How to Use ClickUp for Therapists: Step-by-Step Guide

ClickUp helps therapists organize clinical workflows, centralize client information, and automate time-consuming admin tasks so they can focus more on care. This how-to guide walks you through using ClickUp to manage therapy work efficiently, drawing on ideas shown in the AI tools for therapists guide.

Set Up Your ClickUp Workspace

Before you build specific therapy workflows, start by creating a clear workspace layout in ClickUp.

Create a Space in ClickUp for Your Practice

1. Sign in to your ClickUp account.
2. From the left sidebar, click + Space.
3. Name the Space (for example, “Therapy Practice” or your clinic name).
4. Choose privacy settings based on who needs access (you, your team, or collaborating clinicians).
5. Select the default features you need, such as tasks, docs, and dashboards.

This Space becomes the home for all your therapy-related workflows, templates, and documentation.

Build Folders and Lists in ClickUp

Use Folders and Lists in ClickUp to mirror how your practice operates.

Common structure for therapists:

• Folders
  • “Active Clients”
  • “Intake & Assessments”
  • “Admin & Billing”
  • “Marketing & Content”
• Lists inside each Folder
  • By therapist name
  • By service type (individual, couples, group)
  • By program (CBT, trauma-focused, telehealth, etc.)

Every client, note, or admin item will live as a task within these Lists.

Use ClickUp Tasks for Clients and Sessions

ClickUp tasks can represent clients, sessions, or documents, depending on your preference and level of detail.

Option 1: One ClickUp Task Per Client

This approach works well for solo therapists or small caseloads.

1. Open your “Active Clients” List.
2. Click + Task and name it with a client code (never full identifiers).
3. Add custom fields, such as:
   • Service type
   • Preferred modality (online or in-person)
   • Status (active, paused, discharged)
4. Use task comments or subtasks for each session summary.

Keeping each client in a single ClickUp task helps you see their history at a glance.

Option 2: One ClickUp Task Per Session

If you want granular tracking and advanced reporting, create a new task for every session.

1. Create a List named after the client code or program.
2. For each session, add a new task with the date in the title.
3. Use custom fields for session number, duration, and billing status.
4. Attach relevant documents, worksheets, or homework.

This structure works especially well if you run groups or programs and want consistent, comparable records in ClickUp.

Document Session Notes with ClickUp Docs

ClickUp Docs allow you to keep therapy notes, treatment plans, and resources in one place.

Create Therapy Note Templates in ClickUp

1. From the sidebar, select Docs and click New Doc.
2. Build a template based on your preferred format. For example:
   • SOAP notes (Subjective, Objective, Assessment, Plan)
   • DAP notes (Data, Assessment, Plan)
   • Progress note outline
3. Add headings for each section and any prompts you use consistently.
4. Save the Doc as a template so you can reuse it for every client or session.

Once saved, you can attach this template or its copies to relevant tasks in ClickUp.

Organize Docs in ClickUp for Easy Access

To keep your documents organized:

• Create a Doc folder for each service line or program.
• Link key Docs from a home “Therapist Resources” task or Doc.
• Use internal links in Docs to jump between treatment plans, policies, and worksheets.

With this setup, ClickUp becomes a single reference hub for your practice materials.

Automate Therapy Admin with ClickUp

Therapists can use ClickUp to reduce manual work around scheduling, follow-ups, and documentation reminders.

Set Up Recurring Tasks in ClickUp

Use recurring tasks to manage repeated activities.

• Weekly tasks
  • Prepare for the week’s sessions
  • Review caseload and risk factors
• Daily tasks
  • Complete all session notes
  • Send follow-up resources
• Monthly tasks
  • Audit documentation completeness
  • Review outcomes and treatment plans

In each task, set the recurrence schedule so ClickUp automatically regenerates it.

Use ClickUp Automation for Workflow Triggers

ClickUp supports automations that move tasks or update fields when certain conditions are met. For example:

• When a task status changes to “Completed,” move it to a “Notes Done” List.
• When a custom field “Risk Level” is updated to “High,” assign the task to a supervisor or add a priority flag.
• When a due date is approaching, send a reminder to finish documentation.

Automations reduce the chance of missed steps, especially when caseloads are heavy.

Plan Content and Homework in ClickUp

Therapists who create psychoeducational resources, homework, or group curricula can manage the entire content process in ClickUp.

Build a Simple Content Pipeline in ClickUp

1. Create a Space or Folder named “Content & Education.”
2. Add Lists like “Ideas,” “In Progress,” and “Published.”
3. Create tasks for each resource, worksheet, or article.
4. Use statuses to show where each item is in the process.

This system makes it easy to repurpose materials for different clients and track what has been shared.

Store and Share Resources Using ClickUp Docs

For handouts and homework in ClickUp:

• Create Docs for each worksheet, reflection prompt, or psychoeducation article.
• Group them by topic (anxiety, depression, couples, trauma).
• Link Docs directly in client tasks so you know exactly what was assigned.

With consistent organization, you can deliver resources to clients quickly without hunting through folders on multiple platforms.

Track Practice Performance with ClickUp Dashboards

ClickUp dashboards help you monitor workload, documentation status, and practice operations.

Build a Basic Therapy Dashboard in ClickUp

1. Click Dashboards in the sidebar and choose New Dashboard.
2. Name it something like “Practice Overview.”
3. Add widgets such as:
   • Task list by status (Notes Pending, Notes Done, Follow-Ups)
   • Workload by therapist
   • Tasks by custom fields (risk level, service type)
4. Filter the dashboard to show only your therapy Spaces and Lists.

This view turns ClickUp into a control center for your day, week, and month.

Best Practices for Therapists Using ClickUp

To keep your system sustainable, follow a few practical guidelines.

• Protect confidentiality: Use anonymized client codes and follow all legal and ethical requirements for storing health data.
• Standardize templates: Keep consistent note formats and intake workflows across ClickUp.
• Review weekly: Schedule a recurring review task in ClickUp to tidy tasks, Lists, and Docs.
• Collaborate carefully: If you add team members, configure permissions and private views thoughtfully.

If you want personalized help designing workflows around ClickUp and other tools, you can also consult external specialists such as Consultevo for broader systems guidance.

By following these steps, therapists can turn ClickUp into a central hub for notes, admin, and content, cutting down on busywork and supporting better, more focused client care.

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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