ClickUp How-To for Notion Users

ClickUp is a powerful productivity platform that helps teams move beyond basic note-taking into structured work management. If you have used Notion for docs, projects, and wikis, this how-to guide will show you, step-by-step, how to set up ClickUp so you get organized faster and keep your work connected.

1. Understand Why ClickUp Works as a Notion Alternative

Before you start building spaces, lists, or docs, it helps to know what makes this tool different from a traditional note app. The source comparison in the Notion alternatives guide highlights a few core ideas you should lean on while setting up your workspace.

All-in-one: tasks, docs, goals, whiteboards, and dashboards live together.
Hierarchy: work is organized into Workspaces, Spaces, Folders, Lists, and Tasks.
Project management: timelines, Gantt charts, workloads, and sprints are built-in.
Automation: recurring actions and workflows can run without manual effort.

Keep these in mind as you configure your new environment so you do not simply recreate a note database but design a system that actively manages work.

2. Plan Your ClickUp Hierarchy Before Building

Your structure is the foundation of your productivity system, so plan it clearly before adding content.

2.1 Map Your Old Notion Setup

Review your current pages and databases. List the main areas of your work such as:

Company wiki and knowledge base
Client projects and deliverables
Software roadmaps and sprints
Content calendars and editorial pipelines
Personal tasks and goals

This high-level map will guide how you design Spaces and Lists when you switch to ClickUp.

2.2 Translate Areas into ClickUp Spaces

Next, convert those areas into your top-level Spaces.

Create a Space for each major department or domain, such as Marketing, Product, or Operations.
Give each Space a clear name and color so your team can navigate quickly.
Decide which features you want active in each Space: Docs, Whiteboards, sprints, or time tracking.

Spaces act like categories for your work. Use them to separate teams or business functions, not individual projects.

3. Create Folders, Lists, and Tasks in ClickUp

Once Spaces are ready, you can add more detail with Folders, Lists, and Tasks. This is where you structure day-to-day work.

3.1 Use Folders for Project Grouping

Inside each Space, set up Folders to group related projects or workflows. A few examples:

In a Marketing Space: Campaigns, Content, SEO, Events.
In a Product Space: Roadmap, Backlog, Releases, Bugs.
In a Client Services Space: Onboarding, Active Clients, Support.

Folders keep multiple Lists organized under broader initiatives and make it easy to filter work by area.

3.2 Design Lists for Concrete Work Streams

Within each Folder, create Lists. Think of Lists as the direct replacement for your old Notion databases that track specific workflows.

Use Lists for:

Editorial calendars with statuses like Idea, Draft, Edit, Approved.
Development sprints with statuses like To Do, In Progress, In Review, Done.
Client projects with stages like Kickoff, Planning, Execution, Wrap-up.

For every List, configure statuses and custom fields so your team always knows the status, owner, and priority.

3.3 Build Tasks That Capture Real Work

Tasks are the smallest executable pieces of work. To build strong tasks:

Create a descriptive title that explains the outcome.
Add a detailed description, including acceptance criteria.
Set assignees, due dates, and time estimates where relevant.
Attach documents, links, and images directly to the task.
Use checklists for subtasks or smaller steps.

Well-structured tasks reduce the need for extra chat messages and keep your projects on track.

4. Set Up ClickUp Docs as a Notion Replacement

If you previously stored wikis or meeting notes in another tool, you can recreate and improve them with Docs.

4.1 Organize Docs Inside Tasks and Spaces

Docs can live inside a Space or be attached to a specific task.

Use Space-level Docs for policies, SOPs, and knowledge bases.
Attach Docs to tasks for meeting notes, creative briefs, or specs.
Link Docs to Lists or Dashboards so they are discoverable when managing work.

This setup keeps documentation close to the work it supports.

4.2 Build Collaborative Docs

To make the most of Docs:

Use headings, tables, and callouts for skimmable content.
Mention teammates directly in the Doc to request input.
Turn action items inside a Doc into tasks with a click.
Create templates for recurring documents like sprint retros or client reports.

Docs connected to tasks help your team avoid scattered notes and lost decisions.

5. Configure Views and Dashboards in ClickUp

Views and dashboards let you see the same work from many angles without duplicating data.

5.1 Use Multiple Views for Each List

Every List can have several views that highlight different needs.

List view for detailed, spreadsheet-style management.
Board view to visualize Kanban workflows.
Calendar view for deadlines and launch dates.
Gantt view for dependencies and timelines.

Create saved filters and sorts for roles like managers, individual contributors, or executives so each person can quickly access the information that matters to them.

5.2 Build Dashboards for Reporting

Dashboards give you a high-level snapshot of work across Spaces.

Create a new Dashboard for each audience: leadership, project managers, or clients.
Add widgets for task status, workload, time tracking, and sprint progress.
Connect relevant Lists or Spaces so the Dashboard reflects live data.

This makes reporting easier and reduces time spent compiling manual updates.

6. Use ClickUp Automations and Templates

Automations and templates help you scale your system and maintain consistency as your team grows.

6.1 Set Up Basic Automations

Start with simple rules that reduce busywork.

Change assignee when a status changes.
Post a comment when a task nears its due date.
Move tasks to another List when completed.
Create recurring tasks for routine checklists and reviews.

Begin small, test, and expand automations based on actual team needs.

6.2 Create Reusable Templates

Templates help you standardize projects and processes.

Task templates for bug reports, creative briefs, or tickets.
List templates for sprints, campaigns, or onboarding pipelines.
Doc templates for meeting notes and project charters.

Document these patterns in a process guide or internal knowledge base so new team members can quickly adopt the same workflows.

7. Onboard Your Team to ClickUp

Even the best setup needs proper onboarding for long-term success.

Give a quick tour of Spaces, Lists, and key views.
Explain naming conventions, statuses, and custom fields.
Share a simple playbook that shows how to create tasks, comment, and update progress.
Collect feedback after the first week and refine your setup.

Consider partnering with experienced consultants who specialize in workspace design and change management. For example, Consultevo focuses on systems that improve clarity and collaboration.

8. Keep Improving Your ClickUp Workspace

As your team grows, revisit your configuration regularly.

Review Spaces and Lists every quarter and archive obsolete projects.
Refine statuses to match how work actually flows.
Update templates as your processes mature.
Monitor which views and dashboards people truly use.

By continuously tuning your workspace, you ensure ClickUp remains a flexible and scalable hub for documentation, project management, and team collaboration.

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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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