How to Build a Content Calendar in ClickUp

A structured content calendar in ClickUp helps you plan, produce, and publish marketing content without missing deadlines or losing ideas in scattered tools. This guide walks you through creating a complete workflow based on best practices from content teams switching from Asana-style setups to a more flexible workspace.

Step 1: Plan Your Content Calendar Structure in ClickUp

Before you build anything, decide how your ClickUp content space will be organized. A clear hierarchy keeps tasks, dates, and owners easy to track.

Decide on Your Workspace Hierarchy

Use a simple, scalable structure such as:

• Space: Marketing or Content
• Folder: Content Calendar
• Lists: Blogs, Social Media, Email, Video, Campaigns

This mirrors the familiar setup from tools like Asana but adds more flexibility for reporting, views, and automations.

Define Custom Fields for Content Tracking

Add custom fields so every content task is easy to filter and report on:

• Content Type (Blog, Social, Email, Video, Landing Page)
• Channel (Website, LinkedIn, Instagram, Newsletter, YouTube)
• Campaign or Theme
• Target Publish Date
• SEO Keyword or Topic
• Owner or Writer

These fields will help you build calendar views and dashboards that mirror and outperform typical Asana content templates.

Step 2: Create a Content Calendar List in ClickUp

Next, create the list that will act as your main editorial calendar inside ClickUp. This is where every piece of upcoming content lives.

Set Up Views for Your Calendar

Within your new list, add multiple views to manage different parts of the workflow:

• Calendar View: Shows content by publish date for quick scheduling.
• List View: Ideal for bulk edits, filtering by status, or updating custom fields.
• Board View: Kanban-style columns for each phase (Idea, Draft, In Review, Scheduled, Published).

Switch between these views to get the same high-level perspective you might be used to in Asana, with more detailed control over each step.

Create Reusable Task Templates

Turn your best-performing content workflow into templates so nothing is forgotten when a new piece is created.

Include in each template:

• Standard task description outline (brief, angle, target audience, CTA)
• Subtasks for research, writing, editing, design, approvals, publishing
• Default assignees for each subtask
• Default due dates relative to the publish date

Using templates in ClickUp guarantees consistency across blogs, social posts, and campaigns without building from scratch every time.

Step 3: Map Your Workflow Stages in ClickUp

A strong content calendar depends on clear statuses so everyone knows what needs attention. Map the stages of your editorial flow inside ClickUp.

Define Content Statuses

Create statuses that match your real-world process. For example:

• Backlog
• In Briefing
• Writing
• Editing
• Design
• Ready to Publish
• Published

Assign each task to a status that reflects where it is today. This gives your team instant insight without hunting through comments or spreadsheets.

Use Assignees and Watchers Wisely

In your ClickUp content calendar:

• Assign the main owner (often the writer or strategist).
• Add reviewers as watchers so they get updates when the task moves to Editing or Ready to Publish.
• Include designers or video editors when visual assets are needed.

Clear ownership and visibility reduce miscommunication and back-and-forth over email.

Step 4: Add Recurring and Campaign Content in ClickUp

Ongoing content series and campaigns are easier to manage when they are grouped clearly and scheduled automatically.

Set Up Recurring Tasks

For content that repeats, like weekly newsletters or monthly reports, create recurring tasks in ClickUp.

1. Create a task for the recurring content item.
2. Assign the owner and set a due date.
3. Configure recurrence (weekly, monthly, or custom).
4. Choose whether the task resets on completion or on the schedule date.

Recurring tasks prevent gaps in regular publishing and keep your calendar consistent.

Organize Campaign-Based Content

For multi-channel campaigns, use a dedicated list or tag to group tasks:

• Create a list for the campaign (for example, Product Launch Q4).
• Add tasks for each asset: blog, email, social posts, landing pages.
• Use a custom field or tag with the campaign name.
• Filter your main calendar view by that campaign field when you need a focused view.

This structure gives you both a campaign-level snapshot and a unified editorial calendar in ClickUp.

Step 5: Collaborate and Review Content in ClickUp

Efficient collaboration keeps content quality high and reviews predictable. Centralizing comments and files ensures everyone stays aligned.

Use Comments and Assigned Comments

Instead of scattered chats or email threads, keep feedback in the task:

• Leave comments with clear requests and links to drafts.
• Use assigned comments to turn feedback into mini action items.
• Resolve comments when work is completed to keep the thread clean.

This mimics familiar collaboration workflows while giving your team richer control inside ClickUp.

Attach Files and Use Docs

Attach draft files directly to the task or use built-in Docs:

• Create a Doc for each major article or script and link it to the task.
• Track versions and comments inside the Doc.
• Store visual assets or references in the task attachments.

Centralized documentation simplifies handoffs between writers, editors, and designers and keeps each item tied to its calendar date.

Step 6: Visualize and Optimize Your ClickUp Content Calendar

Once your structure is in place, refine how your content calendar appears so stakeholders can interpret it at a glance.

Customize Calendar View

Set up your main calendar view to highlight what matters most:

• Group tasks by list or assignee.
• Color tasks by custom field (for example, content type or channel).
• Show only tasks with a Target Publish Date.

These filters and grouping options make the calendar more readable than a static spreadsheet and easier to adapt over time.

Build Simple Dashboards

Create dashboards to monitor performance and capacity:

• Use widgets to show tasks by status, assignee, or content type.
• Add a workload view to see who is overloaded.
• Include charts for upcoming publish dates by week or month.

Dashboards help marketing leaders quickly understand pipeline health and spot bottlenecks in the ClickUp workflow.

Step 7: Learn from Existing Templates and Resources

You can refine your setup by learning from proven structures already used by other marketing teams.

Study Asana-Style Content Calendars

Many teams migrate from Asana templates and want a similar but more powerful layout. Review existing editorial calendar examples to decide how you want to structure statuses, fields, and views in your ClickUp environment.

For inspiration on planning content calendars and migrations from Asana-style boards, you can study detailed examples and workflows outlined on the Asana content calendar templates guide. Adapt the ideas to benefit from the additional flexibility and depth of your current toolset.

Get Expert Help for Complex Implementations

If you manage a large content team, advanced automations, or cross-workspace reporting, expert configuration can save significant time. Implementation partners can help design scalable structures, map statuses to reporting, and integrate SEO or analytics data into your workspace.

For strategic guidance on building efficient, search-focused editorial systems, you can explore consulting services at Consultevo, which specializes in process optimization and content operations.

Step 8: Maintain and Improve Your ClickUp Content Calendar

Your first version is only the beginning. Continual refinement keeps your content calendar aligned with changing priorities.

Review Your Workflow Regularly

Every month or quarter, review how the system is working:

• Are tasks getting stuck in a certain status?
• Do you need more specific content types or campaign fields?
• Is the calendar view too cluttered or missing key details?

Adjust statuses, custom fields, and views as your team grows or your publishing cadence changes.

Standardize Best Practices

Document your process inside a Doc and pin it in the main content space:

• How to create new calendar tasks.
• Which template to use for each content type.
• How to name tasks and campaigns.
• What each status means and who is responsible.

Clear documentation ensures new team members follow the same workflow and keep your ClickUp content calendar clean and reliable.

By following these steps, you will have a centralized, flexible content calendar that supports ideation, production, and publishing in one place. Your team gains the clarity needed to ship consistent, high-quality content while using workflows that can scale as your marketing goals grow.

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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