How to Switch from Notes Apps to ClickUp

ClickUp makes it easier to move beyond basic note-taking tools and build a single workspace for tasks, docs, and collaboration. This how-to guide walks you through moving from apps like Notion and Apple Notes into a structured, scalable ClickUp setup.

The steps below are inspired by a detailed comparison of Notion vs Apple Notes, adapted into a practical workflow for building something better in ClickUp.

Step 1: Review Your Current Notion or Apple Notes Setup

Before you touch ClickUp, take inventory of what you already have. The source comparison of Notion vs Apple Notes highlights how different content types are scattered across notes apps.

Start by reviewing:

Quick notes and ideas
Project plans or roadmaps
Checklists and to-dos
Reference documents and research
Personal journals or logs

Decide which items need to become actionable tasks, which belong in structured documents, and which can be archived once you transition to ClickUp.

Step 2: Plan Your ClickUp Hierarchy

Unlike simple notes tools, ClickUp uses a clear hierarchy so you can scale from a single notebook to full project portfolios.

Plan a basic structure:

Workspace: Your company, team, or personal hub.
Spaces: High-level areas like Marketing, Product, Operations, or Personal.
Folders: Collections of related projects, for example Campaigns or Product Launches.
Lists: Specific projects or workflows, like “Q4 Launch Plan” or “Content Calendar.”
Tasks & Subtasks: Actionable items that replace scattered notes and checklists.

Sketch this structure on paper or in a temporary document so you know exactly where your migrated notes will live in ClickUp.

Step 3: Decide What Becomes a ClickUp Task vs Doc

One key insight from the Notion vs Apple Notes comparison is that both tools mix tasks and information in the same place. ClickUp helps you separate these cleanly.

Use this simple rule:

If something requires action, a deadline, or ownership → Create a task.
If something is primarily reference, documentation, or long-form content → Create a Doc.

Examples:

A list of bugs from Apple Notes → becomes a List of tasks in ClickUp, each bug as its own task.
A detailed product requirements page from Notion → becomes a structured ClickUp Doc linked to related tasks.
Meeting notes → become ClickUp Docs, with action items turned into linked tasks.

Step 4: Create Your First Space in ClickUp

Now you are ready to build your first area inside ClickUp.

Log in to your ClickUp workspace.
Select + Space from the sidebar.
Name the Space based on a real area of work, such as “Projects” or “Personal Planning.”
Choose the features you want (tasks, Docs, views, and more).
Save your new Space.

This Space now acts like a more powerful, organized version of your primary Notion database or Apple Notes folder.

Step 5: Build Lists that Mirror Your Old Notes

To make the transition smooth, create Lists in ClickUp that map closely to your existing notes structure.

For example:

From Notion: A “Content Ideas” database → List called Content Ideas in your Marketing Space.
From Apple Notes: A folder called “Home Projects” → List called Home Projects inside a Personal Space.

In each List:

Click + New Task to add tasks for every actionable note.
Use Custom Fields to capture status, priority, tags, or owners.
Group similar items using statuses such as To Do, In Progress, and Done.

Step 6: Turn Long Notes into ClickUp Docs

Notion pages and long Apple Notes often work better as structured Docs inside ClickUp.

Open the ClickUp Space or List where the Doc should live.
Click Docs in the sidebar or top navigation.
Select New Doc and give it a clear, searchable title.
Copy content from your old note and paste it into the Doc.
Use headings, tables, and checklists to organize the content.

Whenever you spot an action item inside a Doc, highlight it and create a task so nothing gets lost, solving one of the main issues with traditional note apps.

Step 7: Link Tasks and Docs in ClickUp

One of the strengths of ClickUp is the way it connects tasks and Docs, so your information never lives in isolation.

To link them:

Open a task and use the Docs or Relationships features to attach relevant Docs.
From a Doc, create tasks directly from text or attach existing tasks.
Use comments to discuss both tasks and Docs in context.

This turns what used to be static Notion pages or Apple Notes entries into living workflows.

Step 8: Organize Views in ClickUp

The Notion vs Apple Notes comparison shows how each tool handles layout differently. ClickUp offers multiple views in each List so you can visualize work the way you prefer.

Add views such as:

List view: For detailed task management.
Board view: Kanban-style for moving work through stages.
Calendar view: For notes that turned into scheduled tasks.
Table view: For database-style organization similar to Notion.

Configure filters and sorting so your most important tasks appear first, and save these as default views for your team.

Step 9: Migrate Gradually into ClickUp

You don’t need to migrate everything in one day. A gradual move keeps your workflow stable.

Follow a staged approach:

Identify active projects in Notion and Apple Notes.
Recreate only those projects as Spaces, Folders, and Lists in ClickUp.
Move supporting documents into ClickUp Docs.
Convert ongoing notes into tasks where action is required.
Archive old notes in your previous tools once you confirm everything is captured.

This prevents clutter and ensures you only bring what still matters into ClickUp.

Step 10: Improve and Scale Your ClickUp Setup

Once your basic ClickUp workspace is running, refine it so it continues to outperform traditional note apps.

Enhance your system by:

Adding templates for recurring projects and Docs.
Using automations to update statuses or assign tasks.
Creating dashboards for high-level overviews.
Standardizing naming conventions for Spaces, Lists, and Docs.

If you want expert help optimizing your ClickUp environment for teams, you can work with a consulting partner like Consultevo to design advanced workflows.

Using ClickUp Instead of Traditional Note Apps

The original comparison of Notion vs Apple Notes explains where each tool excels, but both remain limited when you need full task management, collaboration, and scalable structure. By moving your content into ClickUp, you gain:

Clear separation between action items and reference material.
Flexible views that adapt to any workflow.
Powerful linking between tasks and Docs.
A single workspace for projects, teams, and knowledge.

Follow the steps above to transition from simple notes to a complete productivity platform with ClickUp, while preserving your existing content and upgrading how you manage work 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.

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