How to Manage Open Source Projects in ClickUp

ClickUp can centralize your open source project management so you always know what to build next, who is contributing, and how work is progressing across every repository.

This how-to guide walks you through setting up a full open source workflow using features inspired by the tools and practices reviewed in the ClickUp open source project management tools comparison.

Step 1: Plan Your Open Source Structure in ClickUp

Before you invite contributors, design a clear structure so issues, features, and documentation stay organized.

Create a Workspace and Space for ClickUp Projects

1. Create a dedicated Workspace for all community and open source projects.

2. Within the Workspace, add a Space named something like Open Source Hub or Community Projects.

3. Use Space-level default statuses such as:

   • Backlog

   • Planned

   • In Progress

   • In Review

   • Done

Map Git Repositories to ClickUp Folders

To mirror how open source tools organize work by repo or module, create Folders inside your Space.

1. Add a Folder for each repository or major component, for example:

   • API

   • Frontend

   • Documentation

   • DevOps / Infrastructure

2. Within each Folder, create Lists for the main issue types:

   • Issues & Bugs

   • Features & Enhancements

   • Sprints or Milestones

   • Documentation Tasks

This structure keeps ClickUp organized while still reflecting how contributors think about your codebase.

Step 2: Configure Core ClickUp Tasks for Issues

Each task in ClickUp should represent a clear, actionable unit of work that a contributor can pick up.

Set Up Task Fields for Open Source Work

Add Custom Fields that mirror metadata commonly used in open source tools:

• Issue Type (Dropdown: Bug, Feature, Docs, Chore)

• Priority (Low, Normal, High, Critical)

• Difficulty (Easy, Medium, Hard)

• Labels (components, platforms, or tags)

• Release / Milestone (to group work by version)

Use these fields in List and Board views to filter tasks, similar to how labels and fields work in other project management tools.

Create Reusable Templates in ClickUp

To keep your issue formats consistent for contributors:

1. Create a task with the ideal issue description structure, for example:

   • Summary

   • Steps to Reproduce (for bugs)

   • Expected vs Actual Behavior

   • Acceptance Criteria

   • Relevant Files / Screenshots

2. Save it as a task template (e.g., Bug Report or Feature Request).

3. Repeat for common items such as Documentation Task or Release Checklist.

Now maintainers can spin up structured issues in ClickUp with just a few clicks.

Step 3: Build Contributor-Friendly Views in ClickUp

Open source contributors need to quickly find issues they can work on and understand project priorities.

Use Board and List Views for Backlogs

• Create a Board View grouped by status so contributors can drag tasks from Backlog to In Progress.

• Add filters for fields like Difficulty and Labels to highlight beginner-friendly items.

• Use a List View for maintainers to sort and prioritize issues by Priority, due date, or milestone.

Create a Public Roadmap with ClickUp Views

To mirror public roadmaps used by open source project management tools:

1. Create a Folder or List named Roadmap.

2. Add a Timeline or Gantt View to visualize releases and major features.

3. Group by Release / Milestone so the community can see what is coming up next.

You can selectively share views with guests or stakeholders while keeping internal details private.

Step 4: Run Sprints and Releases in ClickUp

Many open source projects operate with informal or formal sprints. You can manage those cycles directly in ClickUp.

Set Up Sprints and Milestones

• Create a List named Sprints inside each repository Folder.

• Add tasks representing each sprint (e.g., Sprint 1, Sprint 2) with start and end dates.

• Link feature and bug tasks to a sprint using a Custom Field or task relationships.

For releases:

• Create a dedicated List called Releases.

• Each release task can include:

  • Checklist of features and fixes

  • Testing checklist

  • Documentation and changelog items

Track Progress with Dashboards in ClickUp

You can replicate reporting from specialized open source project tools by building Dashboards.

Add widgets such as:

• Burnup or burndown charts based on sprint tasks

• Task status breakdown for each repo

• Workload by assignee to balance volunteer contributors

Dashboards give maintainers instant visibility into how healthy the project is.

Step 5: Collaborate with Contributors in ClickUp

Clear communication is essential when you rely on a distributed community of developers and users.

Use Comments and Assigned Comments

• Hold discussions directly on each task so context stays attached to the issue.

• Mention specific contributors with @ mentions.

• Convert comments into assigned comments so nobody loses track of follow-up actions.

Share Documentation and Guidelines

Use Docs in ClickUp to host contributor onboarding content, such as:

• How to set up the development environment

• Code style and contribution guidelines

• Issue triage and review process

• Release and changelog process

Link important Docs to your main Lists or pin them for fast access.

Step 6: Automate Repetitive Work in ClickUp

Open source maintainers often spend too much time triaging issues and updating statuses. Automations in ClickUp can minimize that overhead.

Set Up Simple Automations

Useful automation examples include:

• When status changes to In Review, automatically assign to a maintainer or reviewer.

• When a task is moved to Done, set the actual completion date.

• When Priority is set to Critical, post a comment or add a watcher.

These automations help your team stay responsive without constantly babysitting the board.

Integrate with Developer Tools

Based on the integrations highlighted in the source article, consider connecting ClickUp with developer tools you already use so everything stays aligned.

• Link tasks to commits or pull requests using available integrations or manual references.

• Use task IDs in branch names or commit messages to tie work back to the roadmap.

Step 7: Continuously Improve Your ClickUp Workflow

As your open source community grows, revisit your setup and refine it.

• Review which fields and views contributors use most and simplify anything that causes friction.

• Collect feedback from maintainers and contributors about how ClickUp is working for them.

• Adjust statuses, automations, and templates to keep your project easy to navigate.

For deeper process optimization across tools, you can also consult specialized teams such as Consultevo that help organizations streamline project management workflows.

Next Steps for Managing Open Source with ClickUp

By structuring your Workspace, creating clear issue templates, adding contributor-friendly views, and automating repetitive work, you can use ClickUp as a powerful hub for open source development.

Adapt these steps to your repositories, and refine them over time as your community grows and your project evolves.

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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