How to Use ClickUp Digital Whiteboards

ClickUp gives teams a flexible digital whiteboard to capture ideas, map workflows, and collaborate visually in one place. This guide walks you step-by-step through setting up and using these whiteboards so you can turn rough concepts into actionable plans.

What Is a Digital Whiteboard in ClickUp?

A digital whiteboard is a virtual canvas where you and your team can draw, write, drop shapes, and arrange content in real time. In ClickUp, the Whiteboards feature connects your ideas directly to tasks, documents, and projects, so you do not lose momentum switching between tools.

• Brainstorm and mind map with your team
• Design workflows and visual roadmaps
• Connect ideas to tasks and docs
• Collaborate live or asynchronously

Unlike a physical board, a ClickUp whiteboard is shareable, searchable, and accessible from anywhere.

How to Open a New ClickUp Whiteboard

You can create a whiteboard from your existing workspace structure, so everything stays organized and easy to find.

Step 1: Navigate to the Right Space in ClickUp

1. Log in to your ClickUp workspace.
2. Choose the Space, Folder, or List where you want your whiteboard to live.
3. Make sure you have permission to create views or docs in that location.

Keeping your ClickUp whiteboard close to related tasks and projects ensures your ideas stay connected to real work.

Step 2: Create a Whiteboard View

1. Inside the chosen Space, Folder, or List, open the views bar.
2. Select the option to add a new view.
3. Pick Whiteboard as the view type.
4. Give your ClickUp whiteboard a clear, descriptive name.

Once created, your whiteboard appears alongside other views like List, Board, or Calendar, making it easy to jump between brainstorming and execution.

Core ClickUp Whiteboard Tools and Elements

The ClickUp whiteboard toolbar lets you add and arrange content fast. Here are the main elements you will use.

Sticky notes and text on a ClickUp whiteboard

• Sticky notes: Capture quick ideas, issues, or feature requests.
• Text boxes: Add longer explanations, titles, and labels.

Use different colors and fonts to group related ideas or visually separate themes on your ClickUp canvas.

Shapes and connectors in ClickUp diagrams

• Drop rectangles, circles, and other shapes to represent steps or objects.
• Use arrows and lines to show relationships and flow.
• Adjust colors and thickness to highlight priorities or status.

This makes it simple to sketch process flows, customer journeys, or system diagrams within ClickUp.

Images, docs, and links in ClickUp whiteboards

• Upload screenshots, wireframes, or diagrams.
• Link to ClickUp tasks, Docs, or external resources.
• Embed reference material right next to your notes.

Keeping everything together inside your ClickUp whiteboard reduces context switching and makes it easier for teammates to catch up.

How to Brainstorm on a ClickUp Whiteboard

Use your ClickUp whiteboard to run structured or freeform brainstorming sessions that translate directly into work items.

Step 1: Define the goal of your session

Before you start adding content, add a clear title and short description on the canvas that states the purpose, such as:

• Plan Q3 marketing campaigns
• Map onboarding process
• Brainstorm product features

This helps everyone in ClickUp stay aligned on why the session exists.

Step 2: Capture ideas quickly

1. Set a time limit for idea generation.
2. Ask each participant to add sticky notes or text boxes.
3. Encourage quantity first; do not filter or judge yet.

Because ClickUp whiteboards update in real time, everyone can see ideas appear instantly and build on each other’s thoughts.

Step 3: Group and organize ideas

1. Drag related sticky notes into clusters.
2. Use shapes as containers for themes or categories.
3. Add headings above each group to label the topic.

As your ClickUp board fills up, grouping prevents clutter and prepares you for prioritization.

Step 4: Prioritize and decide next steps

• Vote on ideas by adding icons or color codes.
• Rank items in order of impact or urgency.
• Mark selected ideas clearly with borders or labels.

When you use ClickUp this way, you turn a scattered idea dump into a focused shortlist of actions.

Turning ClickUp Whiteboard Ideas into Tasks

The real power of a ClickUp whiteboard is the direct connection between brainstorming and execution.

Create tasks from notes and shapes in ClickUp

1. Select a sticky note, text box, or shape.
2. Use the option to convert it into a task.
3. Choose the correct List or project in ClickUp.
4. Assign an owner, due date, and priority.

This lets you keep the original context while immediately moving items into your workflow.

Link existing ClickUp tasks to your whiteboard

• Search for tasks directly from the whiteboard.
• Drag and drop tasks onto the canvas.
• Arrange related tasks into groups, swimlanes, or timelines.

By linking tasks on your ClickUp whiteboard, you create a visual representation of work that is easier to understand than a simple list.

Collaborating with Your Team in ClickUp

Team collaboration is built into every ClickUp whiteboard, making remote and hybrid work sessions easier.

Real-time collaboration on ClickUp whiteboards

• See collaborators’ cursors move across the canvas.
• Watch edits, shapes, and notes appear instantly.
• Use comments to discuss specific items.

This reduces the need for separate meeting tools and keeps discussion inside ClickUp.

Share and secure your ClickUp whiteboard

1. Adjust sharing settings to control access.
2. Invite teammates, guests, or stakeholders as needed.
3. Limit editing rights if you only want certain users to make changes.

Properly managed permissions protect sensitive information while still allowing broad visibility into your ClickUp plans.

Example Use Cases for ClickUp Whiteboards

You can apply the same simple workflow—brainstorm, organize, and convert to action—across many scenarios in ClickUp.

• Sprint planning: Map user stories, dependencies, and priorities before creating tasks.
• Project kickoff: Capture requirements, stakeholders, timelines, and risks.
• Retrospectives: Use columns for “What went well,” “What did not,” and “Ideas for improvement.”
• Process mapping: Draw step-by-step workflows and link them to standard operating procedures.
• Product design: Collect feedback on wireframes, mockups, and user journeys.

Each ClickUp whiteboard can evolve from high-level ideation to a detailed visual plan that stays accessible through the life of the project.

Tips to Keep Your ClickUp Whiteboards Clean

As whiteboards grow, they can become cluttered. Use these habits to keep your ClickUp workspace clear and useful.

• Start with a simple layout and a clear legend.
• Use consistent color schemes for categories or teams.
• Regularly convert approved ideas into tasks.
• Archive or move outdated content off the main canvas.
• Create separate ClickUp whiteboards for very different initiatives.

Disciplined organization helps everyone quickly understand what matters on each board.

Learn More About ClickUp Digital Whiteboards

If you want to dive deeper into specific visual collaboration techniques, explore the original guide on how to use a digital whiteboard. You can also combine these steps with broader workflow and process strategies from experts at Consultevo to build an optimized workspace.

By mastering whiteboards in ClickUp, you give your team a single, shared space to think, plan, and execute—turning every brainstorming session into clear, trackable work.

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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