Set Up the GTD Method in ClickUp

The GTD (Getting Things Done) method is a proven productivity system that you can fully implement in ClickUp. By mapping GTD stages to lists, views, and automations, you can manage everything from capture to review in one workspace.

This guide walks you step by step through configuring your space, creating GTD workflows, and using views and filters so you can reliably organize, prioritize, and complete tasks.

Plan Your GTD Structure in ClickUp

Before building anything, decide how the GTD stages will map to your ClickUp hierarchy. The original guide recommends working in a dedicated Space so you can keep your GTD system focused and easy to maintain.

Space: Your overall GTD system.
Folders: Group related areas such as Work, Personal, or Projects.
Lists: Represent core GTD buckets like Inbox, Next Actions, Waiting On, and Someday/Maybe.
Tasks: Individual actions or outcomes.
Subtasks: Optional for breaking down more complex work.

Having this structure in mind will make the remaining setup much faster.

Create a GTD Space in ClickUp

Start by creating a dedicated GTD Space in ClickUp. This keeps your capture and processing separate from other workspaces while still allowing cross-linking when needed.

Click the + icon to create a new Space.
Name it something clear, such as GTD System or Personal GTD.
Choose your default views and click Create.

Inside this Space, you will add Folders and Lists that align with each GTD stage.

Build Core GTD Lists in ClickUp

The GTD method uses several key buckets. Create these as Lists within your Space so you can easily move tasks between them as they progress.

Inbox List in ClickUp

Your Inbox is where everything goes first before you organize it. In ClickUp:

Create a List named Inbox.
Use simple statuses such as To Process and Processed if you want to track sorting.
Send all quick captures, email tasks, and mobile entries here.

Make the Inbox easy to access from your sidebar so you can add items without friction.

Next Actions List in ClickUp

Once items have been clarified, they become actions you can do. Create a List named Next Actions. Configure it so you can quickly see what to work on:

Statuses like To Do, Doing, and Done.
Optional custom fields for Context (Home, Office, Computer) and Energy Level.
Due dates only when needed for real deadlines.

Use filters or views to show only actionable tasks you can work on now.

Waiting On List in ClickUp

The Waiting On bucket is for tasks that depend on someone else. In ClickUp:

Create a List named Waiting On.
Add a custom field like Waiting For to track the person or team.
Optionally add a Follow-up Date field.

Review this list regularly so you can nudge people or update the status as items move forward.

Someday/Maybe List in ClickUp

Ideas you might want to do in the future belong in Someday/Maybe. Create a List named Someday/Maybe and keep it simple:

Use a single status such as Later.
Add tags like idea, learning, or trip to group similar items.
Review during your Weekly Review to decide if anything should become a project or next action.

Organize Projects and Outcomes in ClickUp

In GTD, a project is any outcome that requires more than one step. In ClickUp, model projects in a way that gives you clear visibility and easy navigation.

Set Up Project Lists or Folders

Choose one of these approaches:

One Folder per Area: Inside each Folder (Work, Personal), create Lists for each active project.
One Project List: Keep all projects inside a single Projects List and use tasks for each project.

Within each project, add tasks or subtasks for the individual next actions, and use relationships to link them to your central Next Actions List.

Use ClickUp Relationships for GTD Links

Relationships and task links in ClickUp help you connect your GTD buckets:

Link a next action task to its parent project.
Add a Waiting On task that relates to a project but lives in the Waiting On List.
Link Someday/Maybe ideas to potential future projects.

This way, each task appears in the right GTD bucket while still tying back to its overall outcome.

Configure GTD Views in ClickUp

Views allow you to see the same tasks in different ways without duplicating effort. Use them to mirror GTD perspectives.

List and Board Views for ClickUp GTD

For each core List, add views that match how you like to work:

List view: Ideal for quick scanning and bulk updates.
Board view: Move tasks through GTD statuses like To Process, Next, Waiting, and Done.
Table view: Sort and filter by contexts, energy, or due dates.

Save filters that hide completed tasks and show only what needs attention today.

Filters, Tags, and Custom Fields

Refine your GTD workflow in ClickUp with extra metadata:

Context tags such as @home, @office, @calls.
Time required custom field to pick tasks that fit available time.
Priority field for quick triage.

Use saved filters like “High priority + @computer” to create focused work views that align with GTD principles.

Capture Tasks into ClickUp Quickly

GTD relies on fast, frictionless capture. ClickUp offers several ways to get ideas into your Inbox List instantly.

Quick Create: Use the global + Task button and default it to your Inbox List.
Email to task: Forward important messages to your ClickUp email address so they appear as Inbox tasks.
Mobile app: Capture ideas on the go, always routing them to Inbox.
Docs: Turn highlighted text in a Doc into tasks with one click.

Ensure your capture methods are all pointing to the same Inbox so you never miss an item.

Process and Clarify in ClickUp

Processing means deciding what each item in your Inbox means and where it belongs. In ClickUp, you can do this during daily reviews.

Open your Inbox List and sort by creation date.
For each task, ask if it is actionable.
If not, delete it, archive it, or move it to Someday/Maybe.
If yes, define the next physical action and update the task name.
Move the task to Next Actions, Waiting On, or a project List as needed.

You can add checklists or subtasks for multi-step actions, but always make sure at least one clear next action is visible.

Run Your Weekly Review in ClickUp

The Weekly Review keeps your GTD system trusted and up to date. Use ClickUp to make it a repeatable process.

Create a Weekly Review Checklist

Set up a recurring task called Weekly Review with a checklist that includes:

Empty Inbox.
Review Waiting On List.
Review Someday/Maybe List.
Review each project List or Folder.
Update priorities and contexts.

Schedule this task to recur every week and assign it to yourself.

Use Dashboards for GTD in ClickUp

Dashboards can give you a high-level GTD overview:

Widgets for open Next Actions by context.
Charts for tasks completed this week.
Lists of items in Waiting On or overdue tasks.

These views help you spot bottlenecks and ensure your GTD setup stays aligned with reality.

Automate Parts of GTD in ClickUp

Automation can reduce manual work in your GTD system. In ClickUp, consider rules like:

When a status changes to Done, automatically move the task to a completed archive List.
When a task is assigned and given a due date, add it to the Next Actions List.
When a custom field like Waiting For is set, move the task to the Waiting On List.

Start with a few simple automations and refine them as you see how they affect your daily workflow.

Learn More About GTD and ClickUp

For the official product documentation about setting up GTD inside the platform, see the original help center article on setting up the GTD method in ClickUp.

If you want expert implementation help or broader productivity consulting, you can explore services from Consultevo, which specializes in modern workflow systems and tool optimization.

With a clear structure, purposeful views, and light automation, you can turn ClickUp into a complete GTD cockpit that keeps every commitment out of your head and under control.

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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