How to Use ClickUp AI Prompts Step-by-Step

ClickUp gives you a powerful built-in AI assistant that speeds up writing, planning, and organizing work directly inside your tasks and docs. This guide walks you through exactly how to use ready-made and custom prompts so you can get better results with less effort.

Below you will learn how to access AI, choose the right prompt, customize it, and turn your best ideas into reusable prompt templates for your whole workspace.

Getting Started With ClickUp AI

Before you can work with prompts, you need access to the AI features inside your workspace.

1. Open your workspace and sign in.

2. Create or open any Doc, task, or comment where you want help from AI.

3. Look for the AI icon or prompts panel in the editor toolbar.

Once the AI panel is open, you can choose from a library of ready-made prompts designed for common work scenarios such as writing, brainstorming, and summarizing.

Using Built-In ClickUp AI Prompts

The fastest way to get started is to use the pre-built prompts tailored to different roles and workflows. These prompts are already optimized, so you can plug in your details and generate results quickly.

Common Prompt Categories in ClickUp

Inside the AI panel, you will see prompt categories organized by use case. For example, you can access prompts to help you:

• Draft blog posts, emails, and web copy.

• Summarize long project docs or meeting notes.

• Brainstorm ideas and outlines for new projects.

• Improve clarity, grammar, and tone of existing text.

• Turn bullet points into polished paragraphs.

Each prompt includes clear instructions and a structure you can follow, so you do not have to start from a blank page.

How to Run a Built-In Prompt

1. Highlight the text you want AI to work with or place your cursor where you want new content.

2. Open the AI prompts panel and choose a category.

3. Select a prompt that matches your goal, such as summarizing text or writing an outline.

4. Fill in any requested details, like target audience, tone, or length.

5. Click the generate button and review the draft the assistant produces.

You can adjust the prompt and run it again until the output matches what you need.

Creating Custom ClickUp AI Prompts

Once you are comfortable with the built-in options, you can create your own custom prompts tailored to your team, brand, and workflows. Custom prompts help you get consistent output and save time on repeated tasks.

Why Build Custom Prompts in ClickUp

Custom prompts are useful when you need:

• Standardized email or message formats.

• Recurring content, such as weekly status updates.

• Brand-specific tone and style guidelines.

• Project or client specific instructions baked into every response.

Instead of rewriting instructions each time, you can build them into a reusable AI prompt once.

Steps to Create a Custom Prompt

1. Open the AI panel while working in a Doc or task.

2. Look for an option to create or save a new prompt.

3. Write clear instructions describing what the assistant should do, including:

   • Goal or task (for example, write a product update email).

   • Audience (for example, existing customers).

   • Tone of voice (for example, friendly and concise).

   • Structure (for example, subject line, greeting, body, call to action).

4. Add placeholders or variables where you will plug in details later, such as product name or due date.

5. Save the prompt with a clear, descriptive name your team will understand.

After you save it, your custom prompt appears alongside the built-in options and can be reused anytime.

Optimizing ClickUp Prompts for Better Results

Quality prompts produce quality output. You can consistently improve your results by refining how you phrase instructions and how you guide the assistant.

Write Clear and Specific Instructions

When setting up a prompt, avoid vague directions. Instead:

• Define a single primary goal for each run.

• Specify audience, context, and constraints.

• Mention format, such as bullet list, outline, or email.

• Set length ranges, like short paragraph or 500 words.

The more grounded your instructions, the more relevant the output you will see in your workspace.

Use Examples Directly in ClickUp Prompts

You can include short examples of the kind of writing or structure you want. For instance, add a sample paragraph or bullet list that demonstrates your preferred tone and formatting.

Examples help the assistant mimic your voice and keep content consistent across docs and projects.

Iterate and Refine Your Prompts

Do not expect the first version of a prompt to be perfect. Instead:

1. Run the prompt on real work content.

2. Identify where the output falls short, such as missing details or off-brand tone.

3. Update the prompt instructions to close those gaps.

4. Save the improved version and replace older drafts in your prompt library.

Over time, you will build a set of proven prompts that match how your team communicates.

Adding ClickUp Prompt Templates to Workflows

Once you have reliable prompts, you can integrate them directly into your workflows so teammates use them at the right time, every time.

Connect Prompts to Docs and Tasks

Consider linking specific prompts to certain docs or task types. For example, you might:

• Attach a summary prompt to meeting notes docs.

• Use a status update prompt on recurring project tasks.

• Add a follow-up email prompt to customer-facing tasks.

This keeps your AI guidance close to the work, reducing the need for manual instructions.

Share Prompt Best Practices With Your Team

To get consistent results across departments, document how your team should use AI in your workspace. You can:

• Create a short internal guide with recommended prompts and when to use them.

• Show side-by-side examples of inputs and outputs.

• Encourage teammates to suggest improvements and new prompt ideas.

As your team adopts AI, you will see patterns that help you design even better prompts.

Advanced Learning Resources for ClickUp AI

If you want to go deeper into prompt strategies, role-based examples, and creative ways to use workspace data, study resources built around the platform.

You can review detailed prompt ideas and use cases on the official blog at this ClickUp AI prompts guide. It showcases scenarios for different job roles and offers ready-to-use prompt examples you can adapt to your own workspace.

For broader optimization of your workspace and process design, you can also learn from external consultants. A good starting point is Consultevo, which focuses on workflow systems and tool optimization strategies.

Next Steps: Make ClickUp AI Part of Daily Work

To turn AI into a daily habit instead of an occasional experiment, follow these steps:

1. Pick one or two recurring writing tasks in your week, such as summaries or updates.

2. Choose a built-in prompt that fits, then refine it into a custom version for your team.

3. Save that prompt and attach it to the relevant task templates or docs.

4. Gather feedback from your team on output quality and ease of use.

5. Repeat the process for other workflows as your confidence grows.

By steadily capturing your best instructions in reusable prompts, you build a practical AI system inside your workspace that helps everyone work faster and more consistently.

With a structured approach to prompts, you can unlock the full power of the AI assistant and keep your content, communication, and planning more aligned with your 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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