How to Switch to ClickUp from Planview
Moving from Planview to ClickUp can feel complex, but with a clear process you can migrate projects, resources, and reports without losing control of your work.
This guide walks you through planning your migration, setting up your new workspace, and shifting teams and data step by step.
Why Teams Move from Planview to ClickUp
The source comparison of Planview alternatives highlights what growing teams often miss in traditional portfolio tools.
Before you switch, understand the gaps you want to close:
- Limited flexibility for agile and hybrid work styles
- Complex, hard-to-navigate interfaces
- High licensing or implementation costs
- Difficulty aligning day-to-day work with portfolio goals
ClickUp addresses these issues with a flexible hierarchy, multiple view types, and built-in workload and reporting features suitable for project, program, and portfolio management.
Step 1: Audit Your Current Planview Setup
Start by mapping what you currently manage in Planview.
List the Work You Track Today
Create a simple inventory of items you need to migrate:
- Projects and programs
- Portfolios and value streams
- Tasks, issues, and change requests
- Custom fields and forms
- Reports, dashboards, and KPIs
- Resource plans and capacity data
- Integrations that feed Planview
Decide What Really Needs to Move
A migration is a chance to clean up your data. Do not copy everything:
- Archive closed or outdated projects instead of migrating them.
- Export only the reports you still use for decisions.
- Keep historical records as offline backups when possible.
This trimmed scope will make your transition to ClickUp faster and easier.
Step 2: Design Your ClickUp Hierarchy
The platform uses a flexible hierarchy (Workspace > Spaces > Folders > Lists > Tasks). Design this before importing anything.
Map Portfolios and Programs into ClickUp
Use this mapping as a starting point:
- Workspace: Your company or major business unit
- Spaces: Portfolios or value streams (for example, Product, IT, Marketing)
- Folders: Programs, teams, or major initiatives
- Lists: Individual projects, releases, or workstreams
- Tasks/Subtasks: Requirements, features, activities, and tickets
Customize this structure to match how leadership expects to see progress across programs and portfolios.
Translate Planview Fields and Statuses
Review existing Planview configuration and translate it into ClickUp elements:
- Map Planview statuses to task statuses (for example, Proposed, In Progress, On Hold, Done).
- Convert important attributes to Custom Fields (business unit, risk level, release, cost center).
- Align Planview phases or gates with milestones or high-level tasks.
Document this mapping in a simple spreadsheet so everyone configures work the same way.
Step 3: Set Up Your ClickUp Workspace
Once the structure is defined, configure the environment before migrating data.
Create Spaces, Folders, and Lists in ClickUp
- Create a Space for each portfolio or department.
- Inside each Space, create Folders for programs or large initiatives.
- Add Lists for specific projects or product releases.
- Apply consistent naming conventions (for example, “PRG-01 Customer Portal Revamp”).
Consistency makes cross-portfolio reporting and executive dashboards much easier.
Configure ClickUp Views and Templates
To mirror and improve on your Planview setup:
- Add multiple views to each List or Folder (List, Board, Gantt, Calendar, and Workload when needed).
- Create task templates for common work types (projects, change requests, features).
- Set up reusable project templates with pre-built Lists, statuses, views, and automations.
These templates let you roll out standardized delivery patterns across your entire portfolio.
Step 4: Migrate Data Into ClickUp
Next, bring your prioritized Planview data into the new environment.
Export Data from Planview
Use Planview’s export features to pull key information into CSV or another supported format:
- Projects and project IDs
- Tasks, owners, and dates
- Dependencies and relationships
- Custom field values you plan to keep
Clean the exported files by removing duplicates, unused fields, and outdated records.
Import and Validate in ClickUp
- Use the import tools in your Workspace to upload CSV files into the correct Lists.
- Map each column to the relevant field or custom field.
- After import, spot-check projects and tasks to verify dates, assignees, and statuses.
- Ask a few power users to validate that key projects match expectations.
Fix mapping issues on a small sample before importing the full portfolio to avoid rework.
Step 5: Rebuild Reporting and Portfolios in ClickUp
After data is in place, rebuild the visibility you previously had in Planview—then improve it.
Set Up Dashboards and Workload Views
Use dashboards to replace and enhance legacy reports:
- Create dashboards for executives, PMO leads, and team managers.
- Add widgets for project status, schedule health, risk flags, and upcoming milestones.
- Use Workload or similar views to monitor team capacity and prevent burnout.
Align these dashboards with the KPIs your organization already understands so adoption is smoother.
Create Portfolio-Level Views in ClickUp
To mirror Planview portfolio oversight:
- Use filters to build views that span multiple Spaces or Folders.
- Group tasks by project, owner, or status to track progress across initiatives.
- Save portfolio views as shared favorites for leaders and PMO staff.
This brings portfolio visibility closer to the teams actually doing the work.
Step 6: Onboard Teams into ClickUp
The success of your migration depends on people using the new system correctly from day one.
Communicate the Migration Plan
Share a simple, time-bound plan that covers:
- When data will stop updating in Planview
- When users should start working exclusively in the new workspace
- Where they can find training and support
Clarify that duplicate updates in two tools should be temporary and only for a short overlap period.
Train Users on Key ClickUp Workflows
Focus on the daily actions that matter most:
- How to create and update tasks
- How to log and track time if relevant
- How to view project timelines and dependencies
- How to use filters and views to find work quickly
Offer targeted sessions for different roles, such as team members, project managers, and executives who mainly need dashboards.
Step 7: Optimize and Scale Your ClickUp Setup
Once the initial migration is complete, refine your configuration to get more value.
Introduce Automation Carefully
Use automations to reduce manual work without overwhelming users:
- Automate status changes based on task events.
- Trigger notifications for upcoming due dates.
- Create recurring tasks for governance, reporting, or compliance checks.
Add these improvements gradually and always explain what each automation does.
Standardize Governance Across Portfolios
Define simple rules for how teams should work in the platform:
- Common status names and meanings
- Required fields for portfolio-level reporting
- Standard templates for projects and change requests
Good governance keeps the workspace clean and your reports accurate as usage grows.
Using External Resources to Refine Your Migration
To deepen your understanding of why organizations move away from Planview, review the detailed comparison of alternatives at this Planview alternatives guide. It highlights scenarios, use cases, and capabilities that can inform how you configure your new environment.
If you need expert help planning or executing your transition, consider partnering with consultants who specialize in modern work management platforms and change enablement, such as Consultevo.
Conclusion: Make ClickUp Your Central Hub
By auditing your current setup, designing a clear hierarchy, migrating only valuable data, and carefully onboarding users, you can turn ClickUp into a single hub for portfolios, projects, and day-to-day execution.
Return to these steps as you expand usage across departments so your workspace stays organized, scalable, and aligned with strategic goals.
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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