How to Use ClickUp Database Templates Step by Step

ClickUp gives you powerful database-style templates so you can organize work, track data, and automate workflows without complex tools or coding. This guide walks you through how to use those templates, customize them, and apply them to real projects.

The steps below are based on the features and examples shown in the official database templates overview at ClickUp’s blog.

What a ClickUp Database Template Really Is

A database template in ClickUp is a pre-built structure that combines:

• Spaces, Folders, or Lists to group your work
• Tasks and subtasks representing records or rows
• Custom Fields functioning like database columns
• Multiple views that display the same data in different ways

Instead of creating your system from scratch, a template gives you the framework so you can plug in your own information immediately.

Key ClickUp Views Used in Database Templates

Most database templates rely on a set of core views. Each view emphasizes a different aspect of your information.

Table View in ClickUp

Table view organizes tasks like a spreadsheet. It is especially useful when you want to scan a lot of information at once.

Common actions in Table view include:

• Reordering columns to match your workflow
• Sorting and filtering by priority, status, or assignee
• Summarizing numeric fields such as budgets or hours

List View in ClickUp

List view shows tasks in a clean vertical list with key details. It is ideal for teams that want a classic to-do list feel but with richer data fields.

You can quickly:

• See statuses and due dates
• Expand tasks to view subtasks or checklists
• Update fields inline without opening each record

Board View in ClickUp

Board view turns your database into a kanban board. It is perfect for workflows that move through clear stages, such as pipelines or content production.

Common use cases include:

• Sales pipelines with stages like Prospect, Demo, Contract, Closed
• Agile sprints with columns for Backlog, In Progress, Review, Done
• Editorial workflows with Draft, Editing, Design, Published

Calendar and Timeline Views in ClickUp

When your records are time-bound, Calendar and Timeline views help you schedule and plan.

• Calendar view shows tasks on specific dates for planning content, events, or campaigns.
• Timeline view shows tasks along a horizontal time axis, which is useful for roadmaps and release plans.

Core ClickUp Database Elements: Custom Fields

The real power of a database template in ClickUp comes from Custom Fields. These fields act like columns in a database and are used across many templates.

Typical Custom Fields include:

• Dropdowns for status-like data, such as stages or categories
• Text fields for notes, links, or references
• Number and currency fields for budgets or scoring
• Date fields for deadlines, launch dates, or follow-ups
• People fields to assign owners, reviewers, or requesters

Each template comes with a suggested set of Custom Fields tailored to that use case, which you can adjust to your needs.

How to Apply a ClickUp Database Template

Follow these steps to start using a database template inside ClickUp:

1. Open the template center.
   In your Workspace, open the template library or look for suggested templates when creating a new Space, Folder, or List.
2. Search for database-style templates.
   Use keywords like CRM, applicant tracking, campaign tracker, or asset management to find relevant database templates.
3. Preview the template structure.
   Look at the views, task hierarchy, and Custom Fields. Confirm that the structure matches how your team works.
4. Choose where to apply the template.
   Select whether the template should apply to a Space, Folder, or List depending on how broadly you plan to use it.
5. Confirm the import options.
   Decide whether to import example tasks, automations, and views. Sample data can help you see how the template works in practice.
6. Apply the template.
   Finish the setup. Your new area will open with ready-made views and fields.

Customizing a ClickUp Database Template

Once your template is in place, you can customize it to match your process.

Adjusting Views in ClickUp

Refine your views so each team member sees what they need.

• Reorder views so the most important one appears first
• Create filtered views for specific owners, teams, or stages
• Hide unnecessary columns to keep layouts simple

Editing Custom Fields in ClickUp

Templates ship with suggested Custom Fields, but you can change them.

• Rename fields to match your internal terminology
• Add new fields for metrics like difficulty, ROI, or region
• Remove fields that you will never use to reduce clutter

Structuring Tasks and Subtasks

Think of tasks as primary records and subtasks as linked items or steps.

• Create subtasks for process steps that repeat for every record
• Use checklists inside tasks for lightweight, repeatable routines
• Attach documentation or briefs so information stays in one place

Popular ClickUp Database Template Use Cases

Based on examples from the official article, here are common ways teams use database templates.

CRM and Sales Pipelines in ClickUp

A CRM-style template tracks leads and deals like a structured database.

• Use stages in Board view for pipeline progress
• Store contact details, deal size, and priority in Custom Fields
• Filter by owner to see each rep’s active opportunities

Applicant Tracking and Hiring

Recruiting teams can treat each candidate as a task in a consistent pipeline.

• Track application stage, source, and interview dates
• Assign hiring managers and interviewers to each task
• Store resumes and notes directly in the record

Content and Campaign Databases in ClickUp

Marketing teams can use database templates to manage content calendars and campaigns.

• Plan content by status, channel, and publish date
• Switch between Calendar, List, and Board views as needed
• Track campaign budgets, platforms, and target audiences

Asset and Inventory Management

Templates can also act as simple asset or inventory databases.

• Use fields for location, owner, and condition
• Add serial numbers or license keys as text fields
• Track renewal or maintenance dates with Date fields

Best Practices for Managing ClickUp Databases

To keep your workspace efficient, follow these practical habits.

• Keep naming consistent. Use clear naming conventions for Lists, views, and fields.
• Limit fields to what you use. Too many Custom Fields reduce clarity and performance.
• Create role-based views. Build views tailored to sales, marketing, HR, or operations.
• Review templates regularly. As processes evolve, update the template instead of patching each List.

Where to Learn More About ClickUp Templates

For deeper examples and screenshots, read the original guide on database templates on the ClickUp blog. If you want broader implementation or workflow consulting beyond templates, you can also explore services from specialists such as Consultevo.

Start Building Your First ClickUp Database

Using a database template in ClickUp lets you move from scattered spreadsheets and documents to a connected system of views, fields, and tasks. Choose a template that matches your process, apply it to the right level in your workspace, then customize the structure so your team can capture, analyze, and act on data in one place.