How to Set Up ClickUp for a Complete GTD System

ClickUp can run your entire Getting Things Done (GTD) workflow in one place, replacing multiple separate productivity apps while keeping your tasks, projects, and goals tightly organized.

This how-to guide adapts the GTD principles discussed in the original ClickUp GTD apps article and shows you how to configure everything directly inside the platform.

Step 1: Plan Your GTD Structure in ClickUp

Before building anything, decide how your GTD system will map into ClickUp spaces, folders, and lists.

Choose a GTD Space in ClickUp

Create or repurpose a Space dedicated to personal productivity and task management.

• Name it something like “GTD” or “Personal Productivity” for clarity.
• Turn on features you need: tasks, docs, goals, time tracking, and reminders.
• Disable unused features to keep the workspace clean.

Organize GTD Buckets as Folders and Lists

Inside your GTD Space, create Folders and Lists that mirror the core GTD buckets:

• Inbox list for quick capture
• Next Actions list for actionable work
• Projects folder with one list per project
• Waiting For list for delegated items
• Someday / Maybe list for future ideas
• Reference folder or Docs for non-actionable info

This structure keeps everything visible and easy to maintain as your ClickUp workspace grows.

Step 2: Build a GTD Inbox in ClickUp

The GTD method starts with capturing everything that has your attention.

Set Up an Inbox List in ClickUp

Create a dedicated list called “Inbox” in your GTD Space.

• Use the List view for quick scanning.
• Add minimal fields: task name, description, due date, assignee.
• Avoid over-structuring your Inbox to keep capture friction low.

Capture Tasks into ClickUp from Anywhere

Use the capture tools inspired by the GTD apps overview:

• Quick Create button to add tasks on desktop or mobile.
• Email to task to turn messages into actionable items.
• Browser extension to capture web pages and ideas.
• Mobile app to add voice notes or on-the-go thoughts.

Always send new items to your Inbox list first and clarify them later during processing.

Step 3: Process and Clarify Tasks in ClickUp

Processing turns raw Inbox items into clear, organized actions or reference material.

Use Custom Fields in ClickUp for GTD Context

Add a small set of custom fields to tasks across your GTD Space:

• Context (dropdown): @Home, @Office, @Computer, @Errands, etc.
• Energy (dropdown): Low, Medium, High.
• Time (number): Estimated minutes.
• Type (dropdown): Single Action, Project, Reference.

These fields help you filter tasks later without cluttering your views.

Clarify Each Inbox Item in ClickUp

Process the Inbox list daily or several times per week:

1. Open the first task in your Inbox.
2. Decide if it is actionable or not actionable.
3. If not actionable, convert it to:
   • Trash (delete the task) if no longer needed.
   • Reference (move to Reference folder or Doc).
   • Someday / Maybe (move to that list).
4. If actionable and takes less than 2 minutes, do it now and mark it complete.
5. If actionable and longer than 2 minutes:
   • Decide if it is a single action or a project.
   • Set the Type custom field appropriately.
   • Add or adjust due date and priority.
   • Assign context, energy, and time fields.
   • Move it from Inbox to Next Actions or a Project list.

This processing step is where your GTD system in ClickUp gains clarity and reliability.

Step 4: Manage Projects in ClickUp

Any outcome requiring more than one step becomes a project in GTD terms.

Create Project Lists in ClickUp

Use a “Projects” folder in your GTD Space and create one list per project:

• Name each list after the desired outcome, not just the activity.
• Keep a Project Brief task pinned at the top for goals and notes.
• Store linked Docs inside the project list for deeper details.

Break Projects into Next Actions

Inside each project list:

• Create tasks for clear, visible next actions.
• Apply the same custom fields: context, energy, time, and type.
• Use subtasks or checklists for smaller steps.
• Link tasks together with dependencies when order matters.

As recommended in the reference article, keep your project structure light so you stay focused on doing work rather than managing tools.

Step 5: Organize Next Actions in ClickUp Views

GTD works best when your next steps are easy to find and execute.

Create Focused Views in ClickUp

Use multiple views to see your actions by context and priority:

• List View filtered to show only Next Actions with no due date or due soon.
• Board View grouped by Context custom field.
• Calendar View for time-specific and day-specific tasks.
• Table View to review energy and time estimates in bulk.

Pin your most used views at the top of each list or folder so they are always one click away.

Use ClickUp Filters to Stay in GTD Mode

Combine filters to follow GTD principles during your workday:

• Filter by context when you are in a specific location.
• Filter by low energy when you are tired and want easy wins.
• Filter by time estimate when you have a short window.
• Filter by priority to ensure urgent items are visible.

These filtered views emulate the specialized GTD apps discussed in the source article while staying inside one integrated platform.

Step 6: Set Up Weekly Reviews in ClickUp

The weekly review keeps your system trusted and current.

Create a Weekly Review Checklist in ClickUp

Set up a recurring task called “Weekly Review” in your GTD Space.

• Set recurrence to weekly on your preferred day.
• Add a detailed checklist inside the task, for example:
  • Empty Inbox list.
  • Review Next Actions list.
  • Review Projects folder.
  • Check Waiting For list.
  • Review Someday / Maybe list.
  • Scan Calendar view for the coming weeks.

Mark the checklist items as you go so each review follows the same process.

Use ClickUp Dashboards for High-Level GTD Insights

If you manage many projects, create a lightweight Dashboard:

• Add widgets for open tasks by status.
• Include a widget for projects by due date.
• Track overdue and upcoming tasks at a glance.

This bird’s-eye view supports the reflection and review stages highlighted in the GTD apps comparison.

Step 7: Automate Routine GTD Actions in ClickUp

Automation reduces manual work and keeps your GTD workflow consistent.

Simple Automations for GTD in ClickUp

Common automations include:

• When a task status changes to Done, clear the due date.
• When a task moves into Waiting For, set a reminder date.
• When a task is created in Inbox, assign it to yourself automatically.
• When a due date is set, add a subtle priority or tag.

Start with just a few rules so your GTD system remains predictable and easy to debug.

Step 8: Extend Your GTD System Beyond ClickUp

For advanced workflows, you can connect additional tools and get specialist help.

Get Expert Help Optimizing ClickUp GTD

If you want a professionally designed workspace, implementation, or training, you can work with consultants such as Consultevo to refine your GTD processes inside the platform.

Combine ClickUp with Other GTD Tools

Depending on your needs, integrate calendars, communication tools, or notes apps while keeping ClickUp as the central hub for tasks and projects.

Start Running GTD Entirely in ClickUp

By setting up a clear structure, focused views, weekly reviews, and light automation, you can manage the full GTD workflow in one place. Adapt these steps to your own work style, keep your Inbox and projects up to date, and your ClickUp workspace will evolve into a trusted system you can rely on every day.

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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