Group Tasks in ClickUp Workload View

The Workload view in ClickUp lets you group tasks so you can quickly understand how work is distributed across your team, projects, and time periods. By choosing the right grouping options, you can spot capacity issues, prevent overload, and keep schedules balanced.

This guide walks you step-by-step through how to group tasks in Workload view, what each grouping option means, and how task counts are calculated.

Access the Workload view in ClickUp

Before grouping tasks, open or create a Workload view in your Workspace.

1. Navigate to any Space, Folder, or List.
2. Click the View options and select Workload.
3. If you do not see it, choose + View, then select Workload.

Once the Workload view is open, you will see your team or tasks laid out by date, with capacity and workload bars displayed.

Use ClickUp Workload grouping options

Workload view provides flexible grouping so you can review tasks from different angles. You can group tasks by:

• Assignee
• Task type
• Location

Each grouping mode changes how tasks are displayed and how they are counted toward workload totals.

Group ClickUp tasks by assignee

Grouping by assignee is ideal when you want to focus on capacity per person.

1. Open your Workload view.
2. In the top-left of the view, locate the Group by dropdown.
3. Select Assignee.

When grouped by assignee:

• Each row represents a person (or unassigned tasks).
• Tasks assigned to that person appear on the corresponding dates.
• Capacity and workload bars show how much time or effort is scheduled for each individual.

This makes it easy to see who is overloaded, who has room for more work, and where to reassign tasks to balance your schedule.

Group ClickUp tasks by task type

Grouping by task type lets you compare the workload of different categories of work.

1. In the same Group by dropdown, choose Task type.
2. Task rows are now split by type, such as tasks, subtasks, or other defined types in your ClickUp hierarchy.

When grouped by task type:

• Each row is a specific task type.
• Tasks of that type appear on the calendar dates where they are scheduled.
• Capacity indicators help you understand how much of your Workload is made up of each type.

This is helpful when you want to see, for example, how many subtasks versus parent tasks are assigned in a given period, or when you want to review the structure of work.

Group ClickUp tasks by location

Grouping by location shows tasks based on where they live in your hierarchy.

1. Open the Group by dropdown.
2. Select Location.

Depending on which level of the hierarchy your Workload view is based on, locations can include:

• Spaces
• Folders
• Lists

When grouped by location:

• Each row is a Space, Folder, or List.
• Tasks from that location appear across the dates they span.
• You can quickly see which projects or teams carry the most work.

This grouping is perfect for higher-level resource planning across multiple projects or client accounts.

Understand how ClickUp counts tasks in Workload

Workload view uses specific rules to count tasks toward daily totals. These rules stay consistent regardless of whether you group by assignee, task type, or location.

Task timing and daily counts

Tasks with assigned dates or time estimates are spread across the date range they cover. In general:

• A task spanning multiple days is divided across each day in its date range.
• Daily workload is based on time estimates or other capacity settings configured for the view.
• If you change a task’s dates, the distribution of workload updates automatically.

This ensures that the Workload chart accurately mirrors how long a task is scheduled to take.

Which tasks show in ClickUp Workload

The tasks displayed in Workload view depend on filters, locations, and other settings:

• Only tasks within the chosen Space, Folder, or List are included.
• Filters can hide or show tasks based on status, priority, or other properties.
• Subtasks may be displayed separately or rolled into parent tasks, depending on your settings.

If you do not see a task you expect, check the filters and the location scope for the Workload view.

Customize your ClickUp Workload view

After choosing a grouping option, refine how tasks appear in the grid.

Adjust date range and zoom

Use the date controls at the top of the view to change the time period:

• Switch between days, weeks, or months for different levels of detail.
• Scroll or navigate forward and backward to review upcoming or past workload.

Zooming out gives a high-level overview, while zooming in makes it easier to manage individual days.

Filter ClickUp tasks to focus on key work

Filters help you narrow down which tasks are included in your Workload display:

• Filter by status to see only active work.
• Filter by priority to focus on urgent or high-value tasks.
• Filter by custom fields when you track specific attributes.

Combining filters with grouping gives you a powerful way to focus on exactly the work you need to manage.

Best practices for grouping tasks in ClickUp

To get the most value from Workload grouping, use these practical tips:

• Plan capacity weekly using the assignee grouping to see who is overbooked.
• Use location grouping for project-level planning across different teams.
• Switch to task type grouping when analyzing the structure and volume of different kinds of work.
• Keep task dates, time estimates, and assignees up to date so the Workload remains accurate.

Regularly reviewing Workload view with the right grouping helps avoid burnout, smooth delivery, and improve transparency.

More resources for ClickUp Workload

For detailed reference about grouping tasks in Workload view, you can review the official help article provided by the platform: Group tasks in Workload view.

If you want expert help implementing advanced Workload setups, capacity planning, or process optimization, consider consulting with specialists at Consultevo for strategic guidance.

By learning how to group tasks effectively in Workload view, you can turn your ClickUp setup into a powerful capacity planning and resource management system that keeps your team on track and your projects under control.

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