How to Get Started with ClickUp

ClickUp is a powerful work management platform that helps teams replace multiple apps for planning, tracking, writing, and collaborating in one place. This guide walks you through the essential steps to set up your workspace, configure AI features, and organize projects so you can work faster and more efficiently.

The steps below are inspired by modern workflow needs similar to AI coding tools and alternative setups explained in resources like the Windsurf alternatives guide, but adapted to help you get productive in ClickUp for any type of work.

Step 1: Create Your ClickUp Workspace

Your workspace is the foundation of your setup. It is where you add people, organize projects, and connect tools.

Sign up for an account on the ClickUp website.
Enter a workspace name that reflects your company, team, or primary project.
Choose the workspace size (just you, small team, or larger organization) so ClickUp can suggest relevant options.
Invite teammates by email so they can join you from the start.

Once your workspace is created, you can customize settings such as default views, notification preferences, and permissions.

Step 2: Understand the ClickUp Hierarchy

ClickUp uses a clear hierarchy so you can map any process, whether you manage software, marketing, or operations.

Workspace: The top level for your company or primary group.
Spaces: Large categories such as Development, Marketing, Sales, HR, or Operations.
Folders: Collections of related projects or workflows inside a Space.
Lists: Specific projects, sprints, campaigns, or workflows within a Folder.
Tasks: Individual pieces of work with assignees, due dates, and details.
Subtasks: Smaller action items that belong to a task.

Before adding work, outline how your teams are structured. Then, mirror that structure in ClickUp with Spaces, Folders, and Lists so everyone instantly understands where to find things.

Step 3: Set Up Spaces in ClickUp

Spaces create separation between departments or functional areas and allow you to tailor settings to each team.

From your sidebar, click to create a new Space.
Name your Space based on a department or function, like “Engineering”, “Marketing”, or “Client Projects”.
Choose the color and icon to keep your ClickUp sidebar visually organized.
Configure default features for the Space, such as sprints, tags, or time tracking, depending on the type of work.

Repeat this for each major team. You can later refine Space settings as your processes evolve.

Step 4: Build Folders, Lists, and Tasks in ClickUp

With Spaces ready, you can create the structure that holds your work.

Create Folders in ClickUp

Inside a Space, add a Folder named after a goal or workflow, like “Product Roadmap”, “Content Calendar”, or “Client A”.
Group related projects so teams can quickly scan the Folder list and know where to work.

Create Lists in ClickUp

Within a Folder, create Lists for each project or sprint.
Name Lists clearly, such as “Q2 Sprint 1”, “Website Redesign”, or “Email Launch”.
Set due dates or List-level priorities if you manage time-boxed work.

Create Tasks and Subtasks in ClickUp

Open a List and click to add a new task.
Write a clear task title that describes the outcome.
Add a detailed description, acceptance criteria, and any relevant links or files.
Assign the task to one or more people and add a due date.
Create subtasks for individual steps, like “Draft”, “Review”, and “Publish”.

This structure helps teams break work into trackable pieces, similar to how developers split coding tasks when they explore other tools but stay coordinated in ClickUp.

Step 5: Choose the Right ClickUp Views

Views change how your tasks are displayed without altering the underlying data. ClickUp makes it easy to switch perspectives depending on who is reviewing the work.

List View: A spreadsheet-style view for detailed planning and sorting.
Board View: A Kanban view to drag tasks between stages like To Do, In Progress, and Done.
Calendar View: Time-based view to see tasks by due date or start date.
Gantt View: Timeline for dependencies and long-running projects.
Table View: A more advanced grid with fields similar to a database or spreadsheet.

To add a view in ClickUp, open a List, click the plus icon in the view bar, select the view type, and configure filters and grouping. Save the layout as a default if your team prefers one main view.

Step 6: Use ClickUp Custom Fields and Templates

Custom fields help you tailor ClickUp to match your data model and reporting needs.

Add custom fields for attributes such as budget, estimate, client, platform, or release version.
Use dropdowns for standardized options, like status groups or priority tiers.
Track numbers for estimates, story points, or costs.

Once you have a useful configuration for a List or task, save it as a template. In ClickUp, templates allow you to reuse structures for sprints, campaigns, or recurring projects without rebuilding them every time.

Step 7: Collaborate Effectively in ClickUp

Collaboration features ensure that conversations and decisions stay attached to the work itself.

Comments: Ask questions or give feedback directly on tasks. Use @mentions to notify teammates quickly.
Docs: Create documentation, specs, or content inside ClickUp Docs and link them to tasks.
Notifications: Configure how and where you get updates (in-app, email, or mobile) so you never miss changes.

By centralizing comments and documents, ClickUp reduces the need to jump between separate messaging and documentation tools.

Step 8: Enhance Productivity with ClickUp AI

Modern teams often use AI tools to accelerate work. ClickUp includes AI features so you can streamline writing, planning, and summarizing directly in your workspace.

Summarize long tasks and Docs to extract key points quickly.
Generate task descriptions from short prompts to speed up planning.
Draft emails, briefs, or specs in Docs before handing work to your team.

Instead of switching to separate AI assistants or coding tools for context, you can use ClickUp AI within the same environment where your tasks and documents live.

Step 9: Track Progress and Reporting in ClickUp

Once your workspace is active, you need visibility into performance and workloads.

Dashboards: Build custom Dashboard views with widgets for task status, workload, burnup or burndown charts, and more.
Goals: Set measurable Goals that roll up progress from tasks or Lists.
Time tracking: Log time inside tasks or connect external tracking tools for more detailed analysis.

These reporting features allow leaders and contributors to understand how work moves through the system and where bottlenecks are forming.

Step 10: Connect ClickUp with Other Tools

Integrations help keep ClickUp at the center of your workflow while still using your favorite specialized apps.

Communication tools: Connect with chat or email tools so updates and notifications are streamlined.
Development platforms: Link repositories or issue trackers to keep engineering tasks aligned with planning in ClickUp.
Automation: Use native automation or third-party services to create rules that move tasks, update fields, or notify teams based on triggers.

For broader strategic consulting or implementation support, you can explore agencies such as Consultevo, which can help align your tooling and processes around a centralized work hub.

Next Steps with ClickUp

After you complete the setup steps in this guide, continue refining your workspace by gathering feedback, adjusting views, and expanding your use of custom fields and templates. Referencing resources like the Windsurf alternatives article and other ClickUp best-practice content will help you design systems that match your unique workflows while keeping everything accessible in a single platform.

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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