How to Use ClickUp as an Airtable Alternative

ClickUp can replace Airtable for many teams that need flexible databases, project tracking, and workflow automation in one place. This step-by-step guide shows you exactly how to set up ClickUp to mirror and improve the experience you may be used to in Airtable.

Using the structure and ideas from this Airtable alternatives guide, you will learn how to configure spaces, views, custom fields, and automation so your team can move from spreadsheets to a powerful work hub.

1. Plan Your Workspace Before You Move to ClickUp

Before building anything, take a few minutes to outline how you want your information organized in ClickUp. Thinking this through first will make the rest of the setup much easier.

• List the databases or tables you use today (projects, campaigns, clients, inventory, etc.).
• Note the fields you rely on (dates, owners, status, tags, numbers, dropdowns).
• Identify which fields are must-have versus nice-to-have.
• Decide who needs access to each dataset.

This quick audit will guide how you structure your ClickUp hierarchy, from Workspaces down to individual tasks.

2. Build Your Hierarchy in ClickUp

The article on Airtable alternatives explains how important flexible structure is. ClickUp gives you a multi-layered hierarchy to keep related work together but still easy to search and filter.

1. Create a Workspace

   Use your company or department name. This is the top level where you manage overall settings and members.

2. Set Up Spaces

   Create Spaces to match your major work areas, for example:

   • Marketing
   • Product
   • Client Delivery
   • Operations

   In Airtable, these might have been separate bases. In ClickUp, each Space can contain many types of lists and views.

3. Add Folders (Optional)

   Within each Space, use Folders to group similar processes, such as “Campaigns,” “Content Calendar,” or “Product Roadmap.”

4. Create Lists

   Lists are where your individual records live. Each List can act like an Airtable table. Examples include “Blog Articles,” “Sales Pipeline,” or “Feature Requests.”

3. Rebuild Your Tables with ClickUp Custom Fields

To use ClickUp like a database, you will rely on Custom Fields. These let you create structured data very similar to what you might have in Airtable.

Designing Your ClickUp Fields

For each List that replaces a table, add Custom Fields that match your previous columns. Common examples include:

• Single Select for status or stage (Idea, In Progress, Complete).
• Dropdown or Labels for categories, channels, or segments.
• Number for budget, cost, score, or estimate.
• Date for due date, publish date, launch date.
• People for owners, reviewers, or assignees.
• URL for live links, assets, or documentation.

Each record that used to be a row in Airtable becomes a task in ClickUp with all of these fields attached.

Creating Tasks as Records in ClickUp

1. Open a List and click to add a new task.

2. Name the task with the main item title (for example, blog post title, client name, or feature name).

3. Fill in the Custom Fields to store structured information.

4. Use the task description for notes, briefs, or meeting outcomes.

This method gives you the power of a database while also giving you rich task management tools like comments, attachments, and subtasks.

4. Configure ClickUp Views to Match Airtable-Style Layouts

One core reason users explore Airtable alternatives is the need for multiple ways to see the same data. ClickUp offers different views so every team member can work the way they prefer.

Use ClickUp List View for Spreadsheet-Like Grids

List view is closest to a traditional table.

• Show or hide Custom Fields as columns.
• Sort by date, assignee, status, or any field.
• Filter to show only relevant records (for example, only active clients).

This view is ideal when you want a clean grid that behaves like a simple database replacement.

Use ClickUp Board View for Kanban Workflows

If you moved from Airtable kanban to a new platform, you can replicate that experience with Board view.

• Group tasks by status or another custom field.
• Drag and drop cards to move items through stages.
• Quickly see workload and bottlenecks by column.

This is perfect for pipelines, sprints, or content workflows.

Use ClickUp Calendar and Timeline Views

To visualize schedules and deadlines, add Calendar or Timeline views:

• Show tasks by due date, publish date, or start and end dates.
• Drag tasks on the calendar to adjust dates.
• Use filters to view only certain projects or owners.

These views bring planning and execution together in a way that many basic databases cannot.

5. Streamline Processes with ClickUp Templates

The Airtable alternatives article highlights how templates save time when rolling out repeatable processes. ClickUp also supports templates at many levels.

Create Task Templates in ClickUp

For work you repeat often, make a task template so your structure is ready every time.

1. Set up a sample task with the right subtasks, checklist items, and fields.

2. Save it as a template from the task options menu.

3. Apply the template whenever you create a similar task or record.

This ensures consistency across campaigns, client onboardings, or product launches.

Use List and Space Templates in ClickUp

If you often rebuild the same workflow for new teams or clients, save entire Lists or Spaces as templates. Then you can spin up a complete system with a few clicks, already configured with views, fields, and statuses.

6. Automate Repetitive Work in ClickUp

Many people look for Airtable alternatives with stronger automation. ClickUp lets you build rules that react to changes in your data.

Set Up Basic Automations

Common automation ideas include:

• Change status when a due date arrives.
• Assign a task when a field changes to a certain value.
• Add a comment when a task moves to a particular stage.

These rules keep your workflows moving without constant manual updates.

Use ClickUp Integrations

Extend automation by connecting ClickUp to the other tools you use.

• Send tasks from forms or chat platforms directly into Lists.
• Sync statuses with development or ticketing tools.
• Push updates to communication channels so teams always know what changed.

This turns your workspace into a central hub, letting you gradually replace scattered spreadsheets and disconnected apps.

7. Share, Collaborate, and Report in ClickUp

Beyond storing data, you need to share insights and collaborate in real time. ClickUp offers several features that make this easy.

• Comments and @mentions keep conversations tied to the right record.
• Attachments store supporting documents alongside tasks.
• Permissions ensure the right people can view or edit Lists.
• Dashboards provide roll-up reporting across multiple Spaces and Lists.

These capabilities help teams move from static spreadsheets into a live, collaborative workspace.

8. Optimize and Scale Your ClickUp Setup

Once your initial structure is working, refine it to make sure it scales with your team.

• Regularly review Custom Fields and remove any that are unused.
• Standardize naming conventions across Lists and Spaces.
• Adjust statuses to match real workflows rather than generic labels.
• Use permissions to separate sensitive information from general work.

For more in-depth strategy on work management systems and implementation, you can explore additional optimization resources at Consultevo.

Start Managing Work in ClickUp Today

By planning your structure, setting up Custom Fields, configuring views, and adding automation, you can turn ClickUp into a powerful alternative to traditional spreadsheets and databases. Follow the steps in this guide to recreate the flexibility you had in other tools while gaining advanced project and collaboration features in one unified platform.

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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