How to Build a Project Roadmap in ClickUp

ClickUp gives you flexible tools to turn ideas into a clear, visual project roadmap your whole team can follow. This step-by-step guide shows you exactly how to set up, customize, and share a roadmap so everyone stays aligned from kickoff to delivery.

Why Use ClickUp for Project Roadmaps

A project roadmap is a high-level view of your goals, priorities, and major milestones over time. Using ClickUp, you can connect that roadmap directly to tasks, owners, and timelines so nothing stays abstract.

With a well-structured roadmap, you can:

Visualize work across months or quarters
Align stakeholders around goals and priorities
Track dependencies and risks early
Communicate progress clearly and often

The features highlighted here are inspired by the roadmap templates and best practices shown in the official project roadmap examples.

Prepare Your Workspace in ClickUp

Before building the roadmap view, set up a simple structure in ClickUp so work items are organized and easy to track.

Create a Space for Your Roadmap in ClickUp

Log in to ClickUp and create or choose a Space for your project, product, or program.
Add a Folder named something like “Project Roadmap” or “Product Roadmap.”
Inside that Folder, create Lists for major work streams, such as “Core Features,” “Infrastructure,” or “Marketing Launch.”

This structure keeps related tasks grouped while still allowing you to view everything together in a single roadmap.

Define Custom Fields for Roadmap Tasks

To make your roadmap meaningful, add Custom Fields that capture the most important information about each initiative.

Common Custom Fields to create in ClickUp include:

Priority (e.g., P0, P1, P2)
Initiative Type (feature, improvement, bug, experiment)
Owner (assignee, team, or department)
Quarter or Release (Q1, Q2, v1.0, v1.1, etc.)
Status (Planned, In Progress, Done)

These fields let you filter and group your roadmap in different ways without recreating the entire plan.

Build Your First Roadmap View in ClickUp

Once the structure is ready, you can create a visual roadmap using native views in ClickUp. The same set of tasks can power multiple roadmap visualizations for different audiences.

Create a Timeline or Gantt Roadmap

Open your project Folder in ClickUp.
Click + View, then choose Timeline or Gantt.
Name the view “Project Roadmap” to make it easy to find.
Set the date range to cover your planning horizon, such as the next quarter or year.

Use Timeline for a simple, horizontal roadmap of tasks and milestones. Use Gantt when you also need to see dependencies, critical path, and detailed scheduling.

Group and Filter Your ClickUp Roadmap

To keep your roadmap readable, use grouping and filters instead of creating separate plans for each audience.

Group by List to show each work stream on its own horizontal lane.
Group by Custom Fields like Quarter or Owner to focus on priorities by time frame or team.
Filter to show only high-priority items, specific statuses, or certain releases.

Save multiple roadmap views in ClickUp—such as “Executive Roadmap,” “Engineering Roadmap,” or “Marketing Roadmap”—with different filters and grouping options.

Add Tasks and Milestones to Your ClickUp Roadmap

With the view configured, start populating your roadmap with tasks and milestones that represent real work.

Capture High-Level Initiatives

Create tasks for major initiatives, features, or phases rather than every small to-do.
Set Start and Due dates so each item appears correctly in the Timeline or Gantt view in ClickUp.
Assign an Owner and set Priority using your Custom Fields.
Add short, clear descriptions outlining scope, goals, and success metrics.

For complex initiatives, you can break them into subtasks or nested tasks while still using the parent task as the main roadmap item.

Mark Key Milestones

Milestones are critical checkpoints like releases, launches, or major approvals. In ClickUp, you can:

Convert important tasks into Milestones so they stand out visually.
Place milestones at the end of each phase, such as “Beta Release” or “Launch Complete.”
Use color coding or tags to highlight milestones across your roadmap.

This makes it easier to communicate when major outcomes will be delivered without diving into implementation details.

Use ClickUp Views and Templates for Different Teams

Different stakeholders need different levels of detail. ClickUp makes it easy to serve all of them from the same underlying data.

Executive-Friendly ClickUp Roadmap View

For leadership and non-technical stakeholders, create a simplified roadmap:

Filter out lower-priority or internal-only items.
Group by Quarter or Release instead of by team.
Hide non-essential fields to keep the view clean.
Use a high-level List or Board view alongside Timeline for quick overviews.

This executive roadmap shows strategy, not every single ticket.

Delivery-Focused ClickUp Roadmap View

For product, project, and engineering teams, create a more detailed roadmap:

Include dependencies in Gantt view so teams can see how work is connected.
Show Custom Fields like Owner, Estimate, and Status.
Use Swimlanes (via grouping) for each squad, pod, or department.
Save views for sprints or releases that roll up into the main roadmap.

Because all views in ClickUp are powered by the same tasks, updates in one place automatically reflect everywhere.

Automate and Maintain Your ClickUp Roadmap

A roadmap is only useful if it stays accurate. Use native features in ClickUp to reduce manual updates and keep everyone informed.

Set Automations for Status and Dates

Automations help your roadmap stay fresh with minimal effort:

Automatically change Status when a task is moved between Lists or Boards.
Send notifications to owners when due dates are approaching or when dependencies are completed.
Update Custom Fields like Quarter or Phase when tasks enter certain stages.

These automations prevent stale roadmaps and ensure that your Timeline and Gantt views always reflect reality.

Share and Review Your ClickUp Roadmap

To keep everyone aligned:

Use Public Sharing or guest access to share roadmap views with external stakeholders.
Pin the main roadmap view at the top of your ClickUp Folder for quick access.
Review the roadmap regularly in planning meetings and adjust dates, priorities, and scope as needed.

Because updates are live, you avoid version confusion and long slide decks—just open the roadmap and review progress together.

Optimize Your Process Beyond ClickUp

While ClickUp is the central place to build and maintain the roadmap, you may want expert guidance on process design, integrations, or change management.

Specialized consultancies like Consultevo can help you design scalable workflows and reporting systems around your roadmap so your tooling and processes evolve together.

Next Steps

To recap, you can create a powerful project roadmap in ClickUp by:

Setting up a clear Space, Folder, and List structure.
Adding Custom Fields for priority, owner, and time frame.
Building Timeline or Gantt views for a visual roadmap.
Populating tasks and milestones tied to real outcomes.
Creating multiple views for executives and delivery teams.
Automating status updates and sharing your roadmap widely.

Follow these steps and keep iterating on your views, and your ClickUp roadmap will become a reliable, living source of truth for every project and product initiative.

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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