How to Switch from Almanac to ClickUp
If you are outgrowing Almanac and need a more flexible workspace, moving to ClickUp can give your team an all-in-one platform for docs, tasks, and collaboration. This step-by-step guide explains how to plan your migration, set up your first Workspace, and recreate your most important Almanac workflows.
This article is based on the comparison in the original Almanac alternatives guide on the ClickUp blog, which highlights why teams move to more powerful tools. You can review that resource at the Almanac alternatives article for extra background.
Why Move from Almanac to ClickUp
Before you migrate, clarify why you want to change tools. That will shape how you configure your new Workspace and what you import first.
Common reasons teams move away from Almanac include:
- Need for task and project management alongside docs
- Desire for more flexible views (lists, boards, calendars, timelines)
- Better alignment between documentation, processes, and daily work
- More robust collaboration and automation options
ClickUp is designed as a central hub for planning, documentation, and execution, so you can keep knowledge and work in the same place.
Prepare Your Almanac Content for ClickUp
Good preparation keeps your migration simple and avoids clutter.
1. Audit Your Existing Docs
Start by reviewing your current Almanac workspace and deciding what should move into ClickUp.
- List your most-used docs and playbooks
- Mark anything outdated that can be archived instead of migrated
- Group related docs into logical categories or departments
This audit will help you later when you create Spaces and Folders in ClickUp that mirror these categories.
2. Choose What to Migrate First
Move essential content in phases instead of trying to bring everything over at once.
Prioritize:
- Live processes and SOPs used weekly
- Team handbooks and onboarding docs
- Project-specific documentation for active work
Lower-priority or legacy docs can wait until after your core setup in ClickUp is stable.
Set Up Your ClickUp Workspace
Once you know what you are moving, set up the basic structure of your new environment.
3. Create Spaces That Mirror Your Teams
In ClickUp, Spaces represent major departments or functions. Use them to group work and docs logically.
Examples of Spaces:
- Product
- Marketing
- Customer Success
- Operations
Match these to the groups you identified during your Almanac audit so your team quickly recognizes where their content belongs.
4. Add Folders and Lists for Projects and Topics
Within each Space, create Folders and Lists that reflect your main projects, clients, or themes.
- Folders organize broad topics (for example, “Campaigns”, “Release Cycles”).
- Lists hold actual tasks, checklists, and related docs.
This hierarchy gives you more structure than a flat document library and makes it easier to connect tasks to their supporting documentation inside ClickUp.
Bring Your Docs into ClickUp
With Spaces and Lists in place, start adding your documentation so teams can use it immediately.
5. Recreate or Import Key Documents
You can move content into ClickUp Docs by:
- Copying and pasting content from Almanac to new Docs
- Rebuilding templates directly in ClickUp Docs for cleaner formatting
- Creating new Docs for each major playbook or SOP and adding a simple table of contents
As you recreate docs, add headings, bullets, and internal links so they are easier to navigate than the originals.
6. Link Docs to Tasks and Lists in ClickUp
The power of ClickUp comes from connecting docs to actual work.
For each important document:
- Attach the Doc to the relevant List or task
- Add a “Process” or “SOP” custom field pointing to the right Doc
- Use task descriptions to summarize the Doc and include a direct link
This way, your team always sees the latest instructions in the same place where they complete the work.
Build Workflows in ClickUp
After your core documentation is in place, configure simple workflows that replace your Almanac-based processes.
7. Create Task Statuses and Views
Statuses and views make your work visible at a glance.
- Define clear statuses (for example, “To Do”, “In Progress”, “In Review”, “Done”).
- Use List or Board view to organize tasks by status.
- Add Calendar or Timeline views for time-based planning.
Unlike a collection of docs, these views help everyone see progress and bottlenecks instantly inside ClickUp.
8. Turn Repeated Docs into Templates
Many Almanac playbooks describe repeatable work. Turn those into actionable templates in ClickUp.
- Create a task or List that represents the process.
- Add subtasks and checklists for each step from the original doc.
- Convert the task or List into a template for future use.
Each time you start that process again, you can apply the template and keep the associated Doc linked for context.
Train Your Team on ClickUp
A successful switch depends on helping your team understand where to find docs and how to use the new workflows.
9. Create a Central “Start Here” Doc
In ClickUp, create a Doc that explains:
- How your Spaces, Folders, and Lists are organized
- Where core playbooks and SOPs live
- How to use templates for routine workflows
Pin this Doc or place it in a shared “Home” area so every team member can reference it quickly.
10. Run a Short Onboarding Session
Host a brief walkthrough to show your team how to:
- Navigate Spaces and Lists
- Open and edit Docs
- Create tasks and apply templates
- Link tasks back to documentation in ClickUp
Encourage everyone to move active work into the new system as soon as possible so adoption is consistent.
Optimize and Iterate in ClickUp
Once your core migration is complete, refine your setup based on feedback.
11. Collect Feedback After a Few Weeks
Ask team members:
- Which workflows feel smoother than in Almanac
- Which Docs or templates are missing or hard to find
- What views or automations would save more time
Use this input to adjust your Spaces, Lists, or templates in ClickUp so they reflect how your team actually works.
12. Explore Advanced Options Later
As your team becomes comfortable, gradually introduce more advanced features such as automation, dashboards, and integrations. Building on the basics prevents overwhelm and keeps your Workspace organized.
Get Extra Help with Your ClickUp Migration
If you want expert support to plan your structure, automate workflows, or integrate other tools during your switch to ClickUp, consider working with specialists. Agencies such as Consultevo focus on process design and work management systems and can help you set up a scalable environment tailored to your business.
By following these steps, you can move from Almanac to ClickUp in a structured way, keep your knowledge organized, and connect documentation directly to your day-to-day work.
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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