How to Set Up ClickUp as Your Central Notes Hub

If you are switching from Apple Notes or OneNote, you can turn ClickUp into a powerful, centralized notes workspace that connects ideas directly to tasks, projects, and teams.

This how-to guide walks you through each step, inspired by the comparison of Apple Notes and OneNote in this ClickUp blog article, and shows you exactly how to rebuild and improve your note-taking system using ClickUp.

Step 1: Plan Your ClickUp Workspace Structure

Before you create new notes, map out how you want information organized so it stays searchable and easy to maintain.

Decide How to Group Your ClickUp Notes

Start by defining a simple hierarchy for your notes:

• Workspace: Your company or personal space
• Spaces: Large categories like Work, Personal, Clients, or School
• Folders: Themes such as Projects, Meetings, Documentation
• Lists: Specific projects or topics under each folder

Mirror what you already use in Apple Notes or OneNote (notebooks, sections, and pages) so your move into ClickUp feels natural.

Create Spaces for Each Major Area

1. Create a Work space for professional notes.
2. Create a Personal space for life admin, learning, or hobbies.
3. Add optional Client or School spaces if you need stronger separation.

Each space becomes the home for related ClickUp docs, tasks, and reference material.

Step 2: Rebuild Notebooks as ClickUp Docs

Apple Notes organizes information in folders, while OneNote uses notebooks and sections. You can recreate both structures with ClickUp Docs.

Turn Major Topics Into ClickUp Docs

Identify your biggest existing notebooks or folders, such as:

• Project plans
• Meeting notes
• Research collections
• Personal journal or learning notes

Then, in each relevant space:

1. Create a new Doc for each major topic.
2. Name each Doc clearly, for example: “Client A – Strategy Notes” or “Marketing Ideas 2026”.
3. Use headings inside each Doc similar to OneNote sections or Apple Notes subfolders.

Use ClickUp Headings to Replace Subpages

Instead of scattering many tiny notes, group related content inside one Doc and break it up with headings:

• H1: High-level topic, like the notebook name
• H2: Major sections, like projects or months
• H3: Individual meetings, ideas, or sessions

This structure keeps ClickUp Docs fast to browse and reduces the number of disconnected notes.

Step 3: Convert Notes Into ClickUp Tasks

Apple Notes and OneNote are great for writing, but action items can get buried. In ClickUp, the key is to convert decisions and next steps into tasks.

Extract Action Items From Old Notes

Review your old notes from Apple Notes or OneNote and list all clear action items. For each one, add a task in the correct space and list.

When you create a task in ClickUp, include:

• Title: Short and specific action
• Description: Context copied from the original note
• Due date: When it needs to be done
• Assignee: You or the teammate responsible

Link Docs and Tasks Inside ClickUp

To keep context and action together:

• Paste task links inside related Docs.
• Add Doc links inside task descriptions for deeper details.
• Use comments to mention teammates and share decisions.

This turns ClickUp into a live system where notes and tasks continuously support each other.

Step 4: Organize Daily Notes in ClickUp

Apple Notes and OneNote users often rely on daily logs. You can recreate and improve that workflow inside ClickUp.

Build a Daily Notes Doc in ClickUp

Create a single Doc called “Daily Notes” or “Work Journal” and add dated sections:

• Use an H2 heading for each date.
• Capture meeting points, quick ideas, and rough to-dos under the date.
• Highlight anything that needs to become a task.

At the end of the day, convert the highlighted lines into ClickUp tasks and assign due dates so nothing stays buried.

Create a Meeting Notes Template in ClickUp

Instead of manually formatting every time, set up a reusable meeting note template:

• Meeting title
• Date and attendees
• Agenda
• Key discussion points
• Decisions
• Action items

Use the same layout for each meeting Doc and connect it to tasks for follow-up.

Step 5: Make ClickUp Notes Easy to Find

Efficient search is one of the big advantages you gain when moving from Apple Notes or OneNote into ClickUp.

Use Tags and Clear Names in ClickUp

Keep your system consistent by:

• Naming Docs with project, client, or topic first.
• Adding tags or keywords inside headings for quick scanning.
• Using similar naming patterns for related Docs and tasks.

This makes ClickUp search far more effective across Docs, tasks, and comments.

Pin Important Docs in ClickUp

For notes you access every day, such as team handbooks or ongoing project plans, pin those Docs so they are always a click away.

• Pin your main “Daily Notes” Doc.
• Pin active project overview Docs.
• Unpin old Docs once a project is complete.

Step 6: Collaborate on Notes in ClickUp

Unlike basic note tools, ClickUp lets teams edit, comment, and assign work directly from shared notes.

Share ClickUp Docs With Your Team

Decide who should see which notes:

• Keep private Docs for personal planning.
• Share project Docs with your whole team.
• Use comments instead of email for questions and feedback.

Assign tasks directly from shared Docs to make sure decisions lead to action.

Replace Email Threads With ClickUp Comments

When you would normally send a long email, add a comment on the relevant Doc or task instead:

• Mention teammates using @ mentions.
• Attach files where they are needed.
• Track decisions in one central place.

This keeps your communication connected to the actual work instead of scattered across inboxes.

Step 7: Review and Improve Your ClickUp Notes System

Once you have recreated your Apple Notes or OneNote structure inside ClickUp, spend a few minutes each week tuning it.

Run a Weekly Review Inside ClickUp

During a short review session:

• Scan your Daily Notes Doc for unconverted action items.
• Archive or close finished tasks linked to notes.
• Move outdated Docs into an Archive folder.

This keeps your ClickUp workspace light and focused on current work.

Get Expert Help Optimizing ClickUp

If you want a fully designed system that connects ClickUp with your broader workflow, you can work with a specialist partner such as Consultevo to refine structure, automation, and documentation.

Next Steps

By thoughtfully recreating your Apple Notes or OneNote setup inside ClickUp, you gain a centralized, action-focused workspace where notes, tasks, and collaboration all live together. Start by designing your structure, converting existing notes, and building a simple daily routine, then gradually refine your ClickUp setup as your projects and team grow.

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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