How to Move Your Workspace From Glean or Notion to ClickUp

Transitioning from Glean or Notion to ClickUp can feel overwhelming, but with a clear process you can migrate your work efficiently and start using ClickUp as a single source of truth for projects, documents, and knowledge.

This step-by-step guide walks you through analyzing your current setup, mapping features between tools, and rebuilding a more streamlined workspace so your team can get value from ClickUp on day one.

Why Teams Move to ClickUp From Glean or Notion

The source comparison article on Glean vs. Notion shows how both platforms focus on knowledge search and documentation. ClickUp, in contrast, combines that with project management, automation, and cross-functional collaboration.

Common reasons teams adopt ClickUp include:

• Bringing tasks, docs, and knowledge into one platform
• Reducing context switching between separate apps
• Aligning work around goals, owners, and due dates
• Using integrated docs instead of isolated notes

You can review the original comparison for context here: Glean vs. Notion.

Plan Your Move to ClickUp

Before recreating anything, take time to understand what you actually use in Glean or Notion. This prevents clutter and lets you design a cleaner ClickUp workspace.

Step 1: Audit Your Current Knowledge and Projects

Create a simple inventory of what you have today:

• Spaces or workspaces in your current tools
• Major projects, teams, or departments
• Frequently used pages, databases, or collections
• Key search use cases or knowledge hubs

Mark which items are:

• Essential (must migrate)
• Nice-to-have (migrate later)
• Obsolete (archive instead of moving)

Step 2: Map Glean or Notion Features to ClickUp

Next, translate how information will live inside ClickUp. At a high level, you will rely on:

• Workspaces for your company or major business unit
• Spaces for departments or large programs
• Folders for projects or topic areas
• Lists for specific workflows or document groups
• Tasks for actionable work items and requests
• Docs for knowledge, processes, and collaboration notes

Use this simple mapping as a starting point:

• Glean or Notion workspace → ClickUp Workspace + Spaces
• Databases or collections → Folders or Lists
• Pages or documents → ClickUp Docs
• Action items or tasks → ClickUp tasks with fields and statuses

Set Up Your ClickUp Structure

Once you have a map, you can configure the basic structure in ClickUp to mirror (and improve) how your team works.

Step 3: Create Spaces in ClickUp

Start by creating high-level Spaces that match your core teams or functions. For example:

• Product
• Engineering
• Marketing
• Customer Success
• Operations

Within each Space, define:

• Default views (List, Board, or Calendar)
• Custom fields needed by that team
• Default statuses (for example, To Do, In Progress, Review, Done)

Step 4: Build Folders and Lists in ClickUp

Inside each Space, create Folders for your main workstreams, then Lists for each specific workflow. For example, in a Marketing Space:

• Folder: Campaigns
  • List: Q1 Product Launch
  • List: Brand Awareness
• Folder: Content
  • List: Blog Production
  • List: SEO Experiments

This structure makes it easy to move content from Glean or Notion into the right place inside ClickUp.

Rebuild Knowledge Using ClickUp Docs

Docs in ClickUp combine rich text, collaboration, and direct connection to tasks, which makes them a strong replacement for static pages in your previous tools.

Step 5: Create Core Documentation in ClickUp Docs

Begin with your most-used reference materials:

• Team charters and operating principles
• Product specs and release notes
• Standard operating procedures (SOPs)
• Onboarding and training guides

For each important page in Glean or Notion:

1. Create a new Doc in the relevant Space or Folder in ClickUp.
2. Copy the content into the Doc, then clean up formatting.
3. Add headings, tables, and checklists to make it scannable.
4. Link related tasks directly inside the Doc where work is referenced.

Step 6: Organize Docs With ClickUp Hierarchy and Search

To keep knowledge discoverable:

• Use a consistent naming convention (for example, Team – Topic – Version).
• Group Docs in dedicated knowledge Lists or Folders.
• Pin critical Docs to Spaces so they appear at the top.
• Encourage users to use the global search in ClickUp instead of storing duplicate notes in other tools.

Migrate Workflows and Tasks Into ClickUp

Moving tasks correctly will help your team rely on ClickUp for daily execution, not just documentation.

Step 7: Recreate Workflows in ClickUp

Identify 2–3 essential workflows from your current tools, such as:

• Content production
• Bug tracking
• Customer onboarding
• Internal requests (IT, design, or data)

For each workflow, set up in ClickUp:

• A dedicated List for the work type
• Statuses that reflect each stage
• Custom fields for priorities, owners, and effort
• Saved views (Board or Calendar) tailored for that team

Step 8: Bring Tasks Into ClickUp

Then, move active work items over in a structured way:

1. Export tasks or issues from your current tool if possible.
2. Import or manually recreate only active and upcoming work in ClickUp.
3. Assign owners, due dates, and priorities for each task.
4. Attach or link related Docs so context is always one click away.

This approach avoids dragging old, low-value data into your new ClickUp setup.

Train Your Team to Use ClickUp Daily

Adopting any new platform takes behavior change. Make it easy for your team to succeed in ClickUp by providing clear guidelines.

Step 9: Define Usage Rules for ClickUp

Write a short internal guide that explains:

• Where new projects should be created
• Which Lists to use for specific request types
• How to name tasks and Docs
• How to use comments and @mentions instead of side channels

Store this guide as a Doc inside ClickUp and share it with all team members.

Step 10: Run a Short Pilot in ClickUp

Pick one department or project to pilot the new setup for a few weeks. During the pilot:

• Collect feedback on structure and views
• Adjust statuses or fields that cause confusion
• Clarify ownership for each Space and Folder
• Clean up any duplicate Docs or Lists

When the pilot team is successful, roll the same patterns out to other groups so your whole organization benefits from ClickUp in a consistent way.

Optimize Your ClickUp Workspace Over Time

Once the basics are in place, iterate to take advantage of more advanced capabilities while keeping your setup simple.

Step 11: Use Templates and Automation in ClickUp

Standardize repeatable work with:

• Task templates for recurring activities
• List templates for common projects
• Automation rules for status changes, assignments, and reminders

Templates ensure new work in ClickUp always starts with the right structure.

Step 12: Review and Improve Your ClickUp Structure Regularly

Schedule a quarterly review where workspace admins:

• Archive unused Lists and Folders
• Consolidate overlapping Docs
• Refine naming conventions
• Update templates and automation rules

Continuous cleanup keeps ClickUp fast, focused, and easy to navigate as your company and projects grow.

Get Expert Help With ClickUp Setup

If you prefer guided support for planning and implementing your migration, consider working with specialists who optimize work management platforms. You can explore consulting resources at Consultevo to design a ClickUp environment that fits your processes and scale.

By following these steps, you can confidently move from Glean or Notion and build a streamlined, searchable, and execution-ready workspace in ClickUp that serves as a hub for both knowledge and day-to-day work.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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