How to Use ClickUp as a Powerful Kanban Alternative

ClickUp gives teams a flexible way to manage work when a basic Kanban board is not enough, combining multiple views, automation, and reporting in one workspace.

This how-to guide walks you through setting up ClickUp to replace or enhance traditional Kanban tools, using concepts inspired by the comparison of Kanban platforms in the original Kanban alternatives article.

Why Use ClickUp Instead of a Simple Kanban Board

Classic Kanban tools focus on boards and cards. ClickUp keeps that familiar experience while adding more structure and flexibility so you can scale beyond basic task tracking.

With ClickUp, you can:

Use multiple views (Board, List, Calendar, Gantt, and more)
Standardize processes with templates and custom fields
Automate routine work with rules and triggers
Track time, workloads, and dependencies in one place
Align projects with goals, docs, and dashboards

The steps below show how to configure ClickUp to feel familiar to Kanban users while unlocking extra capabilities for product teams, agencies, and operations.

Step 1: Structure Your Workspace in ClickUp

Before building boards, set up the basic hierarchy in ClickUp so your work is organized and easy to navigate.

Create a Space for Each Major Area in ClickUp

Spaces are top-level containers. Use them for departments, clients, or product lines. For example:

Product Development
Marketing
Client Projects
Operations

To create a Space:

Open your left sidebar in ClickUp.
Click the “+” icon to add a new Space.
Name the Space, choose a color, and define default features such as tasks, docs, and views.

Set Up Folders and Lists in ClickUp

Inside each Space, use Folders and Lists to mirror the way you group work in Kanban, such as projects or backlogs.

Create a Folder for each project or program.
Inside each Folder, add Lists for stages or workstreams (for example, Product Backlog, Sprint 1, Sprint 2).
Decide where you will keep your main board-style List that will display in the Board View.

This structure lets you easily switch between lists and boards while keeping everything in ClickUp organized.

Step 2: Build a Kanban-Style Board View in ClickUp

Now that you have Lists, you can set up a Kanban-style workflow in ClickUp using the Board View.

Create Statuses That Match Kanban Columns in ClickUp

Statuses in ClickUp become your columns on a board. Common examples include:

Backlog
To Do
In Progress
In Review
Blocked
Done

To configure statuses:

Open the List where you want your Kanban board.
Click the List settings and choose Statuses.
Add or rename statuses to match your Kanban workflow.
Arrange statuses in the order you want them to appear on your board.

Add a Board View in ClickUp

Once statuses are set, create a Board View in ClickUp.

At the top of your List, click “+ View”.
Select “Board”.
Choose to group tasks by Status.
Save the view and set it as default if you want users to land on the board first.

You now have a Kanban-style ClickUp board with drag-and-drop tasks that move through statuses, just like standard Kanban tools.

Step 3: Configure Tasks to Capture Key Details in ClickUp

To get more value than a simple Kanban app, configure task details in ClickUp using fields, tags, and templates.

Use Custom Fields in ClickUp for Extra Data

Custom Fields let you add structured data to each task. Popular examples include:

Priority (dropdown)
Estimate (number or time)
Client name (dropdown)
Type (bug, feature, task)
Cost or budget (number)

To add Custom Fields in ClickUp:

Open your Board or List View.
Click “+ Add Custom Field”.
Choose the field type (text, dropdown, number, date, etc.).
Name and configure options, then save.

These fields make your Kanban-style tasks more powerful for reporting and automation.

Create Task Templates in ClickUp

Task templates speed up repetitive work. For example, you can create a template for:

New feature request
Bug report
Content piece
Client onboarding step

To build a template in ClickUp:

Open a task that is well structured.
Click the three-dot menu in the top-right of the task.
Select “Save as Template”.
Name the template and choose which elements to include (subtasks, fields, attachments, etc.).

Now your team can add consistent tasks to the Kanban board with one click.

Step 4: Automate Your Workflow in ClickUp

Automation is a major advantage of using ClickUp over a basic Kanban app. You can reduce manual updates and keep boards accurate.

Set Up Simple Automations in ClickUp

Common automation ideas include:

When a task moves to “In Review”, assign it to a reviewer.
When a task is marked “Done”, set a completion date field.
When priority changes to “Urgent”, add a tag or notify a channel.
When a due date is missed, change status to “Blocked”.

To create automations in ClickUp:

Open your List or Space where you want the rules.
Click on “Automations”.
Use a template rule or create a custom trigger and action.
Save and test with sample tasks.

With a few automation rules, your ClickUp Kanban-style board stays synchronized without constant manual effort.

Step 5: Use Additional Views in ClickUp to Go Beyond Kanban

One limitation of traditional Kanban tools is the single-board mindset. ClickUp lets you layer additional views on top of the same data.

Switch Between Board, List, Calendar, and Gantt in ClickUp

For each List or Folder, you can create multiple views. Helpful combinations include:

Board View: Daily execution and standups.
List View: Backlog grooming and bulk edits.
Calendar View: Deadline planning and content schedules.
Gantt View: Dependencies and long-term timelines.

To add a new view in ClickUp:

Click “+ View” at the top of the screen.
Choose the view type (List, Board, Calendar, Gantt, etc.).
Configure grouping, filters, and columns.
Save the view for everyone or keep it private.

All views reference the same tasks, so your team can work in whichever format is most comfortable without maintaining multiple tools.

Track Workload and Reporting in ClickUp

Bigger teams often outgrow Kanban tools because they lack reporting. ClickUp solves this with native workload tracking and dashboards.

Start by:

Enabling time estimates and time tracking for your team.
Creating a Dashboard with charts, burnup or burndown, and workload widgets.
Filtering widgets by Space, Folder, or List to focus on specific Kanban boards.

This gives managers visibility and helps teams avoid overload while still working on familiar board-based workflows.

Step 6: Roll Out Your ClickUp Kanban System to the Team

Once your configuration is ready, introduce your ClickUp setup gradually so the team can adapt smoothly.

Onboard Users to ClickUp in Phases

A simple rollout plan can look like this:

Week 1: Use the Board View only. Replicate your old Kanban board so the change feels minimal.
Week 2: Introduce custom fields and task templates to standardize data.
Week 3: Turn on automations and additional views like Calendar or Gantt.
Week 4: Add dashboards and reporting for leads and stakeholders.

Encourage feedback, refine statuses or fields, and keep the configuration simple until everyone is comfortable with ClickUp.

Optimize Your ClickUp Implementation Over Time

After your Kanban-style workflows are stable, continuously improve your setup.

Review on a regular cadence:

Are any statuses unused or confusing?
Do automations still match the team’s process?
Are Custom Fields helping or cluttering the interface?
Which views are most used; which can be removed?

For deeper process optimization around project management systems, you can also get strategic help from specialists such as Consultevo, who focus on improving tool adoption and workflows.

By following these steps, you can transform ClickUp into a robust Kanban alternative that scales from small teams to complex, cross-functional organizations while keeping work visible, manageable, and aligned.

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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