Track Status Time in ClickUp
In ClickUp, you can track how long tasks stay in each status to spot workflow delays and improve your team’s performance. This guide explains how to display total time in status using a Dashboard card.
What is Total Time in Status in ClickUp?
Total time in status measures how long tasks remain in a specific workflow status, such as To Do, In Progress, or Complete. In ClickUp, this is available through the Whose line is it? Dashboard card.
This information helps you understand where tasks get stuck, how efficiently work moves forward, and which statuses may need process improvements.
Requirements to Use Time in Status in ClickUp
Before you begin, make sure you have the right access and plan level in ClickUp.
Access and permissions in ClickUp
- You must be in a Workspace where Dashboards are available.
- You need permission to create or edit Dashboards.
- You should have access to the Spaces, Folders, and Lists whose tasks you want to analyze.
Plan availability
The Whose line is it? Dashboard card is available on selected plan levels. If you cannot find the card, check your Workspace plan or contact your Workspace owner.
Add the Whose line is it? card in ClickUp
To display total time in status in ClickUp, you first need to add the Whose line is it? card to a Dashboard.
Step-by-step: add the card in ClickUp
- Open your Workspace and go to Dashboards from the left sidebar.
- Open an existing Dashboard or click the option to create a new Dashboard.
- In the Dashboard, click + Add card or the card library button.
- Browse or search for Whose line is it? in the card list.
- Select the Whose line is it? card.
- Click Add to place the card on your Dashboard.
Once added, you can configure the card to display total time in status for the tasks you want to review.
Configure Total Time in Status in ClickUp
After adding the card, use its settings to control which tasks you see and how their time in status is calculated.
Choose task sources in ClickUp
Start by deciding which tasks the card should include.
- Open your Dashboard and locate the Whose line is it? card.
- Click the Settings or Filter icon on the card.
- Select the Location or Source option.
- Choose one or more of the following:
- Entire Workspace
- Specific Spaces
- Individual Folders
- Particular Lists
- Apply your changes.
This ensures the card focuses on the areas of ClickUp that matter most to your team.
Filter which tasks are included
You can refine the data further using filters.
- Filter by assignee to see time in status by person.
- Filter by status to focus on specific workflow stages.
- Filter by tag to analyze task groups, such as priority or project type.
- Filter by custom fields available in your Workspace.
Use combinations of filters to build a focused view of time in status for particular teams or projects in ClickUp.
Select time range and time calculation
Adjust how the card calculates and displays total time in status.
- In the card settings, choose a date range, such as:
- Last 7 days
- Last 30 days
- This month or Last month
- Custom range
- Set how time is calculated, for example:
- Include time in all statuses.
- Focus only on certain statuses, such as In Progress.
Time in status is typically tracked from when a task enters a status until it moves to another status.
Read the Whose line is it? card in ClickUp
Once configured, the Dashboard card will show how long tasks stay in each status along with task counts and other summary information.
Understand the time in status metrics
The card may include metrics such as:
- Total time in status: Combined time tasks have spent in a status.
- Average time in status: Mean time tasks stay in a status before moving on.
- Task counts: How many tasks have been in that status within the selected date range.
Use these metrics to compare different statuses and identify slow points in your process.
Break down data by person or status
The Whose line is it? card lets you group or sort data in several ways:
- Group by status to see how long tasks remain in each stage.
- Group by assignee to see which team members have tasks sitting in a status the longest.
- Sort by time to quickly find the statuses or people with the highest total time.
This makes it easier to pinpoint where to focus coaching, process changes, or workload adjustments in ClickUp.
Use Time in Status Insights to Improve Your Workflow
Time in status data is most valuable when it leads to action. Use the ClickUp Dashboard card insights to optimize your workflows.
Identify bottlenecks
Look for statuses with unusually high total or average time. Common examples include:
- Review or Approval stages that take too long.
- In Progress statuses where tasks stall.
- Backlog statuses where work is never picked up.
Once identified, discuss with your team why tasks remain in these statuses and what changes could speed them up.
Balance workload across your team
If the card shows that tasks assigned to certain people spend longer in specific statuses, it may indicate:
- Uneven workload distribution.
- Need for additional training or support.
- Unclear ownership or expectations.
Use these insights to reassign tasks or update your process so tasks move more smoothly through your ClickUp workflow.
Improve process definitions and automation
When you see consistent delays in particular statuses, consider:
- Clarifying status definitions so everyone knows when to move tasks.
- Adding automations to move tasks when key conditions are met.
- Adjusting SLAs or due dates based on realistic time-in-status data.
This makes your ClickUp setup more predictable and easier to manage.
More resources on ClickUp optimization
To see the original documentation describing how this feature works, visit the official guide on displaying total time in status: Display Total time in Status.
If you want expert help optimizing your workflows, automations, or reporting strategy, you can learn more at Consultevo, a consulting partner focused on scalable work management solutions.
By configuring the Whose line is it? Dashboard card and regularly reviewing time in status, you can turn ClickUp into a powerful source of process insights and continuous improvement.
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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