How to Use ClickUp as a Google Keep Alternative

If you rely on Google Keep but keep hitting its limits, ClickUp gives you a complete workspace to capture notes, tasks, and ideas in one place. This how-to guide walks you step by step through setting up ClickUp as a powerful, flexible replacement for basic sticky notes and checklists.

The instructions below are based on best practices from this detailed comparison of Google Keep alternatives, translated into a practical workflow you can implement today.

Why Switch from Google Keep to ClickUp

Google Keep is simple, but that simplicity quickly becomes a limitation when you need structure, team collaboration, or clear priorities. ClickUp is designed to handle everything from quick notes to complex projects in one system.

Here is what you can do with ClickUp that is difficult or impossible in a basic note app:

• Turn ideas into actionable tasks with owners and due dates
• Organize notes into lists, folders, and Spaces instead of one long board
• Share and collaborate with comments, mentions, and file attachments
• Use Docs, whiteboards, tasks, and reminders in a unified interface

Step 1: Create Your Workspace in ClickUp

Before you move any notes, set up a clear structure so ClickUp stays organized as you grow.

Plan a Simple ClickUp Hierarchy

For most former Google Keep users, a straightforward ClickUp hierarchy works best:

• Workspace: Your overall account (personal or company)
• Spaces: Big areas like Personal, Work, Side Projects
• Folders: Categories like Ideas, Notes, Tasks, Archives
• Lists: Specific collections such as Meeting Notes or Shopping Lists

Start with just a few Spaces so you do not recreate the clutter that often happens in simple note apps.

Create Spaces and Lists in ClickUp

1. Log in to your ClickUp account.
2. From the left sidebar, click the plus icon to create a new Space.
3. Name the Space (for example, “Personal Notes”).
4. Inside that Space, add a Folder called “Inbox”.
5. Within the Folder, create several Lists such as “Quick Notes”, “Ideas”, and “To-Do”.

This simple structure gives you a home for anything you would normally store in Google Keep.

Step 2: Capture Notes in ClickUp Tasks

In Google Keep, each card is just a note. In ClickUp, every note can be a task with richer context and options when you need them.

Turn a Note into a ClickUp Task

1. Open the List you want to use, such as “Quick Notes”.
2. Click + Task.
3. Use the task name field as the note title.
4. Add the body of your note in the task description.
5. Optionally set a due date if the note requires follow-up.

This mirrors a Google Keep card but adds structure so nothing important gets lost.

Use Checklists Instead of Simple Bullets

Google Keep offers basic checkboxes. ClickUp lets you create detailed checklists inside a task:

1. Open your task.
2. Click Add Checklist.
3. Enter your items one per line.
4. Mark items complete as you work through them.

You can create multiple checklists inside a single note for different categories, which is ideal for packing lists, project steps, or repeatable routines.

Step 3: Replace Google Keep Labels with ClickUp Organization

Labels in Google Keep help filter notes, but they are limited. ClickUp gives you custom fields, tags, and views for powerful organization.

Use ClickUp Tags for Fast Grouping

Tags feel closest to labels and are quick to apply.

1. Open any task.
2. Click the Tags section.
3. Create tags like idea, personal, reading-list, or urgent.
4. Filter any List or Board view by tags to see only the notes you need.

Use Custom Fields for Richer Note Data

When you outgrow simple labels, add custom fields in ClickUp:

• Create a Dropdown field for categories such as “Home”, “Work”, or “Health”.
• Use a Priority field to flag your most important notes.
• Add a URL field for reference links you used to paste into basic notes.

This keeps your notes structured without forcing long, cluttered titles.

Step 4: Use ClickUp Views Instead of One Flat Board

Google Keep shows everything as tiles. ClickUp lets you switch views to see your notes from different angles.

List and Board Views in ClickUp

• List view: Best for detailed note-taking and sorting by date or priority.
• Board view: Groups tasks by status or tag for a card-like layout similar to sticky notes.

To switch views:

1. Open a List in ClickUp.
2. Click the + View button at the top.
3. Select List, Board, or another view type.
4. Save the view and choose whether to pin it for quick access.

Step 5: Replace Google Keep Reminders with ClickUp Scheduling

Reminders are one of the most used features in simple note apps. ClickUp combines reminders with task scheduling so you never miss an important note again.

Set Reminders in ClickUp Tasks

1. Open any task that needs a reminder.
2. Click the Due Date field.
3. Choose the date and time to be reminded.
4. Enable notifications so you receive alerts on desktop and mobile.

You can also create standalone reminders directly from the Quick Action menu for fast capture on the go.

Step 6: Use ClickUp Docs for Long Notes and Research

When a note grows beyond a few lines, Google Keep becomes hard to navigate. ClickUp Docs give you full rich-text documents linked to your tasks and Spaces.

Create a Doc from a ClickUp Space

1. Open the Space where you keep your notes.
2. Click the Docs section or use the + Doc button.
3. Name your Doc, such as “Research Notes” or “Meeting Minutes”.
4. Add headings, bullets, and images just like a word processor.

You can link a Doc to tasks, share it with others, and comment directly in the document for collaborative note-taking.

Step 7: Share and Collaborate in ClickUp

If you ever tried to collaborate with Google Keep, you know it is limited. ClickUp is built for teamwork, even on simple notes.

Mention Teammates in ClickUp Notes

1. Open a task or Doc.
2. Type @ followed by the person’s name.
3. Select them from the suggestion list.
4. They receive a notification with direct access to the note or document.

Use comments to clarify ideas, ask questions, and track decisions in the same place where the information lives.

Step 8: Keep ClickUp Organized Over Time

Moving from Google Keep to a more powerful platform only works if you maintain order. A few simple routines will keep your ClickUp workspace clean and useful.

Weekly Review in ClickUp

• Archive or close notes you no longer need.
• Move stray tasks into the correct Lists.
• Update tags and custom fields so filters stay reliable.
• Pin the most important views for quick access.

Over time, this light maintenance keeps your notes and ideas searchable, actionable, and ready when you need them.

Next Steps: Optimize Your ClickUp Setup

Once you are comfortable using ClickUp as a Google Keep replacement, you can introduce more advanced features like automation, templates, and dashboards to manage larger projects.

If you want expert help designing a scalable ClickUp workspace, you can explore consulting resources such as Consultevo, which focuses on workflow and tool optimization.

By following the steps in this guide, you move from scattered sticky notes to a single, organized system in ClickUp that can grow with your personal life, side projects, and professional work.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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