How to Use ClickUp as a NotePlan Alternative

ClickUp can replace NotePlan by combining notes, tasks, and projects in a single organized workspace. This guide walks you through setting it up step by step so you can manage ideas, daily work, and long-term plans efficiently.

The instructions below are adapted from the comparison of NotePlan alternatives at this ClickUp blog resource, translated into a practical how-to tutorial.

Step 1: Create Your ClickUp Workspace

Start by creating the right structure so your notes and tasks stay organized as you grow.

1. Sign up or log in
   Go to the ClickUp homepage and create a free account or log in.

2. Create a new Workspace
   Give your Workspace a name that matches your team or personal system, such as “Personal Productivity” or “Team Projects.”

3. Invite collaborators
   Add teammates or collaborators by email so they can access shared notes and tasks.

This foundation lets you centralize projects that previously lived in NotePlan or other note-taking apps.

Step 2: Build Spaces for Notes and Projects in ClickUp

Spaces in ClickUp act like top-level folders. Use them to separate different areas of your life or work.

Create Spaces such as:

• Personal Notes – for journals, ideas, and planning
• Work Projects – for client work and deliverables
• Knowledge Base – for reference documents and research

Within each Space, you can create Folders and Lists to group related notes and tasks, similar to notebooks and sections.

Step 3: Use ClickUp Docs for Structured Notes

Docs in ClickUp replace plain text notes by giving you a connected, rich-text editor inside your workspace.

1. Create a new Doc
   In any Space, click to create a Doc. Name it clearly, for example “Daily Notes” or “Project Journal.”

2. Organize with headings
   Use headings for topics like Meetings, Ideas, and Action Items to keep everything skimmable.

3. Link notes and tasks
   Create tasks directly from your Doc or link existing tasks so you never lose context between planning and execution.

Docs keep your notes, outlines, and plans connected to the rest of your work management system.

Step 4: Turn Notes Into Actionable Tasks in ClickUp

One of the biggest advantages of ClickUp over simple note apps is the ability to convert ideas into tasks.

1. Highlight action items in Docs
   While reviewing notes, highlight lines that represent tasks and convert them into tasks with due dates and assignees.

2. Use task descriptions for detailed notes
   Store longer details, checklists, and references inside the task description, keeping Docs clean and focused.

3. Apply Custom Fields
   Use Custom Fields in ClickUp to track priorities, statuses, and categories that matter to your workflow.

This method ensures every important note can become a clear, trackable item in your system.

Step 5: Set Up Daily Planning Views in ClickUp

To mimic a calendar-focused app, use views in ClickUp to plan your day and week around your tasks and notes.

Configure the Calendar View in ClickUp

1. Add a Calendar view
   In your main List or Space, add a Calendar view to see tasks scheduled by day or week.

2. Schedule tasks from notes
   Drag unscheduled tasks onto the calendar or assign due dates while reviewing your notes.

3. Color-code by status or priority
   Use colors and filters so you can quickly scan what needs attention today versus later.

Use the List and Board Views in ClickUp

For different perspectives on the same information, take advantage of multiple views:

• List view – see all tasks in a structured, sortable list
• Board view – manage work in Kanban-style columns such as To Do, Doing, Done
• Box view – review workload across team members

Switching views in ClickUp helps you plan the day without losing connection to your underlying notes.

Step 6: Use ClickUp Templates to Speed Up Note Taking

Templates in ClickUp save time and keep your workflows consistent.

1. Search for templates
   Explore built-in templates for meeting notes, project plans, and personal goals.

2. Customize note templates
   Convert your favorite note structures into Docs or task templates. Include sections like Agenda, Notes, Decisions, and Next Steps.

3. Apply templates for recurring work
   For regular meetings or weekly planning, use the same template to keep information easy to compare over time.

By reusing templates in ClickUp, you ensure every note captures the same critical details.

Step 7: Organize Ideas With Tags and Hierarchy in ClickUp

To manage large volumes of notes and tasks, combine structure and tags.

• Use nested hierarchy
  Organize content by Space > Folder > List > Task > Subtask so every idea has a logical place.
• Add tags for themes
  Apply tags like “research,” “meeting,” or “idea” to quickly filter related notes across projects.
• Pin important Docs
  Pin your most-used Docs in ClickUp so they are always at the top of your list.

This flexible organization mirrors what many people tried to build in note-only tools, but with clearer structure.

Step 8: Collaborate and Share Notes in ClickUp

When you move from solo use to team collaboration, ClickUp makes sharing structured and secure.

1. Assign tasks from shared notes
   Inside a Doc, create and assign tasks to teammates, linking work directly to the conversation.

2. Comment in Docs and tasks
   Use comments to discuss decisions, ask questions, and keep feedback in context.

3. Control permissions
   Choose who can view, comment, or edit Docs and tasks, protecting sensitive information while promoting collaboration.

This turns your notes into a shared source of truth for teams.

Step 9: Migrate From NotePlan to ClickUp

You can gradually move important content from your old system into ClickUp without losing structure.

1. Export key notes
   From NotePlan or similar tools, export your most valuable notes or journals as text or markdown files.

2. Import into Docs
   Copy or import those notes into Docs in the appropriate Spaces and Lists within ClickUp.

3. Convert important lines to tasks
   As you review migrated notes, create tasks for anything that is still active or requires follow-up.

This method ensures you do not clutter your new workspace while still preserving essential history.

Next Steps: Optimize Your ClickUp System

Once your basics are in place, refine your setup to match your style.

• Experiment with more views like Gantt and Mind Map
• Automate recurring tasks from notes with automations
• Use dashboards to summarize activity across Spaces

For additional guidance on optimizing your productivity systems and integrating ClickUp into broader workflows, you can also explore resources from specialist consultants such as Consultevo.

By following these steps, you can confidently transition from simple note apps to a unified workspace in ClickUp, giving you one place for notes, tasks, schedules, and collaboration.

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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