How to Manage Multiple Calendars in ClickUp

ClickUp centralizes all your calendars so you can see tasks, events, and deadlines in one place instead of juggling scattered tools and disconnected schedules.

This guide walks you through how to set up, customize, and manage multiple calendars, step-by-step, using the features available in the platform.

Why Use ClickUp for Calendar Management?

When your work is spread across tools, it is easy to miss a due date or double-book yourself. A unified calendar view gives you a single source of truth.

With the calendar features inside ClickUp, you can:

• Consolidate project timelines, meetings, and reminders
• Switch between daily, weekly, and monthly overviews
• Filter what you see by assignee, status, or List
• Plan capacity by viewing workloads across projects

Instead of manually updating multiple tools, you work from one shared workspace that shows everything you and your team are doing.

Core Calendar Concepts in ClickUp

Before you start building out multiple schedules, understand the basic building blocks that power your calendars.

Tasks and Due Dates

Every calendar entry is based on a task with at least one date attached to it. These include:

• Due dates for simple deadlines
• Start and end dates for multi-day work
• Time estimates for capacity planning

Once a task has a date, it automatically appears in calendar views without any extra manual work.

Spaces, Folders, and Lists

Calendars organize tasks based on where they live in your workspace hierarchy:

• Spaces group broad areas of work such as departments or clients
• Folders bundle related initiatives or campaigns
• Lists store tasks for specific projects, sprints, or workflows

You can create multiple calendar views at each level to focus on just the work that matters for that area.

Calendar View Types

Inside ClickUp, calendar views sit alongside other views such as List, Board, and Gantt. Each calendar view can be configured differently, which is how you build a flexible multi-calendar system.

For example, you might keep one calendar view for your marketing team, another for product launches, and a separate one only for leadership reviews.

How to Create a Calendar View in ClickUp

Start by creating your first calendar view, then you can duplicate and adapt it for other teams or projects.

Step 1: Open the Location for Your Calendar

1. Navigate to the relevant Space, Folder, or List.
2. Confirm that tasks in this location have dates added so they will appear on the calendar.

Step 2: Add a New Calendar View

1. At the top of your screen, click the + View button.
2. Select Calendar from the list of available view types.
3. Give the new view a descriptive name, such as “Team Calendar” or “Campaign Calendar”.
4. Choose whether to make the view private, shared with your team, or pinned for quick access.

You now have a dedicated calendar view that updates automatically as task dates change.

Step 3: Choose Your Calendar Layout

Within the calendar view, you can switch between key layouts:

• Day view for detailed hourly planning
• Week view for short-term sprint planning
• Month view for a broader overview of projects

Toggle between them depending on whether you are planning your day, your sprint, or your month.

Building Multiple Calendars in ClickUp

Once you have a basic calendar set up, it is time to build multiple calendars for different needs while keeping everything in a single workspace.

Calendar Per Team or Department

Create a calendar at the Space or Folder level that is filtered to each team.

1. Open the Space for that team.
2. Add a Calendar view if you do not already have one.
3. Use filters to show tasks owned by that team’s assignees or Lists.

This gives each department a focused view while still drawing from the same unified task database.

Calendar Per Project or Campaign

For a specific project, work in the corresponding List.

1. Open the project List.
2. Add a Calendar view dedicated to that campaign.
3. Filter by status or tags to highlight the most important milestones.

This creates a project-only calendar that captures key launch dates, content deadlines, or release milestones.

Personal Calendar for Each User

To give individuals their own calendar inside ClickUp, create views filtered by assignee.

1. Open a high-level Space or Folder containing most of the user’s work.
2. Add a Calendar view and name it after the person.
3. Filter tasks by Assignee to show only tasks owned by that user.

Each person gets a personal schedule that stays synchronized with every team calendar where their work appears.

Customizing Your ClickUp Calendar Views

After creating multiple calendars, customize each one so that it is easy to read and fast to update.

Use Filters and Sorting

Refine what you see using filters like:

• Status (for example, open, in progress, or complete)
• Priority to highlight urgent items
• Tags to focus on a specific initiative
• Assignees to see workloads across people

You can also sort tasks inside a day to keep the most important items visible.

Color-Code by Status or Custom Fields

Use color to quickly understand what is happening on your calendar:

• Color cards by task status so you see work stages at a glance.
• Use custom fields to group tasks by channel, client, or deliverable type.
• Create views where each color represents a different project stream.

Visual cues make it easier to interpret busy schedules.

Drag-and-Drop Scheduling

From within any calendar view, you can drag tasks to new dates or times. This updates the underlying task immediately and keeps all other views aligned.

This is helpful when rebalancing workloads or shifting deadlines across multiple calendars.

Managing Work Across Multiple Calendars

Once your calendars are in place, focus on routines that keep them reliable.

Daily Review

Use a personal calendar view for your daily check-in:

• Scan today and tomorrow for upcoming work.
• Drag tasks to new times if priorities change.
• Spot conflicts between meetings and deep work.

This habit keeps your schedule aligned with your goals.

Weekly Planning

At the end of each week, open team-level and project-level calendars.

• Review upcoming deadlines and milestones.
• Adjust due dates that are no longer realistic.
• Reassign tasks to balance workloads.

Because every view is powered by the same tasks, changes in one calendar apply everywhere.

Cross-Team Coordination

For cross-functional initiatives, open multiple calendar views side by side in separate tabs and compare dates. Use shared views so stakeholders across teams can reference the same schedule and avoid misalignment.

Tips to Get More From ClickUp Calendars

To keep multiple calendars effective over time, follow these best practices.

• Standardize naming for calendar views so everyone understands their purpose.
• Require due dates on tasks to ensure they show up on the correct calendars.
• Limit clutter by using filters to hide completed work when you only need upcoming tasks.
• Pin key calendars so critical views are always one click away.

Document your calendar conventions in your workspace guidelines so new team members learn how to use them correctly.

Learn More About ClickUp Calendars

For an in-depth walkthrough of managing multiple calendars with examples and visuals, read the original guide on the ClickUp blog: how to manage multiple calendars.

If you need expert help configuring complex workspaces or optimizing your setup for teams and clients, you can also work with implementation specialists such as Consultevo.

By combining strong calendar habits with the flexible views inside ClickUp, you can keep every project, meeting, and deadline in sync across your entire organization.

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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