How to Use ClickUp as a Monday Alternative

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How to Use ClickUp as a Monday Alternative

ClickUp is a powerful all‑in‑one productivity platform that can fully replace Monday.com when you know how to set it up for your team. This step‑by‑step guide walks you through using core features to manage projects, tasks, and workflows efficiently.

The instructions below are inspired by the comparison of Monday alternatives in the original Monday alternatives guide, but here the focus is on practical how‑to steps inside one platform.

Step 1: Set Up Your Workspace in ClickUp

Before doing any detailed configuration, create a clear structure so your workspace stays organized as you grow.

1.1 Create your hierarchy in ClickUp

  1. Sign in to your account and open your Workspace.

  2. Create Spaces for major areas of your business, such as:

    • Marketing
    • Product
    • Engineering
    • Operations

  3. Inside each Space, add Folders for programs or departments.

  4. Within each Folder, create Lists for projects, sprints, or campaigns.

This mirrors the same team and project segmentation you may have used in other tools, while taking advantage of flexible structure in ClickUp.

1.2 Configure workspace settings

  1. Open Settings from the sidebar.

  2. Review permissions and sharing options to match how you want teams to collaborate.

  3. Enable core features such as:

    • Statuses and custom fields
    • Time tracking
    • Goals and dashboards

Once the structure is in place, you can start building workflows tailored to your team.

Step 2: Build Task Workflows in ClickUp

Your workflow is what turns ClickUp into a real Monday alternative for daily work execution.

2.1 Define custom statuses

  1. Open any List and click the status settings.

  2. Choose Custom and add statuses that match your process, for example:

    • Backlog
    • In Progress
    • Review
    • Blocked
    • Done

  3. Group statuses into stages like Active and Closed so reporting is meaningful.

Clear statuses make it easy for everyone to understand what is happening in ClickUp at a glance.

2.2 Add custom fields for important data

  1. From a List, open Customize and choose Custom Fields.

  2. Create fields that mirror the data you tracked in Monday.com, such as:

    • Priority (dropdown)
    • Effort (number or dropdown)
    • Client name (text)
    • Budget (currency)

  3. Drag fields into your view so they are always visible.

Using custom fields in ClickUp keeps all project‑specific information in one place.

2.3 Create recurring tasks

  1. Add a task for routine activities like weekly reporting or sprint planning.

  2. Open the task, click the Due Date area, and set a recurring schedule.

  3. Choose whether to create a new instance each time or reuse the same task.

Recurring tasks help you automate repetitive work so your team can focus on higher‑value activities inside ClickUp.

Step 3: Use ClickUp Views to Match Your Team’s Style

One of the strengths of ClickUp as a Monday alternative is its variety of views for different work styles.

3.1 Use List view for detailed management

  1. Select List view to see tasks in a spreadsheet‑like layout.

  2. Show or hide columns like due date, assignee, and custom fields.

  3. Sort and filter tasks to surface what matters most for each role.

List view in ClickUp is ideal for project managers who need detailed oversight.

3.2 Use Board view for Kanban workflows

  1. Switch to Board view.

  2. Drag tasks across status columns to reflect progress.

  3. Use swimlanes by assignee or priority using filters and grouping options.

This gives teams familiar with Kanban a visual way to work in ClickUp while keeping all project information intact.

3.3 Use Calendar and Gantt to plan timelines

  1. Open Calendar view to see tasks by due date.

  2. Drag tasks on the calendar to adjust dates quickly.

  3. Use Gantt view to visualize dependencies and long‑term timelines.

These views allow ClickUp to cover both day‑to‑day operations and big‑picture planning.

Step 4: Collaborate Efficiently in ClickUp

Collaboration features help your team reduce context switching and keep conversations connected to work.

4.1 Communicate in task comments

  1. Open a task and use the comments section to discuss details.

  2. @mention teammates to notify them instantly.

  3. Attach files, screenshots, or links directly to the task.

Keeping discussion inside ClickUp ensures decisions stay linked to the right work item.

4.2 Use Docs for shared knowledge

  1. From the sidebar, create a new Doc.

  2. Build project briefs, requirements, or playbooks using headings and rich formatting.

  3. Link Docs to tasks or Lists so context is always available.

This feature turns ClickUp into a central hub for both execution and documentation.

4.3 Manage notifications and inbox

  1. Open your Inbox inside ClickUp.

  2. Review assigned comments, mentions, and task updates.

  3. Tune notification settings so you only see what is relevant.

A well‑configured inbox keeps ClickUp communication manageable even for large teams.

Step 5: Track Performance and Progress with ClickUp

To truly replace Monday.com, you need strong reporting. ClickUp provides dashboards and goals that give leadership clear visibility.

5.1 Build dashboards

  1. Create a new Dashboard from the sidebar.

  2. Add widgets like:

    • Task list by status
    • Burnup or burndown charts
    • Time tracked by assignee
    • Workload by person or team

  3. Filter widgets to focus on a specific Space, Folder, or List.

Dashboards make it easy to review key metrics inside ClickUp during stand‑ups or leadership meetings.

5.2 Set and monitor goals

  1. Open the Goals area.

  2. Create a goal for outcomes such as feature releases, campaign results, or customer projects.

  3. Attach targets from tasks or custom fields to measure progress automatically.

With goals configured, ClickUp lets you connect day‑to‑day activity with strategic outcomes.

Step 6: Integrate ClickUp with Your Existing Stack

Connecting your tools ensures you do not lose any value when you move from another platform.

6.1 Connect common integrations

  1. Open Integrations in your workspace settings.

  2. Connect tools such as:

    • Slack or Microsoft Teams for notifications
    • Google Drive or OneDrive for file storage
    • GitHub or GitLab for development workflows

  3. Configure rules so updates flow smoothly between ClickUp and your other apps.

6.2 Use automation features

  1. In any Space or List, open Automations.

  2. Choose from templates or build your own, such as:

    • When status changes to “Done”, move the task to another List.
    • When a due date is updated, notify the assignee.
    • When priority changes, add a specific tag.

  3. Test automations with a few sample tasks to confirm the logic works.

Thoughtful automation turns ClickUp into a proactive assistant rather than just a static task list.

Step 7: Migrate and Optimize Your Processes

After the basics are configured, refine your setup so your team gains even more efficiency from ClickUp.

7.1 Migrate data in logical stages

  1. Start with one department or project to pilot your new structure.

  2. Use import options (CSV or direct integrations where available) to bring in tasks.

  3. Clean up statuses, fields, and owners during the import instead of copying clutter.

A staged migration lets you learn how your team best uses ClickUp before rolling it out broadly.

7.2 Standardize templates

  1. Create task templates for recurring workflows such as product launches or client onboarding.

  2. Build List templates that include default views, fields, and statuses.

  3. Share templates across Spaces so teams can spin up new projects quickly.

Templates help you implement consistent best practices throughout ClickUp.

Next Steps and Additional Resources

Once you have configured the fundamentals, continue to refine your processes with regular reviews of views, dashboards, and automations. For strategic consulting on implementation, optimization, and AI‑driven workflows, you can explore services from Consultevo.

By following these steps, you can confidently use ClickUp as a complete Monday alternative, giving your team a flexible, centralized platform for projects, communication, and performance tracking.

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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