Manage List statuses in ClickUp

ClickUp lets Workspace owners and admins control which statuses are available on Lists so teams can keep work consistent and easy to track. This guide explains how to create, update, and manage location statuses for Lists at every level of your Workspace.

What are location statuses in ClickUp?

Location statuses define the set of task statuses available for specific parts of your hierarchy. In ClickUp, a location can be:

• The entire Workspace
• A Space
• A Folder
• An individual List

By assigning a location status to a List, you decide which statuses users can apply to tasks in that List. This helps you standardize workflows and reporting across teams.

Who can manage statuses in ClickUp

Only certain people can change the location statuses used by Lists.

• Workspace owners and admins can create, edit, and manage location statuses from the Workspace level.
• Workspace members can select which available location status applies to a List, depending on permissions set in your Workspace.

Guests typically cannot configure location statuses, but they can see and use the statuses that are already available on Lists they can access.

Types of statuses available in ClickUp

When you assign a location status to Lists, you can choose from several options designed for different workflows.

ClickUp Everything statuses

Everything statuses are global. They apply across the whole Workspace by default unless you override them at lower levels. Use them when you want the same status set everywhere, such as:

• To Do
• In Progress
• Review
• Complete

These statuses are ideal for simple, consistent workflows across multiple teams.

ClickUp Space and Folder statuses

Spaces and Folders can each have their own status sets. For example:

• A Marketing Space could use statuses like Draft, In Design, Scheduled.
• A Development Folder could use statuses like Backlog, In Development, In QA, Released.

When you configure statuses at these levels, Lists inside that location can inherit or use those status sets instead of the global Everything statuses.

ClickUp List-specific statuses

A List can also have its own unique status configuration. This is helpful when:

• A particular project needs a temporary or one-off workflow.
• You want to experiment with a new process without affecting other Lists.

List-level statuses override higher-level settings, giving you flexibility without changing the rest of your Workspace.

How to open location status settings in ClickUp

To manage location statuses for Lists, start from the Sidebar.

1. Open your Workspace and locate the Space, Folder, or List you want to configure.
2. Hover over the location name in the Sidebar.
3. Click the ellipsis (three dots) menu next to the location name.
4. Select the option to manage or edit Statuses from the menu.

The status management panel will open, where you can create, update, or assign status sets to that location.

Create a new location status in ClickUp

You can add a new location status set when you need a fresh workflow for one or more Lists.

1. Open the Status settings for your chosen location (Workspace, Space, Folder, or List).
2. Look for an option such as Add statuses or Create new in the status settings panel.
3. Enter a descriptive name for your new status set so other users know when to use it.
4. Add each individual status. For each status you can typically configure:
   • Status name
   • Color
   • Whether it is an open, closed, or done status type
5. Reorder statuses by dragging them into the correct sequence.
6. Save your changes to apply the new status set to the current location.

Once created, your new location status set can often be reused by other Lists in the same Space or Folder, depending on your Workspace configuration.

Update existing location statuses in ClickUp

Over time you may need to adjust your workflows. You can edit existing location status sets without losing historical task information.

1. Open the Status settings for the relevant location.
2. Select the existing status set you want to update.
3. Edit individual statuses by:
   • Renaming them
   • Changing colors
   • Adjusting their open or closed type
4. Add new statuses to handle new workflow stages.
5. Remove or merge old statuses you no longer need. When removing, you may be prompted to map tasks to another status.
6. Reorder statuses so they match the progression of your process.
7. Save your changes.

ClickUp automatically keeps task history, so you can still see previous status changes in task activity logs even after you modify the active status set.

Assign location statuses to Lists in ClickUp

After creating or updating location status sets, you must assign them to Lists so teams can use them.

1. Navigate to the List whose statuses you want to control.
2. Open the List settings from the ellipsis menu next to the List name.
3. Select Statuses.
4. Choose from available options, such as:
   • Use Workspace (Everything) statuses
   • Use Space statuses
   • Use Folder statuses
   • Use custom List statuses
5. Confirm your selection to apply the chosen location status set to the List.

All tasks in the List will now use the statuses from the selected location status set.

Best practices for managing ClickUp location statuses

Use these suggestions to keep your status setups efficient and easy to understand.

• Keep names simple. Short, action-oriented status names help users pick the right status quickly.
• Limit the number of statuses. Too many options can confuse users and slow down updates.
• Align statuses across teams where possible. Shared patterns make reporting and cross-team collaboration easier.
• Review regularly. As your processes evolve, revisit your ClickUp status sets to remove unused statuses and add missing stages.
• Document conventions. Describe when to use each status in your internal documentation or onboarding resources.

Troubleshooting List statuses in ClickUp

If statuses are not behaving as expected on a List, check the following:

• Hierarchy level: Confirm which location (Workspace, Space, Folder, or List) is currently controlling statuses.
• Permissions: Make sure you are a Workspace owner or admin if you need to create or edit status sets.
• Overridden Lists: Some Lists may use List-specific statuses that override Space or Folder settings.

If you still have issues, compare your configuration with the official documentation for location statuses.

Learn more about ClickUp location statuses

You can find detailed steps and the latest interface screenshots in the official ClickUp help center article on location statuses for Lists: Create or update location statuses for Lists.

For broader workflow and process optimization ideas, you can also explore consulting resources like Consultevo, which covers productivity and system design topics that pair well with structured status management.

By thoughtfully configuring and maintaining location statuses in ClickUp, you ensure every List reflects a clear, accurate workflow, helping your teams move tasks from start to finish with confidence.

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