How to Use ClickUp Insights Step by Step

ClickUp Insights helps you explore your workspace data, understand team performance, and answer detailed questions about your work without manual reporting. This guide walks you through how to access Insights, run queries, and turn your results into actionable views.

All instructions below are based on the official overview found on the ClickUp blog so you can follow along confidently in your own workspace.

What Are ClickUp Insights?

Insights are a flexible way to analyze tasks, time, and activity inside your workspace. Instead of building static dashboards, you can ask targeted questions about your work and get instant answers.

With the Insights features, you can:

• Search across tasks, subtasks, and related data
• Filter and sort results in multiple ways
• Save your questions as reusable views
• Share findings with teammates for better decisions

The goal is to turn your existing task data into clear, understandable information without needing complex BI tools.

How to Access ClickUp Insights

To start using Insights, you first need to navigate to the correct area of your workspace.

1. Open your workspace and sign in with an account that has access to reporting features.

2. Use the main navigation to locate the area where reporting and analytics live. In eligible plans, Insights will appear alongside other advanced reporting options.

3. Select the Insights option to open the main Insights home screen.

Once you are on the home screen, you are ready to start building questions and exploring your work data.

Core Concepts Inside ClickUp Insights

Before you run your first query, it helps to understand the key building blocks that power Insights.

Data Sources in ClickUp Insights

Insights use the same underlying data that you already manage in spaces, folders, lists, and tasks. Common types of information you will explore include:

• Task titles, statuses, assignees, and due dates
• Custom fields tied to your processes
• Activity history, such as changes and updates
• Time tracking and workload information, when enabled

You do not have to move or copy anything. Insights simply analyze what already exists in your workspace.

Questions and Results

The central idea behind Insights is asking questions about your work. A question combines filters, conditions, and display options to produce a result set.

Examples of questions you might build:

• All tasks overdue this week for a specific team
• Tasks completed in the last 30 days grouped by status
• Items with missing assignees or incomplete fields

Each question becomes a reusable, shareable view that stays updated as your work changes.

How to Create a New ClickUp Insights Question

Creating a question is the core workflow inside Insights. Follow these steps to build your first one.

1. Open the Insights screen. From your main navigation, select the Insights section.

2. Start a new question. Look for a button such as “New question” or a similar entry point that begins the query-building process.

3. Choose what you want to analyze. Select the primary data type, such as tasks or time entries, depending on the options available in your plan.

4. Set your filters. Narrow your results by:

   • Space, folder, or list
   • Status (for example, Open, In Progress, Closed)
   • Assignee or team
   • Date ranges, such as created date, due date, or completion date
   • Custom fields relevant to your workflow

5. Adjust sorting and grouping. Decide whether you want to group results by assignee, status, list, or other fields, and choose the sort order.

6. Preview the results. Review the output to confirm that the query matches your question. If the results look off, refine filters or groupings.

7. Save your question. Give it a clear name that explains what it shows, then save it so you can return to it later.

After you save a question, it becomes a persistent view that always reflects the latest data from your workspace.

Using ClickUp Insights Views Effectively

Once you have a few saved questions, you can organize and reuse them as views to support everyday decision-making.

Organize Your Saved Questions

To keep your Insights library manageable, use naming and structure consistently.

• Use prefixes like “Team,” “Project,” or “Executive” to label purpose.
• Include a time frame in the name when relevant, such as “Last 7 Days” or “This Month.”
• Group related questions together so team members can quickly find them.

This organization makes it easier for new collaborators to understand what each view represents at a glance.

Share ClickUp Insights With Your Team

Sharing Insights views helps everyone stay aligned on priorities and performance.

1. Open a saved question you want to share.

2. Use the sharing or permissions options to control who can view or edit it.

3. Send a direct link to teammates or add it to shared documentation so it is easy to find.

You can also reference Insights views during recurring meetings so your team always works from the same set of numbers.

Practical Ways to Use ClickUp Insights

Here are several practical scenarios where Insights can simplify day-to-day work.

Monitor Team Workload

Set up questions that show workload by assignee, such as open tasks due in the next seven days for each person. This helps you:

• Catch overload before deadlines slip
• Reassign tasks to balance capacity
• Understand where additional support may be needed

Track Project Progress

Build questions focused on individual projects or portfolios. For example, you can create:

• A view of tasks by status for a key project
• A list of high-priority items that are blocked or overdue
• A summary of tasks completed this week for status reports

These views replace manual status spreadsheets and keep everyone aligned.

Improve Data Quality

Use Insights to identify gaps in your data entry. You can build questions that highlight:

• Tasks missing due dates
• Items without assignees
• Records with empty required custom fields

By continually reviewing these results, you keep your system clean and reliable.

Tips for Getting More From ClickUp Insights

To maximize value from Insights, combine clear processes with consistent data habits.

• Standardize fields and statuses. Use consistent naming and status flows so questions produce predictable, comparable results.
• Encourage complete task details. Ask your team to fill in assignees, due dates, and critical custom fields to make analysis more accurate.
• Iterate on your questions. Start simple, then refine your filters and groupings as you learn what information leaders and teammates rely on most.

Over time, your Insights library becomes a living knowledge base of how work is really progressing across your organization.

Where to Learn More About ClickUp Insights

For a deeper overview of Insights concepts, capabilities, and examples, you can review the official blog article at this ClickUp Insights overview. It explains the vision behind the feature and how it fits into broader reporting.

If you want help integrating Insights into a larger productivity or analytics strategy, you can also connect with specialists at Consultevo, who focus on workflow optimization and implementation support.

Next Steps

To put this guide into action, start with one or two simple questions focused on your current priorities, such as overdue work or this week's deliverables. Save those questions, share them with your team, and refine them as you gather feedback.

By consistently returning to these views, you will build a clear, data-informed picture of how work moves through your ClickUp workspace and where improvements will have the greatest impact.

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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