ClickUp Kanban Guide

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ClickUp Kanban Guide: Replace Manual Google Sheets Boards

If you are tired of updating a Kanban board in Google Sheets, ClickUp gives you a faster, clearer way to manage tasks, track work in progress, and collaborate with your team.

This how-to guide walks you step-by-step through moving from a spreadsheet-based Kanban system to a visual workflow using ClickUp views, fields, and automation features inspired by the process shown in this original Kanban in Google Sheets tutorial.

Why Switch from Google Sheets to ClickUp

A spreadsheet can imitate a Kanban board, but it becomes hard to manage as your projects grow. Building your workflow in ClickUp turns that manual sheet into a dynamic, visual workspace.

Key benefits of using ClickUp instead of a sheet-based Kanban include:

  • Visual drag-and-drop boards for easy status updates
  • Clear columns for each stage of work
  • Centralized task details instead of scattered notes
  • Real-time updates for every teammate
  • Templates that make recurring workflows simple to reuse

The following sections show how to translate the typical Google Sheets Kanban setup into a structured workspace in ClickUp.

Plan Your Kanban Workflow for ClickUp

Before building anything in ClickUp, outline the basic Kanban structure you used in Google Sheets. This keeps your new setup familiar while greatly improving usability.

Define Your Kanban Columns

In the original spreadsheet-based workflow, each column represented a stage in your process. Mirror the same idea in ClickUp as statuses.

Common Kanban stages include:

  • Backlog or Ideas
  • To Do
  • In Progress
  • In Review or QA
  • Blocked
  • Done or Completed

List these stages on paper or in a simple document so you can quickly convert them to statuses inside ClickUp.

Identify Task Details You Tracked

Your Google Sheets Kanban probably used columns for fields like priority, owner, due date, and notes. You will want to turn those into fields in ClickUp.

Typical data to map:

  • Task title or card name
  • Assignee or owner
  • Due date or target date
  • Priority level
  • Category, client, or project tag
  • Comments or description

Having this list ready will make it easier to configure ClickUp so nothing from your spreadsheet is lost.

Set Up a ClickUp Space for Kanban

Once your process is mapped, start building a dedicated Kanban area in ClickUp.

Create a Space and Folders

  1. Log in to ClickUp.
  2. Create a new Space dedicated to your Kanban workflow, such as “Team Kanban” or “Product Pipeline”.
  3. Inside the Space, add Folders for broad categories, such as “Development,” “Marketing,” or “Operations,” depending on how you separated tabs or sections in your Google Sheets file.

This hierarchy lets you keep different workstreams tidy while using a consistent Kanban structure.

Build a List for Each Workflow

  1. Within each Folder, create a List that matches a specific project, sprint, or pipeline.
  2. Name Lists based on your real processes, such as “Sprint 1,” “Content Queue,” or “Client Onboarding.”
  3. These Lists will hold tasks that act as your cards on the board in ClickUp.

Each List is comparable to a tab or segment in your original Google Sheets Kanban.

Create Kanban Statuses in ClickUp

Statuses in ClickUp replace the manual columns of your spreadsheet Kanban board.

Match Statuses to Your Old Columns

  1. Open a List in ClickUp.
  2. Go to status settings for that List.
  3. Add or edit statuses to reflect each stage of your Kanban flow, such as “Backlog,” “To Do,” “In Progress,” “Review,” “Blocked,” and “Done.”
  4. Assign colors that clearly distinguish each stage.

You now have a structured path for each task to follow, similar to the visual layout of cards in your former Google Sheets board.

Use Board View in ClickUp

  1. On your List toolbar, add a Board view.
  2. Set the grouping to “Status.”
  3. Confirm that each task column lines up with the statuses you configured.
  4. Drag sample tasks across the board to confirm the flow feels intuitive.

This Board view becomes your primary Kanban interface and removes the need for manual spreadsheet updates.

Configure Custom Fields in ClickUp

To fully replace information from your Google Sheets Kanban, add custom fields in ClickUp that match your old column data.

Translate Spreadsheet Columns to Fields

  1. Open the List where your Kanban lives.
  2. Open the custom fields panel.
  3. Add fields for items like “Priority,” “Client,” “Effort Estimate,” or “Channel.”
  4. Choose field types that mirror the spreadsheet data (dropdowns, text, numbers, dates, or checkboxes).

These fields keep your Kanban board in ClickUp structured and filterable, unlike a simple text-only spreadsheet.

Set Up Task Templates

  1. Create a typical task card with all important custom fields and subtasks filled in.
  2. Save it as a task template in ClickUp.
  3. Use this template whenever you add recurring work items to your Kanban board.

Templates dramatically reduce repetitive entry that used to happen line by line in Google Sheets.

Import or Recreate Your Spreadsheet Data in ClickUp

With the structure ready, you can bring existing items from Google Sheets into ClickUp.

Prepare Your Sheet for Import

  1. Clean your spreadsheet by removing empty rows and unused columns.
  2. Ensure each row represents a single task.
  3. Rename columns to clearly match fields in ClickUp, such as “Task Name,” “Status,” “Assignee,” or “Due Date.”

This makes it easier to map fields during import or while recreating the data by hand.

Add Tasks to Your Kanban Board

You can either import tasks or manually transfer them:

  • Import: Use the built-in import tools to pull structured data from your spreadsheet into a List in ClickUp.
  • Manual recreate: For a smaller sheet, copy key rows and paste them into new tasks, then assign statuses and fields one by one.

Once your data lives in ClickUp, you can manage everything from the Board view instead of scrolling through cells.

Automate Your Kanban Workflow in ClickUp

One major advantage over a Google Sheets Kanban board is the ability to automate repetitive actions directly in ClickUp.

Set Basic Automations

  1. Open the Automations section for your Space or List.
  2. Choose triggers such as “Status changes,” “Task created,” or “Due date arrives.”
  3. Set actions like “Assign to user,” “Change priority,” or “Move to List.”
  4. Save and test each automation with sample tasks.

These rules keep your Kanban process moving without manual updates in a spreadsheet.

Use Views and Filters for Better Focus

Instead of building multiple spreadsheet tabs, create filtered views in ClickUp.

  • Build views for “My Tasks This Week,” “High Priority,” or “Blocked Items.”
  • Filter by assignee, status, or due date.
  • Share views with your team so everyone sees the same, accurate Kanban slice.

Views replace the need for duplicated or complex filter formulas you may have used in Google Sheets.

Collaborate and Report with ClickUp

Moving beyond a static Kanban sheet, ClickUp centralizes collaboration features and reporting options.

Use Comments, Mentions, and Attachments

Each task serves as a communication hub:

  • Add detailed descriptions and checklists.
  • Use comments to discuss progress directly on the task.
  • Mention teammates to request updates or approvals.
  • Attach files that previously lived in separate folders.

This makes it easier to track context and decisions than in a simple Google Sheets Kanban grid.

Track Progress with Dashboards

Instead of manually counting cards in your spreadsheet, set up Dashboards in ClickUp.

  • Add widgets for tasks by status, assignee, or priority.
  • Monitor cycle time or throughput based on status changes.
  • Share dashboards with stakeholders for real-time visibility.

Dashboards give you performance insight you would have to calculate manually from your Google Sheets Kanban board.

Next Steps After Moving to ClickUp

After your team is comfortable managing work on the Kanban board in ClickUp, continue refining your system.

  • Periodically review statuses and remove stages you no longer use.
  • Improve custom fields based on real reporting needs.
  • Adjust automations when your process changes.
  • Document your standard workflow so new teammates can follow it.

If you want expert help optimizing workflows, AI tooling, and documentation around your new ClickUp setup, you can explore consulting resources like ConsulTevo for additional guidance.

By translating the structure of your old Google Sheets Kanban board into a flexible workspace in ClickUp, you gain a scalable, visual system that keeps projects organized and your entire team aligned.

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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