truth. Encourage them to:

• Comment on tasks instead of using scattered chats
• Update status and fields rather than editing spreadsheets
• Use views and filters instead of creating new files

For reporting, configure Dashboards that replace complex spreadsheet formulas with visual widgets and charts.

Tips to Smooth Your Move to ClickUp

• Start with one team or project, then expand.
• Archive legacy spreadsheets and pages once data is safely in ClickUp.
• Document your new conventions in a central Doc.
• Review your structure monthly and refine where needed.

Learn More About Alternatives and ClickUp

For deeper context on how tools compare, you can review this guide on Notion vs Google Sheets and then adapt the ideas to your ClickUp setup.

If you want help designing a scalable workspace, you can also explore consulting resources like Consultevo for strategic guidance.

By planning your hierarchy, importing data thoughtfully, and using Docs, views, and automations, you can consolidate work in ClickUp and replace fragmented systems built in Notion or Google Sheets.

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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