How to Use Lists in ClickUp

Lists in ClickUp are the core building blocks that help you organize tasks, views, and workflows inside your Workspace. This step-by-step guide shows you how to create, customize, and manage Lists so your team can stay focused and productive.

This article is based on the official ClickUp documentation for Lists and walks you through all the practical steps to get started.

What is a List in ClickUp?

A List in ClickUp is a container for related tasks. Lists live inside Folders or directly inside a Space if no Folder is used. Each List can hold multiple views, custom settings, and sharing options.

Think of Lists as the level where your day-to-day work is planned and executed. You can group tasks by project, client, sprint, or any process that makes sense for your team.

Where Lists fit in the ClickUp Hierarchy

Here is how Lists fit into the overall structure:

• Workspace: Your overall account.
• Spaces: High-level areas, like departments or major functions.
• Folders: Optional groupings inside Spaces.
• Lists: Actionable groups of tasks inside a Folder or Space.
• Tasks and Subtasks: The individual items of work.

Lists help you bridge the gap between broad Spaces and individual tasks, giving you a practical way to manage related work.

How to Create a List in ClickUp

You can create a List from any Space or Folder where you have permission. Follow these steps to add a new List.

Step 1: Open the location for your new ClickUp List

1. In the Sidebar, click the Space where you want to work.
2. Optional: Click into a specific Folder if you want your List stored there.

Step 2: Add a new List

1. Hover over the Space or Folder name in the Sidebar.
2. Click the + icon or the option to + Add List.
3. Enter a List name that clearly describes the work, such as “Marketing Sprint” or “Client A – Onboarding”.
4. Click Create to finish.

Once created, your List appears under its parent Space or Folder and is ready for tasks and views.

Customize ClickUp Lists

Each List in ClickUp can be customized so it matches your workflow and makes important information easy to see.

Change List details

To edit basic info for a List:

1. Open the List from the Sidebar.
2. Click the List name at the top.
3. Edit the name and optional description.
4. Save your changes.

Use clear naming conventions so anyone in your Workspace can understand what each List is for.

Set List color and icon in ClickUp

Visual cues help you scan your Sidebar quickly. You can assign a color and icon to a List:

1. Open the List.
2. Click the List dropdown menu beside its name.
3. Choose a color and select an icon if available.

Consistent colors and icons across related Lists make navigation faster and more intuitive.

Use Custom Fields with Lists in ClickUp

Custom Fields display extra data for tasks in a List, such as budgets, due dates, or custom statuses. To use Custom Fields at the List level:

1. Open the List where you want extra data.
2. Go to a view that supports Custom Fields, such as List view.
3. Click + Add column or a similar option.
4. Select or create the Custom Field you need (for example, Priority, Cost, or Stage).

These fields will be available for all tasks in that List, helping you track important information consistently.

Manage Tasks in ClickUp Lists

After creating a List, you will start adding and organizing tasks to reflect your work.

Add new tasks to a ClickUp List

1. Open the List in the Sidebar.
2. Click + New Task in the main view.
3. Enter a task name and any key details, such as assignee or due date.
4. Click Create Task.

Repeat this for all items of work you want to track in that List.

Move tasks between ClickUp Lists

Tasks can be moved if they belong in a different List:

1. Open the task.
2. Locate the field that shows its current List or location.
3. Select the new List from the dropdown.

This is useful when items progress from one List to another as part of a broader workflow.

Use multiple views in a ClickUp List

Each List can contain a variety of views so you can see the same tasks from different angles. Common options include:

• List view for detailed rows of tasks.
• Board view for drag-and-drop columns.
• Calendar view for date-based planning.
• Gantt view for timelines and dependencies.

To add a new view within a List:

1. Open the List.
2. Click + View in the view bar.
3. Select the view type you want.
4. Adjust filters, sorting, and grouping as needed.

These flexible views let every team member choose the perspective that works best.

Share and Control Access to ClickUp Lists

Permissions and sharing options allow you to control who can see and edit a List.

Share a List in ClickUp

1. Open the List you want to share.
2. Click the Share button or icon near the top.
3. Choose people, Teams, or guests you want to add.
4. Set the appropriate permission level, such as view-only or edit access.

Sharing Lists is useful when collaborating with cross-functional teams or external stakeholders.

Adjust List permissions

Depending on your Workspace setup, you can often control:

• Who can create or delete Lists in a Space.
• Who can add or edit tasks in specific Lists.
• Whether guests can comment or only view content.

Refer to your Workspace admin settings and the official ClickUp Lists guide to understand permission details for your plan.

Tips for Organizing Work with ClickUp Lists

Good List design keeps your Workspace clean and scalable as your team grows.

• Use clear naming: Include project, client, or sprint identifiers in List names.
• Limit scope: Keep each List focused on a specific goal or process.
• Standardize Custom Fields: Reuse fields like status, estimate, or owner across multiple Lists.
• Leverage views: Create default views for each List so people see the right information instantly.

If you need help planning a larger Workspace structure, you can also consult implementation experts such as Consultevo for strategic setup and optimization support.

Next Steps with ClickUp Lists

Now that you know how to create, customize, and manage Lists, you can start mapping your real workflows into ClickUp. Begin with a few core Lists for your main projects, add views that match how your team works, and refine your structure as you learn what information matters most.

As you become more comfortable, explore advanced features like Custom Fields, automations, and templates to standardize how new Lists are created and maintained across your Workspace.

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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