Consolidate Workspaces in ClickUp
When teams scale in ClickUp, it is common to end up with multiple Workspaces that need to be consolidated. This how-to guide explains what Workspace consolidation is, what can and cannot be merged, and how to prepare your account before you request the process from support.
What ClickUp Workspace consolidation means
Workspace consolidation in ClickUp is a support-driven process where data from one or more source Workspaces is merged into a single target Workspace. You keep one primary Workspace going forward, while the others are emptied of the data that was moved.
This process is useful when:
- Separate teams have been working in different Workspaces and now need a single environment.
- You want unified reporting and permissions in one ClickUp Workspace.
- You need to reduce admin overhead from managing multiple environments.
The consolidation is permanent and cannot be reversed, so planning and preparation are critical.
What ClickUp can merge between Workspaces
The support team can move a wide range of items from source Workspaces to a target Workspace. During a ClickUp consolidation request, the following types of data are eligible to be merged when applicable:
- Spaces, Folders, and Lists structure
- Tasks and Subtasks, including basic task details
- Custom Fields attached to tasks or Spaces that exist in the destination
- Views tied to the imported structure, where supported
- Docs that belong to the data being merged
The exact items available to move depend on the configuration of each Workspace, the features on your plan, and what is compatible across environments.
What ClickUp cannot merge or may change
Some data and configuration elements cannot be transferred during consolidation, or may change as they are brought into the new Workspace. When planning a ClickUp merge, expect that at least some manual cleanup will be needed afterward.
Examples of items that may not carry over as-is include:
- Workspace-level settings and preferences unique to the source
- Billing and subscription data, which stay tied to their original Workspace
- Some advanced automations, integrations, or legacy features
- Certain sharing or permission configurations that depend on Workspace-specific members or roles
Because of these limitations, the support team will review your account and confirm what can be moved before proceeding.
How to prepare your ClickUp Workspaces
Before you submit a consolidation request, spend time cleaning and aligning your Workspaces. Good preparation helps ClickUp support complete the merge more smoothly and reduces rework later.
1. Choose your primary ClickUp Workspace
Decide which Workspace will be the long-term home for your teams. This target Workspace should:
- Contain the most up-to-date processes and structures.
- Hold the billing and subscription you plan to keep.
- Match your desired user and permission model as closely as possible.
All other environments will be treated as source Workspaces whose data is moved into the primary one.
2. Align structure across ClickUp Workspaces
To make consolidation smoother, review and standardize the information architecture:
- Map out Spaces, Folders, and Lists that exist in each Workspace.
- Decide where each Space from a source Workspace should live in the target structure.
- Remove test or obsolete Spaces so that only relevant work is merged.
A clear mapping document will help the support team understand exactly what you want moved and where it should go.
3. Review users and permissions
ClickUp consolidation works best when your member and guest base is already tidy. Before requesting a merge:
- Confirm which users should remain active across all teams.
- Remove or deactivate accounts that no longer need access.
- Align roles and permissions to match your long-term governance model.
After consolidation, you may need to adjust sharing settings and access levels again inside the merged Workspace.
4. Audit custom fields and templates in ClickUp
Over time, Workspaces often accumulate redundant or conflicting configurations. To minimize confusion in your consolidated ClickUp environment:
- List all key Custom Fields in each Workspace and decide which versions to keep.
- Standardize naming and data types where possible.
- Review task, doc, and view templates and remove outdated versions.
This avoids having multiple similar Custom Fields or templates appearing after the merge.
How to request ClickUp Workspace consolidation
Once you have prepared your structure, users, and data, you can request a merge from the support team. The Workspace consolidation flow is currently handled manually by ClickUp staff.
Step-by-step request process
- Gather account details. Note the names and IDs of all Workspaces you want to merge, including which is the target Workspace.
- Create a mapping document. Clearly describe which Spaces, Folders, Lists, and other items from each source Workspace should move to which location in the target Workspace.
- Document limitations and expectations. Record any known automations, integrations, or settings that might not transfer so you can rebuild them after the merge.
- Contact support. Submit a request to ClickUp support and include your account details and mapping, along with a clear statement that you are requesting Workspace consolidation.
- Review confirmation. Work with support to clarify what will be moved, what will not, and the expected timeline. Ask for a summary of the final plan before they proceed.
The support team will perform the consolidation based on the agreed scope. During this time, avoid making large structural changes that could complicate the process.
Post-consolidation tasks in ClickUp
After your Workspaces have been consolidated, the target environment becomes your single source of truth. Plan a short cleanup and validation phase.
Verify migrated data
Go through the merged Workspace and confirm that:
- Spaces and Folders appear in the correct locations.
- Key Lists, tasks, and subtasks are present and accessible.
- Important Docs, views, and fields are available where needed.
Work with team leads to spot any gaps or unexpected changes and adjust your setup as necessary.
Rebuild settings and automations
Some configuration work will often be required after consolidation:
- Recreate automations that did not transfer.
- Reconnect integrations that are scoped at the Workspace level.
- Update sharing and permissions to reflect your new structure.
Use this as an opportunity to streamline and modernize your processes to make the most of the unified ClickUp Workspace.
Where to find more information
The official documentation for Workspace consolidation, including current limitations and supported behaviors, is available in the ClickUp Help Center. You can read the latest details directly at this consolidation article.
If you are planning a broader workspace redesign, migration from other tools, or large-scale governance project, consider working with a specialist implementation partner. For strategic guidance on structuring a scalable ClickUp account, visit Consultevo for consulting and deployment services.
With careful preparation, a clearly defined target environment, and support from the ClickUp team, consolidating Workspaces can give your organization a simpler, more powerful platform for managing all of its work.
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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