How to Plan Localization Work in ClickUp

Using ClickUp to plan localization lets you organize markets, languages, and content types in one place while keeping owners and deadlines clear across your entire global workflow.

This how-to guide walks you step by step through building a practical localization planning structure so translators, reviewers, and content teams always know what to do next.

Before You Start: Understand Your Localization Scope

Before setting anything up in ClickUp, clarify what you are localizing and how your teams work. This helps you choose the right structure for spaces, folders, and tasks.

• List the products, features, or content you localize.
• Identify target languages and regions.
• Decide how you track translation, review, QA, and sign-off.
• Note which teams or vendors handle each step.

Having this information ready makes the next configuration steps faster and easier.

Set Up a Workspace Structure for ClickUp Localization

You can organize localization in ClickUp with a dedicated space, clear folders, and lists. The goal is to make it obvious where each localization effort lives.

Create a Dedicated Localization Space in ClickUp

1. Create a new space named something like Localization or Global Content.
2. Assign only the teams and users who need access.
3. Turn on features you will use, such as tasks, subtasks, custom fields, and views.

Keeping localization in its own space helps you separate global work from other projects while still integrating with the rest of ClickUp when needed.

Choose a Folder Strategy Inside ClickUp

Inside your localization space in ClickUp, select one of these common folder strategies:

• By product or feature – one folder per product line.
• By content type – folders for marketing, product UI, support, and legal content.
• By region – folders for APAC, EMEA, Americas, or other market clusters.

Pick the approach that matches how your teams report progress and plan releases.

Create Lists for Localization Pipelines

Within each folder in ClickUp, create lists that represent your localization pipelines or campaigns. For example:

• New Strings for Release
• Ongoing Updates
• Backlog / Legacy Content

Lists let you group localization tasks by release cycle or business priority.

Design Task Templates for ClickUp Localization

Task templates are the backbone of a consistent localization process in ClickUp. A good template makes sure you never forget steps like review, legal approval, or in-context QA.

Plan the Core Fields for Your ClickUp Tasks

When creating a localization task template in ClickUp, include:

• Task name – clearly describe the source content or feature.
• Description – include scope, links to source files, and expectations.
• Due date – align with product release or campaign launch.
• Assignees – one owner for each phase (translation, review, QA).
• Priority – indicate critical, high, normal, or low importance.

These fields make each task actionable and trackable from the start.

Use Custom Fields in ClickUp for Localization Detail

Custom fields in ClickUp let you capture localization-specific information. Common custom fields include:

• Source language
• Target language(s)
• Content type (UI, marketing copy, support article, legal, etc.)
• Word count or string count
• Repository or design link (e.g., Figma, code repo, CMS)

Custom fields make it easy to filter, sort, and report on localized content across all lists.

Map Statuses to Each Localization Step in ClickUp

Define a status workflow in ClickUp so every task shows where it is in the localization lifecycle. Example statuses include:

• Pending scope
• Ready for translation
• In translation
• In review
• In QA
• Ready for release
• Completed

Use these statuses across your space so all localization teams share the same language for progress.

Create Subtasks and Dependencies in ClickUp

Complex localization projects often involve multiple steps and teams. Subtasks and dependencies in ClickUp give you control over the sequence of work.

Break Work into Subtasks

Within each localization task in ClickUp, add subtasks such as:

• Prepare source strings
• Translate content
• Language review
• In-context testing
• Final approval
• Publish or merge

Assign each subtask to the correct person or team and give each one a deadline tied to the main task’s due date.

Set Dependencies Between Localization Tasks in ClickUp

When one localization task depends on another, use dependencies in ClickUp to control order and timing. For example:

• Block translation tasks until source strings are final.
• Block release tasks until QA is complete.
• Use “waiting on” dependencies for legal or stakeholder sign-off.

Dependencies keep work from starting too early and reduce rework when source content changes.

Organize Languages and Markets in ClickUp

Localization planning often involves multiple languages and regions for the same content. ClickUp can represent this in several ways depending on your preference.

Option 1: One Task per Source with Subtasks per Language

In this model, you create one main task for each source item, then add a subtask for every language:

• Main task: Onboarding email
• Subtasks: Onboarding email – French, Onboarding email – German, etc.

This structure keeps all languages grouped under one source. It is useful when all markets follow the same schedule.

Option 2: One Task per Market in ClickUp

If markets move at different speeds, create separate tasks per market:

• Task: Onboarding email – France
• Task: Onboarding email – Germany
• Task: Onboarding email – Japan

This method lets you assign different deadlines, owners, and priorities per country or region while keeping the same template.

Tag and Filter Localization Work in ClickUp

Use tags or custom fields in ClickUp to quickly filter work by:

• Language
• Region
• Release version
• Product area

Filters and views help each team see only the localization tasks that matter to them.

Plan Releases and Capacity with ClickUp Views

Views in ClickUp turn your localization data into practical schedules and forecasts that help you manage capacity and deadlines.

Use List and Table Views for Tracking

List and table views show localization tasks with all key fields visible. Common use cases:

• Sort by due date to see upcoming release work.
• Filter by language to view a single market.
• Group by status to find bottlenecks.

This gives localization managers a fast way to review progress across all content.

Use Timeline or Gantt Views in ClickUp for Release Planning

Timeline and Gantt views in ClickUp help you:

• Visualize localization phases for each release.
• Spot overlapping work across markets.
• Adjust dates while respecting task dependencies.

Drag and drop tasks in these views to rebalance the schedule without losing task links.

Monitor Workload for Localization Teams

Workload and similar views highlight how much each translator, reviewer, or PM is handling. Use them to:

• Distribute work fairly across internal teams and vendors.
• Avoid overloading key reviewers.
• Plan when to bring in additional capacity.

This keeps localization moving without delays caused by overwhelmed contributors.

Coordinate with Other Teams Using ClickUp

Localization is tightly connected to product, design, and marketing teams. ClickUp makes it easier to keep these groups aligned.

Link Localization Tasks to Source Work

When product or design teams track features in ClickUp, link localization tasks directly to the source feature tasks. This way, everyone can see:

• What needs to be localized for a given feature.
• Whether localized content is ready for release.
• Which markets are impacted by a change.

Linked tasks create a transparent chain from source content to localized versions.

Share Views and Dashboards

Create shared views or dashboards to summarize localization status for stakeholders. Include:

• Tasks by status for each major product or market.
• Upcoming deadlines by language.
• Risks or blocked tasks.

This gives product managers and marketing leaders quick insight into localization readiness.

Review and Improve Your ClickUp Localization Setup

As your localization program grows, regularly review your ClickUp setup and refine it.

1. Check whether statuses still reflect how work actually happens.
2. Update templates when you add new review or QA steps.
3. Adjust custom fields to support better reporting.
4. Archive old lists so active work stays easy to scan.

Continuous tuning keeps your localization workspace efficient and aligned with your processes.

Next Steps

Implementing these structures in ClickUp will give your localization teams a single, reliable system for planning, tracking, and delivering multilingual content at scale.

For additional guidance on optimizing project structures and workflows, you can explore resources from consulting partners such as Consultevo.

To see the original planning context that inspired this how-to guide, refer to the source page on localization planning in ClickUp.

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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