How to Use ClickUp Step by Step

ClickUp is a flexible work management platform that helps you organize projects, tasks, documents, and collaboration in a single hub. This how-to guide walks you through the essential steps to get started, configure your workspace, and manage day-to-day work efficiently.

The instructions below are based on the official ClickUp documentation available at the ClickUp Help Center.

1. Get Started With ClickUp

Before you can manage projects, you need an account and a basic structure. Follow these steps to get started quickly.

1.1 Create Your ClickUp Account

1. Go to clickup.com.
2. Click Sign Up and register with your email, Google, or other supported SSO methods.
3. Confirm your email address if prompted.

During signup, you can answer a short onboarding survey. This helps ClickUp tailor templates and settings to your use case, such as software development, marketing, personal productivity, or operations.

1.2 Understand the ClickUp Hierarchy

The platform uses a simple hierarchy to organize work. From highest level to lowest level:

• Workspace – Your overall organization or company account.
• Space – Major departments or programs (e.g., Marketing, Product, Operations).
• Folder – Optional groups inside a Space for related projects.
• List – Collections of tasks for a single project or workflow.
• Task – Individual items of work, often with subtasks.

This structure is what makes ClickUp adaptable for both simple to-do lists and complex cross-team projects.

2. Set Up Your ClickUp Workspace

After logging in, you will configure the top-level settings that affect everyone in your organization.

2.1 Create or Join a Workspace

1. From the first screen, choose to create a new Workspace or join an existing one if invited.
2. Enter your Workspace name, such as your company or team name.
3. Upload a logo and choose brand colors if desired.

Later, you can edit Workspace settings in the profile or settings menu to manage billing, security, and integrations.

2.2 Add Members and Guests

Strong collaboration is a core benefit of ClickUp. To invite people:

1. Open your Workspace settings.
2. Go to People or Members.
3. Click Invite and enter email addresses.
4. Assign roles such as Admin, Member, or Guest as appropriate.

Use Guests for clients or external partners who need limited access to specific Spaces, Folders, or Lists.

3. Build Spaces, Folders, and Lists in ClickUp

Next, you will create the core structure that holds all your work.

3.1 Create Spaces for Your Teams

1. In the left sidebar, hover over your Workspace and click + Space.
2. Name the Space based on a department, client, or function.
3. Choose a color and icon for visual clarity.
4. Select features to enable in the Space, such as Docs, Goals, or time tracking.
5. Set default task statuses for the Space (for example, To Do, In Progress, Review, Done).

Repeat this process to create separate Spaces for different teams or business areas. This helps keep projects organized and permissions clear.

3.2 Organize Work With Folders and Lists

Inside each Space you can add Folders and Lists to group related work.

1. Select a Space from the sidebar.
2. Click + Folder to group projects (optional).
3. Inside a Folder or directly in the Space, click + List.
4. Name the List to match a project or workflow, such as “Website Launch” or “Content Calendar”.

Lists are where most of your tasks will live, so design them around real workflows your team uses every day.

4. Create and Manage Tasks in ClickUp

Tasks are the foundation of execution in ClickUp. They capture what needs to be done, by whom, and by when.

4.1 Add Your First Tasks

1. Open the target List in your Space.
2. Click + Task at the top or bottom of the task table.
3. Enter a clear task name and press Enter.
4. Click into the task to open the detailed view.

In the task view, you can add all the details needed to complete the work.

4.2 Use Core Task Fields

To manage tasks effectively, fill in the most important fields:

• Assignee – Who is responsible.
• Due date – When the task should be completed.
• Status – Stage of work (for example, Open, In Progress, Blocked, Complete).
• Priority – Importance level (Urgent, High, Normal, Low).
• Subtasks – Smaller steps within a complex task.

You can also attach files, add comments, and track time directly in each task. This makes ClickUp a central source of truth for project details.

4.3 Customize Tasks With Custom Fields

For more advanced workflows, you can add custom fields to tasks in a List, such as:

• Dropdowns for stages or categories.
• Number fields for budgets or estimates.
• Text fields for notes or URLs.
• Checkboxes for quick flags or approvals.

Custom fields make it easier to sort, filter, and report on work inside ClickUp.

5. Work With Views in ClickUp

Views help you see the same tasks in different layouts without changing the underlying data.

5.1 Common ClickUp Views

In each Space, Folder, or List, you can add multiple views:

• List view – A spreadsheet-like layout for details and editing.
• Board view – A Kanban board grouped by status.
• Calendar view – Tasks organized by due date.
• Gantt view – A timeline for scheduling and dependencies.
• Table view – A flexible grid with custom fields.

To add a view, open the location, click + View, choose the type, and configure filters or grouping.

5.2 Filter, Sort, and Group Tasks

Each view in ClickUp can be tailored to your needs:

• Filter by assignee, status, due date, or custom fields.
• Sort tasks by priority, date, or name.
• Group tasks by status, assignee, or other fields.

Once you configure a useful view, you can save it and share it with your team so everyone sees work the same way.

6. Collaborate and Communicate in ClickUp

Effective collaboration keeps tasks moving and reduces context switching between tools.

6.1 Use Comments and Mentions

Every task in ClickUp includes a comments section.

1. Open a task.
2. Scroll to the comments area.
3. Type your message and use @mention to tag teammates.
4. Attach files or record clips if needed.

Users receive notifications for mentions, status changes, and other key updates, keeping everyone aligned.

6.2 Share Views and Dashboards

You can share specific Spaces, Folders, Lists, or views with internal or external people:

• Adjust permissions to control whether users can edit or only view.
• Create dashboards to summarize metrics such as tasks by status, workload, or sprint progress.
• Share dashboards with stakeholders who only need high-level visibility.

7. Automate and Integrate ClickUp

Automation helps reduce manual work and ensures consistent workflows.

7.1 Set Up Basic Automations

Automations in ClickUp follow an IF–THEN pattern.

1. Open a List where you want automation.
2. Click the Automations button.
3. Choose a template or build your own rule.
4. Define the trigger (for example, When status changes to Done).
5. Define the action (for example, Then assign to manager or Then move task).

Start with simple rules, then expand as your team becomes more comfortable.

7.2 Connect ClickUp With Other Tools

You can integrate ClickUp with many popular platforms to streamline your stack, such as:

• Communication tools for notifications and conversations.
• Development platforms to sync issues and pull requests.
• File storage apps to link and preview documents.
• Automation services to connect hundreds of additional apps.

Integrations help you keep work centralized while still using the specialized tools your team relies on.

8. Tips for Adopting ClickUp Successfully

To make the most of the platform, roll it out thoughtfully across your organization.

• Start with one team or project before scaling to the entire company.
• Choose consistent naming conventions for Spaces, Folders, and Lists.
• Standardize task statuses and priorities to keep reporting clean.
• Provide short training sessions and written SOPs for your team.
• Review and refine your setup every few weeks as you learn.

For additional productivity strategies and implementation guidance, you can explore resources from consultants such as Consultevo, which focus on optimizing digital workflows and project management systems.

9. Continue Learning ClickUp

The platform includes many advanced features like Goals, Docs, Whiteboards, and advanced reporting. To go deeper, regularly review lessons and tutorials in the official ClickUp Help Center to discover new ways to improve your processes.

By following the steps in this guide, you can set up a clear workspace, manage tasks effectively, and build reliable workflows that make ClickUp a central hub for your projects and teams.

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

“`