How to Use ClickUp as a Gartner Alternative

ClickUp can work as a practical, hands-on alternative to traditional Gartner-style research when you are evaluating software, organizing findings, and aligning your team on the right tools to implement. This how-to guide explains step-by-step how to turn vendor analysis into an actionable workspace so you can move from research to decision and then to execution without leaving one platform.

Why Use ClickUp Instead of Vendor Quadrants

Classic analyst reports and quadrants give a high-level snapshot of vendors, but they are not built for daily collaboration, documentation, and task execution. With ClickUp you can:

• Centralize all software research in a single workspace
• Standardize how you compare tools across your organization
• Turn insights into tasks, projects, and timelines immediately
• Give stakeholders real-time visibility into progress and decisions

By modeling your software evaluation process inside ClickUp, you replace static reports with living data that reflects your team’s priorities and workflows.

Step 1: Set Up a ClickUp Space for Software Evaluation

Start by creating a dedicated Space that will host every list, view, and document related to your tool research.

1. Create a new Space named something like “Software Evaluation” or “Vendor Research”.

2. Set Space permissions so stakeholders can comment and contributors can edit.

3. Define key custom fields you want to track for each tool, such as:

   • Primary use case
   • Industry focus
   • Pricing model
   • Implementation complexity
   • Security or compliance notes

This Space becomes your internal replacement for static analyst summaries, using ClickUp structures instead of one-off reports.

Step 2: Build a ClickUp List to Capture Vendor Candidates

The core of your evaluation workflow will be a List that represents all candidate vendors and platforms you are considering.

1. Inside your Space, create a List called “Vendor Shortlist” or “Tool Candidates”.

2. Add task-level fields to match what you typically see in analyst reports, such as:

   • Vendor category
   • Deployment type (cloud, on-prem, hybrid)
   • Ideal team size
   • Core features
   • Reference customers

3. Create one task per vendor and populate the fields as you research.

Each task in ClickUp now represents a tool entry similar to a vendor profile, but it is editable, shareable, and easy to connect to related work.

Step 3: Use ClickUp Views to Mirror Analyst Grids

Gartner-style grids visually compare vendors across criteria. You can recreate comparable views using flexible ClickUp layouts.

Configure a ClickUp Board View by Evaluation Stage

1. Add a Board view to your vendor List.

2. Group tasks by a custom field called “Evaluation Stage” with values like:

   • To Review
   • In Analysis
   • Demo Scheduled
   • Shortlisted
   • Not a Fit

3. Drag vendor tasks across columns as your understanding evolves.

This Board acts like an interactive funnel so stakeholders can see where every option stands at a glance.

Create a ClickUp Table View for Side-by-Side Comparison

1. Add a Table view to the same List.

2. Show relevant columns such as pricing, deployment, ratings, and risk level.

3. Use sorting and filtering to simulate different comparison scenarios, for example:

   • Filter by enterprise readiness
   • Sort by implementation complexity
   • Filter by must-have feature support

With this Table view, ClickUp becomes a living comparison sheet that is easier to maintain than static spreadsheets or PDFs.

Step 4: Document Deep-Dive Research in ClickUp Docs

Analyst reports usually include detailed narratives, pros and cons, and context. You can reproduce and improve that structure using ClickUp Docs.

1. Create a Folder within your evaluation Space called “Vendor Research Docs”.

2. Add one Doc per high-priority tool with sections such as:

   • Overview and positioning
   • Key capabilities
   • Limitations and trade-offs
   • Use cases in your organization
   • Implementation notes and risks

3. Link each Doc to the corresponding vendor task using task relationships or backlinks.

ClickUp Docs keep long-form analysis close to your tasks, so decision-makers can quickly move from summary to detail.

Step 5: Collaborate with Stakeholders in ClickUp

Traditional research workflows often require emailing reports around. With ClickUp, you bring everyone into a shared, transparent space.

1. Invite decision-makers, finance, security, and technical leads into the Space.

2. Use comments on tasks and Docs to gather feedback on each vendor.

3. Assign comments as action items when further research or validation is needed.

4. Track meeting notes inside ClickUp Docs and link them to vendor tasks.

This collaboration model ensures that input is recorded where work happens, instead of being buried in inboxes or slide decks.

Step 6: Turn ClickUp Research into a Final Recommendation

Once your analysis is complete, you can build a clear recommendation flow entirely inside ClickUp.

Create a ClickUp Executive Summary Doc

1. Draft a summary Doc that highlights:

   • Top three recommended vendors
   • Key selection criteria and their weights
   • Risks, dependencies, and mitigation ideas
   • Planned implementation timeline

2. Embed views from your vendor List directly into the Doc where helpful.

3. Mention or tag stakeholders to review and approve.

Use ClickUp Tasks for Approval and Decision Tracking

1. Create a dedicated task named “Finalize Vendor Selection”.

2. Add subtasks for each approval step, such as technical, security, finance, and executive sign-off.

3. Attach relevant Docs and views so approvers see everything they need in one place.

This structure replaces one-time presentations with a traceable decision trail recorded directly in your ClickUp workspace.

Step 7: Plan Implementation with ClickUp Once a Vendor Is Chosen

Analyst reports usually end at the recommendation stage. With ClickUp, you continue into planning and execution.

1. Create a new Folder called “Implementation Project”.

2. Use ClickUp templates or build Lists for phases like:

   • Discovery and requirements
   • Configuration
   • Integration and testing
   • Training and enablement
   • Go-live and post-launch review

3. Convert insights from your research Docs into executable tasks.

4. Monitor progress using Gantt, Calendar, or Board views, depending on your project style.

By doing this, ClickUp becomes the continuous system of record from initial research through full rollout.

Compare Analyst Insights with ClickUp-Based Research

It can be useful to cross-reference external research while building your internal framework. You can review additional context about alternatives described in the original resource at this Gartner alternatives article and then model the most valuable elements inside your own ClickUp Space.

Scale Your ClickUp Evaluation Framework

Once you build a robust evaluation model, you can reuse it for different categories of tools and future purchasing decisions.

• Create templates for vendor Lists and research Docs.
• Standardize custom fields across Spaces.
• Document your evaluation playbook in a central ClickUp Doc.
• Refine your criteria based on lessons from each project.

If you want additional help designing scalable evaluation workflows, you can explore consulting resources at Consultevo, which provides guidance on structuring digital workspaces and process optimization.

Next Steps: Make ClickUp Your Research Hub

By following the steps in this guide, you can transform ClickUp into a powerful internal alternative to static research decks and generic vendor quadrants. Start by creating a dedicated evaluation Space, design comparison views that match your decision style, capture long-form analysis in Docs, and connect everything to approval and implementation workflows.

As your organization continues to evaluate new platforms, you will already have a living, repeatable system inside ClickUp that keeps research, collaboration, and execution aligned in one place.

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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