How to Move from Mattermost to ClickUp for Team Collaboration

If you are ready to replace Mattermost with ClickUp, this step‑by‑step guide will walk you through evaluating your needs, setting up your new workspace, and recreating your communication and project management system in a single, scalable platform.

The source comparison of Mattermost alternatives at ClickUp’s Mattermost alternatives guide highlights why many teams consolidate their work into one flexible app instead of juggling multiple tools. This tutorial turns those insights into a practical how‑to.

1. Decide Whether ClickUp Is the Right Move

Before you migrate away from Mattermost, clarify what you want your next tool to fix. The alternatives article emphasizes that many teams outgrow basic chat and need a broader collaboration hub.

Clarify what Mattermost is missing

List the gaps you experience today, such as:

• Limited or fragmented project management
• Difficulty tracking tasks across channels
• Few options for building custom workflows
• Limited integrations with your existing stack

Match your needs with ClickUp capabilities

Use your list to verify that ClickUp can cover your requirements. Based on the Mattermost alternatives overview, look specifically for:

• Built‑in task and project tracking instead of just chat
• Multiple views (List, Board, Calendar, and more) for the same work
• Docs and whiteboards for knowledge sharing
• Automation to reduce manual follow‑ups
• Robust integrations to centralize tools

If these strengths align with your needs, you are ready to plan the move.

2. Plan Your Migration from Mattermost

A smooth transition to ClickUp requires a basic plan so your team does not lose important conversations, decisions, or workflows.

Inventory your current use of Mattermost

Document how your team currently uses channels and messages:

• Critical channels (for example, engineering, customer support, product)
• Recurring conversations (stand‑ups, incident reports, handoffs)
• Reference messages or threads that capture decisions and policies

Decide what needs to be preserved, summarized, or replaced by tasks, docs, or dashboards in ClickUp.

Define your future structure in ClickUp

Use the hierarchy recommended in the alternatives guide as a mental model. Plan how you will map old communication patterns into a new structure:

• Workspaces for entire companies or large business units
• Spaces for departments or major functions (e.g., Marketing, Product, IT)
• Folders for projects, programs, or product areas
• Lists for individual backlogs, sprints, or teams
• Tasks to replace long chat threads and action items

This plan will guide your setup in ClickUp and reduce the temptation to fall back to pure chat.

3. Set Up Your ClickUp Workspace

Once your structure is planned, you can configure ClickUp as the new home for both collaboration and execution.

Create and organize your Workspace

1. Sign in or create your ClickUp account.
2. Create a new Workspace that reflects your company name.
3. Add Spaces for each department or major function.
4. Within each Space, create Folders for active projects or product lines.

Keep the initial structure simple. You can add complexity only when your team truly needs it.

Rebuild your key workflows in ClickUp

Transform chat‑only workflows into organized task lists:

1. Create Lists for recurring work such as sprints, incident queues, or marketing campaigns.
2. Add custom statuses to mirror how work moves from idea to done.
3. Create tasks to capture ongoing threads from Mattermost, including owners, due dates, and details.
4. Use subtasks or checklists to break complex work into clear steps.

This approach turns unstructured messages into a clear, trackable workflow inside ClickUp.

4. Configure ClickUp Communication Features

While ClickUp covers far more than chat, communication remains central. Configure features that help your team communicate in context instead of relying solely on channels.

Use task comments instead of long chat threads

Move decision‑making from general channels into individual tasks:

• Use @mentions to bring the right people into a specific discussion.
• Attach files directly to tasks instead of burying them in chat history.
• Link related tasks to avoid duplicate conversations across projects.

This keeps each conversation close to the work it affects, reducing confusion.

Adopt Docs and whiteboards in ClickUp

Replace scattered messages with structured documentation:

• Create Docs for runbooks, onboarding, and procedures that used to live in pinned posts.
• Use Docs to summarize long Mattermost conversations into clear decisions.
• Leverage whiteboards for planning sessions that might previously have needed long chat debates.

Cross‑link Docs to tasks so people can move from knowledge to action in a single click.

5. Use ClickUp Views to Replace Channel‑Only Work

One reason teams choose ClickUp over Mattermost is the ability to see the same work in multiple ways, not just as a chronological stream of messages.

Configure core views in ClickUp

For each important List or Folder, set up views that best match how your team thinks:

• List view for detailed task management and prioritization.
• Board view for Kanban workflows where work moves between stages.
• Calendar view for date‑driven work such as launches or campaigns.
• Timeline or Gantt for dependencies and long‑running projects.

These views help replace ad‑hoc status updates in chat with a clear, self‑serve picture of progress in ClickUp.

Set up dashboards for high‑level visibility

Instead of manually sharing updates in channels, use dashboards:

• Create widgets that show task counts by status, assignee, or priority.
• Include charts that highlight bottlenecks across Lists or Spaces.
• Add tables that replace manual reporting you used to paste into chat.

Dashboards allow leads and stakeholders to check status without interrupting the team.

6. Connect Your Other Tools to ClickUp

The alternatives overview highlights that integration depth is a key reason teams prefer modern platforms over legacy chat tools. Connecting your stack will help you get more value from ClickUp on day one.

Identify tools to integrate first

Start with the systems that generated the most messages in Mattermost:

• Issue trackers or repositories that post alerts
• Customer support platforms generating notifications
• Deployment or monitoring tools that send incident messages

Plan which alerts should become tasks, which should appear as comments, and which belong in dashboards in ClickUp.

Set up automations in ClickUp

Use automation to cut back on manual triage you previously handled via chat:

• Automatically create tasks from specific forms or request types.
• Assign tasks based on rules like priority, department, or tag.
• Update statuses or send notifications when tasks reach certain stages.

Automations help you scale collaboration inside ClickUp without recreating noisy alert channels.

7. Train Your Team to Use ClickUp Effectively

The success of your migration does not depend only on features. It also relies on clear guidelines about when to use chat, tasks, docs, and comments inside ClickUp.

Define communication guidelines in ClickUp

Create a shared Doc that explains:

• When to create a task instead of starting a chat.
• How to name tasks, Lists, and Docs for consistency.
• Where to store decisions so people can find them later.
• Which dashboards leaders should check before asking for updates.

Share the Doc with all new users and keep it updated as your ClickUp processes evolve.

Run a pilot and iterate

Choose a small team or project for the initial migration and:

1. Rebuild its workflows fully inside ClickUp.
2. Gather feedback on what feels slower, faster, or confusing.
3. Adjust your structure, statuses, and automations based on real‑world use.

Once the pilot is stable, roll the improved patterns out to more teams.

8. Get Expert Help for Your ClickUp Setup

If you want additional guidance on replacing Mattermost with a unified workspace, consider working with consultants who specialize in process design, integrations, and documentation.

For example, Consultevo offers consulting services that can help you refine your workflows, choose the right structures, and train your team to get the most from ClickUp.

Next Steps: Fully Embrace ClickUp as Your Collaboration Hub

By mapping current channels to Workspaces, Spaces, Lists, and tasks, you can move beyond simple chat and build a complete collaboration system in ClickUp. Start by planning your structure, then rebuild communication around tasks, Docs, and dashboards so information and action live in the same place.

Review the original Mattermost alternatives article to see how ClickUp compares to other tools, then follow the steps in this guide to complete your transition and consolidate your work into one powerful platform.