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Master GTD with ClickUp Custom Fields

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Master GTD with ClickUp Custom Fields

Using ClickUp to implement the Getting Things Done (GTD) method lets you turn scattered ideas into a clear, organized workflow. By combining Lists, views, and Custom Fields, you can see exactly what to do next without feeling overwhelmed.

This step-by-step guide shows how to recreate a GTD system inside your workspace using Custom Fields on your tasks.

Why use ClickUp for GTD?

The GTD method depends on capturing everything, clarifying it, and organizing it so you always know the next action. ClickUp helps with this by giving you:

  • Flexible Lists to group related tasks and projects
  • Custom Fields to store GTD-specific information
  • Views that filter and sort tasks by context, energy, and priority
  • Simple structures that work for both personal and team planning

Instead of scattering next actions across multiple tools, you can manage collection, organization, and review in one place.

Set up a GTD List in ClickUp

You can follow these steps in a new Space or add them to an existing Space in ClickUp. The goal is a single, reliable GTD List that holds your actionable tasks.

Create your main GTD List in ClickUp

  1. Open the Space or Folder where you manage your work.
  2. Create a new List and name it something like GTD Tasks or Next Actions.
  3. Make this List your central place for all actionable items that come out of your inboxes and notes.

Later, you can add additional Lists for reference, someday/maybe, or projects, but start with one simple action List so your system is easy to maintain.

Build core GTD Custom Fields in ClickUp

The heart of this workflow is a set of Custom Fields that capture the information GTD needs: context, energy, and priority. Add these Custom Fields to the GTD List so every task includes the same structure.

Context Custom Field in ClickUp

Use a Dropdown Custom Field for contexts. This tells you where or how you can complete a task.

  1. On your GTD List, click + Add Custom Field.
  2. Select the Dropdown type.
  3. Name it Context.
  4. Add options such as:
    • Home
    • Office
    • Computer
    • Phone
    • Errands
    • Anywhere
  5. Save the Custom Field so it appears on every task in the List.

Context lets you filter tasks based on where you are or the tools you have access to, which is a key part of GTD.

Energy Custom Field in ClickUp

An Energy Custom Field helps you match tasks to how much focus you have at any moment.

  1. Click + Add Custom Field again.
  2. Select Dropdown.
  3. Name it Energy.
  4. Add options such as:
    • Low Energy
    • Medium Energy
    • High Energy
  5. Save your Custom Field.

With this field, you can quickly find low-effort tasks when you are tired and high-impact work when you have full focus.

Priority and supporting Custom Fields in ClickUp

You can use a mix of built-in and custom data to make GTD smoother.

  • Priority: Use the built-in task Priority flags to reflect urgency and importance.
  • Due date: Use the Due Date to define real deadlines or review dates.
  • Tags or another Dropdown: Track categories like Personal, Work, or Side Projects.

These fields help you slice your List into clear views without adding complexity to the workflow.

Create GTD-ready views in ClickUp

Now that tasks have consistent Custom Fields, you can build focused views that show only what matters in the moment. Each view uses filters and sorting based on the GTD fields you created.

Next Actions view in ClickUp

  1. From your GTD List, add a new List view.
  2. Name it Next Actions.
  3. Filter tasks by:
    • Status: only active or open statuses
    • Due date: optional filter to exclude completed or archived tasks
  4. Sort by Priority and then by Due Date.

This view becomes your go-to list for deciding what to do next once you filter by context and energy.

Context-based views in ClickUp

Create additional views that match GTD contexts so you always see only tasks you can complete right now.

  1. Add a new view and name it something like @Home.
  2. Add a filter where Context equals Home.
  3. Keep the same status and priority filters as your Next Actions view.

Repeat this for other contexts:

  • @Office (Context = Office)
  • @Computer (Context = Computer)
  • @Phone (Context = Phone)
  • @Errands (Context = Errands)

With these views, you avoid scanning dozens of irrelevant tasks when you are in a specific location.

Energy-based views in ClickUp

You can also create views based on the Energy field to match your attention level.

  1. Create a view called Low Energy.
  2. Filter tasks where Energy equals Low Energy.
  3. Show only active statuses.

Make similar views for Medium and High Energy if you want even more control. These views are especially helpful during your day when you want to make a quick choice instead of re-thinking priorities.

Use ClickUp Custom Fields in your GTD workflow

Once your system is in place, focus on maintaining a simple, repeatable habit around your GTD List and Custom Fields.

Capture and clarify tasks in ClickUp

  1. Capture ideas or incoming work as tasks in your GTD List.
  2. Give each task a clear, actionable name.
  3. Assign a Context, Energy, and Priority.
  4. Set a Due date only when there is a real deadline or review date.

The more consistently you fill your Custom Fields, the more powerful your views become.

Run a weekly review in ClickUp

The weekly review keeps your system accurate and trustworthy.

  1. Open your main GTD List and Next Actions view.
  2. Check each task for accurate Context and Energy values.
  3. Update Priority and Due Dates if anything has changed.
  4. Archive or complete finished tasks to keep views clean.
  5. Capture new tasks from notes, email, or meetings and add the right Custom Fields.

This review ensures that every context and energy-based view in your workspace reflects what you can really do in the coming days.

Tips for scaling ClickUp GTD setups

Once the basics work for you, you can extend this approach across teams or larger projects.

  • Standardize Custom Fields at the Space or Folder level so every GTD-related List shares the same Context and Energy options.
  • Create templates for recurring tasks that already include field values.
  • Use automations to set default priorities or reminders based on Custom Field changes.
  • Align team members on how to use contexts so views stay clean and predictable.

For more optimization and broader productivity strategies, you can explore implementation guides from consultants such as Consultevo.

Learn more about GTD and ClickUp

This guide is based on the official help documentation for using Custom Fields in a GTD system. You can review the original instructions and screenshots in the ClickUp Help Center here: Use Custom Fields for GTD.

By following these steps, you can turn a simple List into a powerful GTD dashboard inside ClickUp, giving you a clear, low-stress way to decide what to do next at any moment.

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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