How to Build a Kanban Workflow in ClickUp

ClickUp makes it easy to turn scattered to-dos into a visual Kanban workflow that keeps every task, teammate, and deadline perfectly aligned.

This step-by-step guide walks you through creating a Kanban board, customizing columns, and using powerful views and automation so your work stays organized and always moving forward.

Why Use ClickUp Instead of Static Notes

Traditional note apps can mimic Kanban boards with tables and tags, but they quickly hit limits when your projects grow. ClickUp is built as a complete work management platform, so you can:

• Turn ideas into structured tasks and subtasks.
• Visualize every stage of work on a Kanban board.
• Assign owners, set due dates, and track workload.
• Automate repetitive steps and reminders.
• Report on progress with real-time dashboards.

Instead of maintaining manual lists and sticky notes, you get a single workspace where everything stays connected, searchable, and easy to filter.

Step 1: Create a Space for Your Kanban Board in ClickUp

Start by creating a dedicated Space for your project or team. This is the highest level of organization in ClickUp and will hold all related lists and tasks.

1. Log into your ClickUp workspace.
2. In the left sidebar, select + Space.
3. Give the Space a clear name like “Marketing Kanban” or “Product Development”.
4. Choose a color and icon that makes the Space easy to spot.
5. Configure basic settings such as privacy, default views, and ClickApps (features like time tracking, dependencies, or custom fields).

Your Space is now the home for one or more Kanban-style lists and boards.

Step 2: Set Up a Kanban List in ClickUp

Inside the Space, you will create a List that represents a workflow, project, or backlog. This List will power the Kanban board.

1. Select your Space in ClickUp.
2. Click + New List.
3. Name the List something action-oriented, such as “Sprint Board”, “Content Pipeline”, or “Bug Triage”.
4. Add a brief description to clarify what belongs in this List.
5. Save the List and open it to start configuring stages and tasks.

Lists in ClickUp work as containers for all tasks, and they automatically plug into the Board view for Kanban-style management.

Step 3: Customize ClickUp Statuses for Kanban Stages

The core of any Kanban system is its stages. In ClickUp, these are controlled by custom statuses. Instead of generic labels, you can mirror your exact workflow.

1. Open your List and click the status dropdown near the top.
2. Select Manage Statuses or the settings icon.
3. Replace or extend the default statuses with meaningful stages such as:
   • Backlog
   • Ready
   • In Progress
   • In Review
   • Blocked
   • Done
4. Assign distinct colors so you can recognize each stage quickly.
5. Save the changes to apply the statuses to all tasks in that List.

Once set, these statuses will become the columns that appear in your Kanban board view in ClickUp.

Step 4: Switch to Board View in ClickUp

Now you are ready to see your work as a Kanban board rather than a simple list.

1. Open the List you created in ClickUp.
2. At the top of the screen, click + View.
3. Choose Board as the view type.
4. Name the view (for example, “Kanban Board”).
5. Decide if the view should be visible to everyone in the Space or private.
6. Save the view.

Your tasks will appear as cards sorted into columns based on their current status. You can drag and drop cards between columns to move them through the workflow.

Step 5: Add and Configure Tasks on Your ClickUp Board

With the board view ready, begin filling it with well-structured tasks.

1. Click + Task in any column on your ClickUp board.
2. Give the task a clear, action-based title.
3. Add details in the description, such as goals, requirements, or acceptance criteria.
4. Assign the task to an owner and set a due date.
5. Use subtasks for multi-step work or checklists for simple to-dos.
6. Attach files, links, or screenshots as needed.
7. Apply tags to group tasks by themes, priorities, or teams.

As work progresses, teammates can update each card with comments, attachments, and status changes so the Kanban board in ClickUp always reflects reality.

Step 6: Use ClickUp Custom Fields to Enrich Your Kanban

Custom fields add structure to your cards and allow you to slice and filter your board in powerful ways.

Examples of useful custom fields in ClickUp for a Kanban board include:

• Priority (dropdown or label: Low, Medium, High, Critical).
• Story Points or Effort estimates.
• Impact rating.
• Owner department or client name.
• Release version or sprint number.

To add custom fields:

1. Open your List in ClickUp.
2. Click the custom field icon or open the List settings.
3. Select Add Custom Field.
4. Pick a field type (number, dropdown, date, text, etc.).
5. Name the field and configure any options.
6. Save and start using the field on each card.

These fields appear directly on task cards in the Kanban board, giving you richer at-a-glance information.

Step 7: Organize Multiple Workflows with ClickUp Views

As projects grow, one static board is not enough. ClickUp allows you to create multiple views on the same data so each role sees exactly what they need.

Useful views to pair with your Kanban board include:

• List view: For bulk editing, quick scanning, and inline updates.
• Calendar view: To visualize tasks by due date and manage deadlines.
• Gantt view: For timeline planning and dependency management.
• Table view: To manage tasks like a spreadsheet with full custom field visibility.

You can pin your favorite views to the top of the ClickUp interface, so switching between them takes one click.

Step 8: Automate Routine Work in ClickUp

Manual updates slow down any Kanban system. Automation helps every task flow smoothly across your ClickUp board.

Examples of helpful automations:

• When a task moves to In Review, automatically reassign it to a reviewer.
• When a due date is approaching, send a reminder comment to the assignee.
• When a status changes to Done, update a custom field like “Completion Date”.
• When priority is set to High, move the card to the top of its column.

To set up automations in ClickUp:

1. Open the Space or List where you want automations.
2. Click the automation icon or choose Automations from the menu.
3. Select a template or create a custom rule using triggers and actions.
4. Save and test the automation with a sample task.

With the right rules in place, your ClickUp Kanban board stays updated with much less manual effort.

Step 9: Track Kanban Performance with ClickUp Dashboards

Beyond the day-to-day board, managers and stakeholders need insights into how work is moving. Dashboards in ClickUp give you real-time visibility across lists, sprints, and teams.

Useful widgets for a Kanban-focused dashboard include:

• Task count by status (to spot bottlenecks in columns).
• Workload by assignee or team.
• Burnup or burndown charts for sprints.
• Cycle time and lead time metrics.
• Tasks by priority or tag.

By connecting your board to a dashboard, you can regularly review throughput and adjust capacity, priorities, or processes.

Best Practices for Maintaining Your ClickUp Kanban Board

To keep your workflow clean and reliable in ClickUp, follow these simple routines:

• Hold brief daily standups while viewing the board.
• Limit work in progress (WIP) by setting clear caps per column.
• Archive or close completed tasks frequently so columns stay readable.
• Review statuses and custom fields monthly to keep them aligned with your real process.
• Document board rules in a pinned doc so new teammates understand how to use ClickUp effectively.

Comparing This Workflow to OneNote-Style Kanban

Some teams start Kanban in note tools or documents. To understand how that compares, review this detailed example that uses a note-based layout: how to make a Kanban board in a note app. You will notice that while basic boards are possible, scaling, automation, and reporting are limited compared with a dedicated platform.

Next Steps: Optimize Your ClickUp Setup

After your Kanban board is running, you can keep refining your workspace with better structure, naming, and automation. For additional strategy and implementation support, you can explore resources from specialized consultancies such as Consultevo, which focus on modern work management systems and process optimization.

By combining a clear Kanban workflow with the flexible features of ClickUp, your team gains a single, reliable place to track every task from idea to done.

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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