How to Use ClickUp as an ADHD-Friendly Planner

ClickUp can act as a flexible ADHD planner that turns overwhelming to-do lists into clear, actionable steps you can actually follow. Using the right features and views, you can build a simple system that supports your brain instead of fighting it.

This how-to guide walks you through setting up an ADHD-friendly workspace, breaking tasks into manageable pieces, and using visual tools so you always know what to do next.

Step 1: Configure Your ClickUp Workspace for ADHD Brains

Before you dive into daily tasks, set up your ClickUp workspace so it feels calm, predictable, and easy to scan.

Choose a Simple ClickUp Hierarchy

A minimal structure reduces decision fatigue. Start with:

• One Workspace for your life (personal and work)
• Few Spaces such as: Personal, Work, Home, Health
• Lists for specific areas, like Projects, Routines, or Errands

A sample setup:

• Space: Personal
  • List: Today
  • List: This Week
  • List: Routines
• Space: Work
  • List: Active Projects
  • List: Backlog

Pick Calming ClickUp Views

Multiple views can be distracting. Start with only one or two:

• List view for clean, linear to-dos
• Board view if you like visual cards and columns

Hide extra views until you feel comfortable.

Step 2: Create an ADHD-Safe Task System in ClickUp

The right task structure in ClickUp keeps large, intimidating projects from shutting you down.

Break Tasks Down into Tiny Steps

Use tasks and subtasks to turn vague goals into clear actions:

1. Create a main task for the project (for example, “Declutter bedroom”).
2. Add subtasks for tiny actions (for example, “Clear nightstand,” “Sort clothes on chair”).
3. Keep each subtask small enough to finish in 10–20 minutes.

This mirrors the approach highlighted in the original planner guide at ClickUp’s ADHD planners article, which emphasizes simple, broken-down steps.

Use ClickUp Custom Fields for ADHD-Friendly Details

Custom fields help your future self know exactly how to start:

• Effort level (Low, Medium, High)
• Estimated time (5, 10, 25 minutes)
• Energy type (Focus, Admin, Creative)

When you feel scattered, filter your ClickUp List by low effort or short time tasks so you can still make progress.

Step 3: Build a Daily ClickUp Routine

A consistent routine makes it easier for an ADHD brain to enter “automatic pilot” mode, so you spend less energy deciding what to do.

Set Up a Today List in ClickUp

Create a dedicated Today list where you only place a few key tasks:

1. Limit yourself to 3–5 important tasks per day.
2. Drag tasks from other lists into Today.
3. Use priorities (High, Normal, Low) sparingly—only mark one or two as High.

Open this list first each morning so ClickUp immediately shows you a manageable plan.

Use ClickUp Time Blocking and Calendar

Connecting tasks to time helps combat time blindness:

1. Add start and due times for tasks, not just dates.
2. Open the Calendar view and drag tasks into time slots.
3. Group tasks by energy type (for example, creative work in the morning, admin in the afternoon).

If you’re using another calendar app, sync it with ClickUp so you see everything in one place.

Step 4: Turn ClickUp Reminders into Gentle Prompts

Reminders are powerful for ADHD, but too many can cause alert fatigue.

Set Smart ClickUp Reminders

Use reminders only for actions that are truly time-sensitive:

• Appointments and meetings
• Deadlines that affect other people
• Critical tasks you tend to forget (for example, paying bills)

In each task:

1. Set a due date and time.
2. Turn on a reminder 10–30 minutes before.
3. Disable unnecessary notifications from lists you rarely use.

Use ClickUp for Gentle Check-Ins

Create recurring reminder tasks for self-check-ins:

• “Review Today list” each morning
• “Plan tomorrow” each evening
• “Brain dump everything in my head” twice a week

These recurring tasks help you build consistent habits without relying solely on memory.

Step 5: Make ClickUp Visual and ADHD-Friendly

Visual cues make it easier to see what matters at a glance.

Color-Code ClickUp Tasks and Spaces

Use color with intention:

• Assign calm colors to personal Spaces.
• Reserve bright colors for urgent work items.
• Avoid giving everything a high-impact color.

In List or Board view, use tags or custom fields with colors such as:

• Blue – Deep focus tasks
• Green – Quick wins
• Yellow – Social or communication tasks

Use ClickUp Views to Reduce Overwhelm

Switch views depending on your state:

• Board view when you need a visual, drag-and-drop workflow.
• List view when you want a clean, text-based focus list.
• Calendar view when you need to see your time visually.

Keep only one main view pinned to avoid constant switching.

Step 6: Capture ADHD Brain Dumps in ClickUp

ADHD brains generate ideas constantly. Capturing them fast prevents distraction.

Create a Brain Dump List in ClickUp

Set up a list called Brain Dump where every random idea goes:

1. Whenever a thought pops up, add a quick task with minimal details.
2. Do not organize in the moment—just capture.
3. Schedule a review time to sort items into relevant lists.

This keeps your active ClickUp lists clean while honoring all of your ideas.

Process Brain Dumps into Action

During your scheduled review time:

• Delete ideas that no longer matter.
• Convert important items into projects with subtasks.
• Move simple actions directly into your Today or This Week lists.

Step 7: Adjust Your ClickUp System Over Time

Your ADHD needs can change, so your ClickUp setup should stay flexible.

Review Your ClickUp Setup Weekly

Once a week, quickly reflect on:

• Which lists you actually used
• Which reminders helped or annoyed you
• What views supported your focus best

Remove unused lists, turn off unhelpful notifications, and simplify wherever possible.

Combine ClickUp with Other ADHD Supports

You can blend this system with other tools and strategies:

• Use a physical timer for focus sessions while tasks live in ClickUp.
• Pair routines in the app with habit stacking (for example, review Today list after breakfast).
• Get additional workflow and automation ideas from resources like Consultevo.

Start Using ClickUp as Your ADHD Planner Today

When you use ClickUp as a simple, visual, and structured ADHD planner, it becomes easier to trust your system and act on it. Start with a minimal setup, add only the features that truly help your brain, and refine your lists and views as you learn what actually supports your focus.

Over time, your ClickUp workspace can become a reliable external brain that keeps projects, routines, and ideas organized so you can spend more energy doing the work, not juggling it in your head.

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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