How to Move from Mavenlink to ClickUp Step by Step
If you are ready to leave Mavenlink and improve project management, ClickUp gives you a flexible workspace to centralize tasks, resources, and teams. This guide walks you through a simple, structured process to move your work over and start using your new platform with confidence.
Below, you will learn how to prepare your Mavenlink account, plan your new space, rebuild workflows, and train your team for long-term success.
Step 1: Decide Why You Are Moving to ClickUp
Before changing tools, get clear on the specific problems you want to solve. This will guide how you configure your new workspace.
- List what is not working in Mavenlink (complexity, time tracking, collaboration, reporting, or cost)
- Capture features you want to gain, such as scalable views, built-in docs, templates, or better automation
- Rank your needs by importance so you can focus on what matters in your new setup
Having this list makes it easier to decide how to organize your spaces, views, and automations later.
Step 2: Audit Your Current Mavenlink Setup
Next, review how your existing environment is structured. This gives you a map for rebuilding inside your new platform.
- Document how you use workspaces, projects, and tasks
- Note your active clients, internal projects, and recurring workflows
- Export lists of users, roles, and permissions
- Identify which reports, boards, or resource views your teams rely on most
Decide what to keep, what to archive, and what to redesign for a cleaner system in ClickUp.
Step 3: Plan Your ClickUp Hierarchy
Now design the basic structure of your new workspace. The goal is to keep things simple, scalable, and easy to understand.
Map Mavenlink Projects to ClickUp Spaces
Start by grouping existing work into high-level categories. For example:
- Client Delivery
- Product Development
- Marketing
- Operations and HR
Each major area can become a space, with folders and lists that mirror your real workflows rather than legacy structures from your old tool.
Design Lists and Folders in ClickUp
Inside each space, decide how you want to break down work.
- Create folders by client, department, or product line
- Use lists for individual projects, sprints, or campaigns
- Reserve special lists for recurring work, such as ongoing support or maintenance
Keep names short and consistent so team members can find what they need quickly.
Set Up Custom Fields in ClickUp
If you tracked attributes such as budgets, account managers, or phases, rebuild them using custom fields.
- Add dropdown fields for project phase or priority
- Use currency fields for budgets and retainers
- Add number fields for estimates or story points
This lets you filter and report on work the way you did before, while gaining more flexibility.
Step 4: Create Core Workflows in ClickUp
With the structure ready, define how tasks should move through your system.
Build Task Statuses in ClickUp
Translate your old stages into a clear, visual flow. For example:
- Backlog
- In Progress
- In Review
- Blocked
- Completed
Use separate status sets for different types of work if needed, such as design, development, or client approvals.
Choose Views for Each Team in ClickUp
Help teams manage work the way they prefer by configuring views.
- List views for detailed planning and sorting
- Board views for Kanban-style workflows
- Calendar and Gantt for scheduling and timelines
- Workload or timeline views for capacity planning
Pin the most important views at the top of each space so they are easy to access.
Set Up Time and Resource Tracking
If your teams tracked time and resources in Mavenlink, configure similar capabilities here.
- Enable time tracking on tasks for billable and non-billable work
- Create task templates for common services with prefilled estimates
- Use workload-style views to visualize capacity across people and teams
This makes it easier to manage utilization while gaining more flexible project views.
Step 5: Import and Rebuild Data in ClickUp
Once your framework is in place, move your actual work across in a controlled way.
Clean Your Data Before Import
Before migrating, archive anything you no longer need. This keeps your new workspace lean and easier to manage.
- Close or archive completed projects older than a chosen cutoff date
- Remove duplicate tasks, lists, or boards
- Standardize naming for clients, projects, and tags
A shorter, cleaner dataset will make your migration smoother and reduce confusion for users.
Import Key Projects into ClickUp
Move current and high-value projects first.
- Export active projects and tasks from your old tool
- Import them into the correct spaces and lists in your new workspace
- Map assignees, due dates, and custom fields where possible
- Spot-check a few projects with power users to confirm accuracy
Handle historical or reference data later so your team can start working in the new system quickly.
Step 6: Build Templates and Automations in ClickUp
To get long-term value, turn your best workflows into reusable assets.
Create Project and Task Templates in ClickUp
Identify recurring projects, such as client onboardings or campaigns, and convert them into templates.
- Define standard task lists and checklists
- Include default assignees, estimates, and dependencies
- Save views that match how each team works
Templates reduce manual setup and help teams stay consistent across similar projects.
Automate Repetitive Work
Use simple rules to keep things moving without constant manual updates.
- Change status automatically when a due date is reached
- Assign tasks when they move to a new stage
- Create follow-up tasks after a deliverable is marked complete
Start with just a few high-value automations, then expand as your team gets comfortable.
Step 7: Onboard Your Team to ClickUp
Even a great setup will fail if people are not trained. Plan a clear onboarding path for each role.
Run a Guided Walkthrough
Show team members how work is organized and where to find what they need.
- Explain your spaces, folders, and lists
- Demonstrate how to create, update, and complete tasks
- Walk through key views, such as boards or timelines
- Highlight how to log time or notes when required
Record sessions so new hires can watch them later.
Define Clear Usage Rules
Set expectations to keep your new environment healthy.
- Where to create new projects and tasks
- How to name tasks, clients, and sprints
- When to update statuses and due dates
- Which views or dashboards each role should check daily
Write these guidelines inside a shared doc so everyone can reference them.
Step 8: Monitor, Improve, and Scale ClickUp
After launch, keep an eye on adoption and performance so you can refine your setup over time.
- Collect feedback from project managers, team leads, and individual contributors
- Review which views and automations are actually used
- Adjust statuses, templates, and fields as your processes evolve
- Build dashboards to monitor workload, deadlines, and key KPIs
Treat your workspace as a living system that improves steadily rather than a one-time configuration.
Helpful Resources for Your Migration
To compare different platforms and see why many teams choose a flexible solution, review this guide to Mavenlink alternatives from the original provider. For additional implementation help, strategy, or customization at scale, you can also consult experts such as Consultevo.
By following these steps, you can move from your old tool with less disruption, set up a clear and scalable structure, and help your teams do their best work in a more unified 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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