How to Use ClickUp as an Obsidian Alternative

ClickUp is more than a project management platform; it can also replace traditional note apps like Obsidian when you set it up correctly. This how-to guide walks you through configuring ClickUp for notes, personal knowledge bases, and team documentation so you can work in one unified workspace.

The source comparison of Obsidian alternatives shows that most tools lack a single place for tasks, docs, and collaboration. ClickUp fills that gap by giving you a flexible way to manage everything from quick notes to complex wikis alongside work execution.

Why Choose ClickUp for Notes and Knowledge

Before you configure your workspace, it helps to understand why ClickUp works as an all-in-one knowledge hub.

• Centralized work: Keep tasks, docs, and notes together.
• Real-time collaboration: Co-edit documents and add comments.
• Deep organization: Use Spaces, Folders, Lists, and tags to group information.
• Custom views: Filter and sort notes like you would tasks.
• Automation: Reduce manual maintenance for your knowledge base.

These capabilities mirror the flexibility users seek in apps like Obsidian, but with the added advantage of built-in work management.

Plan Your ClickUp Knowledge Structure

Great note systems start with a clear structure. In ClickUp, you can build that structure using Spaces, Folders, Lists, and Docs.

Step 1: Create a ClickUp Space for Knowledge

1. Open your workspace and click + Space.
2. Name it something like Knowledge Base or Notes & Wikis.
3. Choose who has access to this Space.
4. Select simple default features (Docs, Tasks, Custom fields) to keep things clean.

This dedicated Space keeps your notes separate from delivery work but still accessible inside ClickUp.

Step 2: Add Folders for Note Categories

Inside your knowledge Space, create Folders to mirror how you think about information. For example:

• Personal Notes
• Team Documentation
• Meeting Notes
• Project Knowledge

Each Folder can then contain Lists or Docs that group related content, similar to vaults or folders in other tools.

Set Up ClickUp Docs for Core Notes

Docs in ClickUp are the foundation of your writing and knowledge hub. They let you capture content while staying close to tasks and workflows.

Step 3: Create Your First ClickUp Doc

1. Within your knowledge Space, click + Doc.
2. Choose where the Doc lives (Space, Folder, or List).
3. Name it clearly, such as Inbox Notes or Project Wiki.
4. Start writing using headings, bullets, and callouts.

Use one Doc as an “inbox” to quickly capture ideas before organizing them into more permanent documents.

Step 4: Organize Content with ClickUp Doc Tools

ClickUp Docs offer several features that help you replicate and improve on traditional note systems:

• Headings and table of contents: Structure your note with H1–H3 headings so readers can skim.
• Pages and subpages: Turn long documents into nested sections inside the same Doc.
• Backlinks and relationships: Mention other tasks or Docs to connect concepts.
• Comments and highlights: Discuss content without changing the original text.

These options let you build flexible internal wikis that behave like connected note graphs.

Use ClickUp Tasks as Linked Notes

While Docs handle long-form writing, tasks in ClickUp act as atomic notes that you can connect to projects and workflows.

Step 5: Create a Notes List in ClickUp

1. In your knowledge Space, add a new List called Notes or Ideas.
2. Use tasks in this List as individual notes.
3. Add a short, descriptive task name to summarize each note.

This method makes each task a small card you can move between statuses or views.

Step 6: Add Detail to Each ClickUp Note Task

Open each note task and use these elements:

• Description: Store the main content of the note.
• Custom fields: Tag topics, priority, or type (idea, reference, decision).
• Comments: Capture follow-ups or related discussions.
• Attachments: Include reference files, screenshots, or PDFs.

You can then connect these note tasks to active projects while still keeping them inside your master note List.

Create ClickUp Views for Better Note Discovery

Views in ClickUp help you see your notes from different angles, similar to filters or maps in specialized knowledge tools.

Step 7: Build Custom Views for Notes

1. Open your main Notes List in ClickUp.
2. Click + View and select from options like List, Board, or Table.
3. Use filters to show only specific topics, tags, or owners.
4. Save each View and give it a descriptive name, such as Ideas by Topic or Meeting Recaps.

This approach turns one List into many curated views of your knowledge base without duplicating content.

Collaborate on Knowledge in ClickUp

One of the biggest advantages over traditional note apps is real-time collaboration. ClickUp makes it easy for teams to maintain shared knowledge.

Step 8: Share ClickUp Docs and Notes

To collaborate effectively:

• Adjust sharing settings for each Doc so the right people can view or edit.
• Use @mentions to bring teammates into specific sections or comments.
• Turn action items inside Docs into tasks directly from the text.
• Pin critical Docs in a Space so they are easy to find.

This keeps information, decisions, and tasks seamlessly connected.

Automate and Maintain Your ClickUp Knowledge Base

Once your system is running, automation in ClickUp can help keep your notes clean and up to date.

Step 9: Use ClickUp Automations for Notes

Consider simple automation rules, such as:

• When a note task is tagged as Archived, move it to an archive List.
• When a note is related to a specific project, auto-assign it to the project owner.
• When a note is created from a meeting, set a due date for reviewing the content.

These rules reduce manual organization and keep your knowledge base tidy.

Compare ClickUp with Obsidian and Other Tools

The original comparison at this Obsidian alternatives article explains how tools like Evernote, Notion, and others stack up. ClickUp stands out by combining notes, docs, and task management in one place.

If you want more strategy around implementation and workspace design, you can also explore expert resources like Consultevo for additional guidance on setting up scalable systems.

Start Building Your ClickUp Knowledge System

To recap the process of using ClickUp as a powerful Obsidian alternative:

1. Create a dedicated knowledge Space.
2. Organize Folders by note category.
3. Use Docs for long-form content and wikis.
4. Use tasks as atomic notes with rich metadata.
5. Build custom Views for discovery and review.
6. Collaborate via sharing, comments, and @mentions.
7. Automate maintenance to keep everything organized.

By following these steps, you transform ClickUp into a connected, collaborative knowledge engine that lives right next to your daily work. This unified approach reduces app switching, keeps your team aligned, and ensures your ideas move from notes into real execution.

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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