Manage task statuses in ClickUp

Using ClickUp task statuses effectively keeps your work organized and makes it easy for your team to understand what needs attention. This guide explains how to add, edit, reorder, and remove task statuses so your workflows stay clear and consistent.

This how-to focuses on Folder and Space level task statuses so you can control how work moves from start to finish.

How task statuses work in ClickUp

Statuses in ClickUp represent every stage of your workflow, from ideas to completion. Each status has a name and a color, and appears in the task view and Board view so team members can quickly see progress.

Task statuses are usually set at the Space or Folder level and then inherited by Lists and tasks inside them. This lets you keep workflows aligned without configuring every List separately.

Common uses include:

• Mapping a sales pipeline from lead to closed deal.
• Defining software development steps from backlog to released.
• Outlining content production stages from draft to published.

Open a location to manage ClickUp statuses

Before you change statuses, you need to open the Space or Folder where you want to manage them.

1. From the sidebar, click the Space or Folder whose statuses you want to manage.
2. Open any List inside that location.
3. Make sure you have permission to edit statuses in that Space or Folder.

Statuses changed at this level affect all Lists and tasks that use the default workflow for that location.

Open the ClickUp statuses menu

You can access the status settings from inside a List. This menu lets you control the entire workflow for the current location.

1. At the top of your List, find the status dropdown in the toolbar.
2. Click the status dropdown to open the statuses menu.
3. Choose the option to manage or edit statuses for the current location.

The menu shows all current statuses in order, including the Done or Closed status at the end of the workflow.

Add new task statuses in ClickUp

You can add custom statuses to match your real-world process. New statuses appear in the order you place them and become available to all tasks in that workflow.

1. Open the statuses menu for the chosen Space or Folder.
2. Click the option to add a status.
3. Type a clear, short name for the new status.
4. Select a color to help distinguish it from other stages.
5. Place it in the correct order between existing statuses.
6. Save your changes.

When choosing names, use action-oriented labels that reflect what is happening, such as “In Review”, “Blocked”, or “Ready to Deploy”. This improves clarity in every ClickUp view that shows statuses.

Edit existing ClickUp task statuses

You can rename or recolor existing statuses to better match how your team works. Updating these details helps keep your workspace intuitive as processes evolve.

1. Open the statuses menu.
2. Find the status you want to edit.
3. Click the edit icon or option next to that status.
4. Change the status name or color as needed.
5. Save your updates.

After you save, tasks already using that status automatically reflect the new name and color, keeping your views consistent.

Reorder statuses in ClickUp workflows

The order of statuses controls the sequence tasks follow as they progress. You can reorder them to reflect the actual flow of work.

1. Open the status management menu for your Space or Folder.
2. Click and hold the handle next to a status.
3. Drag the status to a new position in the list.
4. Release to drop it into the new order.
5. Repeat for other statuses until the workflow matches your process.

Ensure that your starting status appears first and your completed status appears at the end so your ClickUp dashboards and reports stay accurate.

Remove task statuses in ClickUp

When a stage is no longer needed, you can remove it to simplify your workflow. Removing a status may require reassigning tasks to another status.

1. Open the statuses menu in the relevant Space or Folder.
2. Locate the status you want to remove.
3. Click the delete or remove option next to that status.
4. If prompted, choose a different status to move existing tasks into.
5. Confirm the removal.

After removal, the deleted status no longer appears in task views, but tasks remain available under the replacement status you selected.

Manage default ClickUp statuses at different levels

Statuses can be configured at several levels so each part of your workspace reflects the right process.

Space-level ClickUp statuses

Space-level statuses typically define the default workflow for all Folders and Lists inside that Space.

• Use when most teams in a Space follow the same process.
• Set up high-level stages that apply to all projects in that Space.
• Override them at the Folder level only when a specific project needs a unique workflow.

Folder-level ClickUp statuses

Folder-level statuses override the default Space workflow for everything inside that Folder.

• Use when a project or department needs its own process.
• Customize stages for a specific product, client, or initiative.
• Keep naming consistent with Space-level terms when possible to make reporting easier.

Tips for building effective ClickUp workflows

Thoughtful status design keeps your workspace simple and makes reporting more reliable.

• Keep the number of statuses manageable: Too many stages cause confusion and slow adoption.
• Align statuses with real actions: Each status should represent a clear state of work.
• Use colors intentionally: Group similar stages with related colors to make boards easier to scan.
• Review workflows regularly: As your team’s process changes, adjust statuses instead of adding duplicates.

Learn more about managing ClickUp statuses

For additional visual examples and the most up-to-date details, review the official guide on the ClickUp help center.

If you want expert guidance on structuring workspaces, workflows, and documentation, you can also explore consulting resources like Consultevo for broader implementation support.

By tailoring task statuses at the Space and Folder level, you create a clear, predictable workflow in ClickUp that helps every team member understand what to do next and how work moves to completion.

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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