How to Use ClickUp as a Hive Alternative

ClickUp can smoothly replace Hive when you know how to map views, workflows, and automations from one platform to the other. This step-by-step guide shows you how to configure workspaces, projects, and tasks so your team can keep moving without disruption.

The instructions below are based on the key capabilities teams look for when leaving Hive: project visibility, collaboration, time management, and reporting.

Step 1: Plan Your Move from Hive to ClickUp

Before you touch any settings, outline how you worked in Hive and how that will translate into ClickUp. A short planning session will prevent rework later.

Document Your Existing Hive Setup

Review how your team currently uses Hive:

• List your main projects or workspaces.
• Note the views you rely on (Gantt, Kanban, calendar, table, portfolio dashboards).
• Identify custom fields or labels used for priority, status, or owners.
• Capture recurring tasks, automations, and dependencies.

Keep this document open as a reference while you configure your account.

Define Your Goals for ClickUp

Clarify what you want to improve when switching tools:

• Do you need deeper time tracking or better reporting?
• Are collaboration and comments a primary pain point?
• Do you want more scalable workflows for multiple teams?

These goals will guide which features you enable and how you structure workspaces.

Step 2: Set Up Your ClickUp Workspace Structure

Next, configure the hierarchy so it mirrors or upgrades the structure you had in Hive.

Create Spaces to Match Departments or Programs

Use Spaces to group work at a high level. Many teams create one Space per department or business unit:

• Marketing
• Product
• Engineering
• Operations or Customer Success

This keeps permissions and processes clean while maintaining flexibility.

Build Folders and Lists for Projects

Within each Space, organize work using Folders and Lists:

• Create a Folder for a large initiative or client.
• Add Lists inside the Folder for individual projects, sprints, or deliverable groups.
• Use clear naming conventions so people can quickly find work.

If Hive projects were small and simple, you may only need Lists without Folders.

Step 3: Recreate Hive Views with ClickUp Views

A major reason teams choose ClickUp is the rich variety of task views. Rebuild your favorite Hive perspectives using these options.

Kanban and List Views in ClickUp

To manage daily execution:

• Use List view for a compact, spreadsheet-style layout.
• Enable Board view for drag-and-drop Kanban workflows, similar to task boards in Hive.
• Customize columns with fields such as status, assignee, priority, and due dates.

Switch between List and Board views to satisfy both structured and visual planners.

Timeline and Gantt Views in ClickUp

If you used Gantt charts or project timelines in Hive:

• Activate Gantt view to see tasks on a timeline with dependencies.
• Use Timeline view for resource and workload visualization.
• Link dependent tasks so shifting dates automatically cascade.

This setup keeps delivery plans visible for managers and stakeholders.

Calendar and Workload Views in ClickUp

For planning schedules across the team:

• Turn on Calendar view to see tasks by start and due dates.
• Use filters to show only your tasks or those for a specific team.
• Combine with Workload view to balance assignments and avoid burnout.

This combination replaces time-based views you may have relied on in Hive.

Step 4: Configure ClickUp Tasks and Custom Fields

Precise task configuration is what makes the tool feel natural for your team.

Set Up Task Types, Statuses, and Priorities

Start by standardizing the basics:

• Create consistent statuses such as Backlog, In Progress, In Review, and Done.
• Define priorities that map closely to urgency levels in Hive.
• Use task types or tags to distinguish bugs, content, design, and operational work.

Keep the initial status list simple, then expand only when needed.

Add Custom Fields to Match Hive Data

If you tracked extra data in Hive, configure equivalent custom fields:

• Dropdowns or labels for campaign type, channel, or client segment.
• Number fields for budget, estimate, or story points.
• Date fields for launch dates or milestones.

Place these custom fields at the Space or Folder level so they are reusable across projects.

Create Task Templates in ClickUp

To standardize recurring work:

• Open a new task and add checklists, descriptions, and fields.
• Save it as a task template for similar future work.
• Use templates for campaigns, product releases, sprint tasks, or onboarding.

Templates ensure consistency that might have previously come from Hive forms or reusable task structures.

Step 5: Enable Collaboration Features in ClickUp

Now replicate and enhance the communication features that kept teams aligned in your old setup.

Use Comments, Mentions, and Docs

Encourage your team to move conversations into the tool:

• Use task comments for updates and questions instead of scattered messages.
• Tag teammates with @mentions to request input or approvals.
• Create Docs for briefs, requirements, and meeting notes linked directly to tasks.

This approach centralizes knowledge, reducing back-and-forth and lost context.

Set Up Notifications and Permissions

Keep signal-to-noise under control:

• Adjust notification settings so people see only relevant alerts.
• Use Space and Folder permissions to manage access to sensitive projects.
• Create guest access for clients or external partners when needed.

Thoughtful configuration keeps collaboration smooth as your team transitions.

Step 6: Optimize Time Tracking and Reporting in ClickUp

Once core workflows are running, tune your environment for performance and insights.

Track Time on Tasks

If you tracked time in Hive or another tool, consolidate that process:

• Enable time tracking on tasks for billable and non-billable work.
• Standardize how and when to log time across the team.
• Use time data for capacity planning and more accurate estimates.

Consistent time entries make reporting far more reliable.

Build Dashboards for Stakeholders

Create dashboards tailored to each audience:

• Executives: high-level progress, key initiatives, and risk indicators.
• Managers: workload distribution, overdue tasks, and sprint status.
• Teams: personal task queues and upcoming deadlines.

Use charts, tables, and widgets to visualize metrics that previously lived in Hive reports. For further process optimization ideas, you can also review best-practice content from providers such as Consultevo.

Step 7: Train Your Team and Iterate

The final step is to help people adopt the new environment with confidence.

Run Short Training Sessions

Offer focused training instead of long, one-time demos:

• Session 1: basic navigation, views, and tasks.
• Session 2: collaboration, Docs, and comments.
• Session 3: reporting, dashboards, and time tracking.

Record sessions so new hires can onboard quickly.

Collect Feedback and Refine Your Setup

After a few weeks, gather feedback from project managers and individual contributors:

• Which views are most useful day to day?
• Where do people feel lost or overloaded with options?
• What custom fields or automations should be added or removed?

Make incremental changes rather than large overhauls so the system remains stable.

Additional Resources for Using ClickUp

To compare features with other project tools and refine your configuration, review platform comparisons like the one in the original guide on Hive alternatives. Use these comparisons as inspiration to unlock more capabilities without overcomplicating your workflows.

By carefully mapping your old processes, recreating core views, and leaning into collaboration and reporting features, you can use ClickUp as a powerful and flexible replacement for Hive that scales as your team grows.

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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