How to Use ClickUp Otto AI Agents
ClickUp Otto AI agents help you plan work, automate tasks, and connect tools in one place so your team can move faster with reliable, tailored workflows.
This step-by-step guide walks you through how Otto works and how to start using AI agents inside your workspace to support everyday work, from task management to reporting.
What Are ClickUp Otto AI Agents?
Otto is a family of AI agents built into the platform to handle common workflows across projects, documents, and reporting. These agents can understand your data, follow instructions, and automate multi-step processes.
With Otto you can:
- Summarize work and surface project insights
- Generate content and documentation from real task data
- Automate repetitive workflows and updates
- Connect tools and keep information in sync
Each agent is designed for a specific type of work and can coordinate with others as your processes grow more advanced.
Core ClickUp Otto Agents You Can Use
Otto currently includes several specialized agents you can turn to for day-to-day work.
Otto for Planning and Project Work
This agent focuses on understanding your Spaces, Folders, and Lists to help you plan and execute work. It can:
- Review open tasks and milestones
- Summarize project health and risks
- Suggest priorities and next steps
- Create new tasks or update existing ones based on guidance
Because it works on top of your existing structure, it can quickly align with how your team already organizes projects.
Otto for Documents and Knowledge
This agent specializes in documents and knowledge management. It can:
- Draft specs, briefs, and meeting notes
- Turn messy notes into clear, structured docs
- Summarize long documents into bullet points
- Reference work data to keep docs aligned with reality
It is particularly useful when you need to move from raw information to polished, shareable content.
Otto for Reporting and Insights
Another agent focuses on reporting and visibility. It helps you:
- Explain trends across tasks and projects
- Identify bottlenecks in workflows
- Highlight overdue or blocked work
- Prepare status updates and summaries for stakeholders
Instead of building every report manually, you can ask this agent questions and get context-aware answers based on your workspace data.
How ClickUp Otto Understands Your Work
Otto does more than run prompts. It is designed to understand your environment safely and accurately.
Workspace-Aware Reasoning
The agents reason over:
- Tasks, lists, and project hierarchies
- Custom fields and workflows
- Documents and comments
- Relevant activity history
This allows them to give tailored answers that match how your team operates.
Secure and Private by Design
The Otto system was built with strong security standards. It offers:
- Enterprise-level privacy controls
- Role-based access aligned with your workspace permissions
- Clear boundaries around which data can be read
Agents only work with information they are allowed to see, mirroring your existing access settings.
Getting Started with ClickUp Otto Agents
You can start quickly by following a simple sequence.
Step 1: Review Supported Use Cases
Begin by learning which workflows each agent supports. Visit the official Otto overview at the ClickUp Otto AI agents page to see the most current capabilities and recommended scenarios.
Common starting points include:
- Daily task summaries
- Project status reports
- Drafting docs from tasks
- Automated updates and follow-ups
Step 2: Identify High-Impact Workflows
Next, choose one or two processes that would benefit most from automation or AI support, such as:
- Weekly status updates for leadership
- Converting meeting notes into action items
- Onboarding checklists and recurring workflows
Focusing on a narrow scope first helps you see value quickly and refine how you use the agents.
Step 3: Configure and Test Otto Agents
Once you know the workflows you want to improve, configure the relevant agents and test them with real work:
- Define the outcome you expect (for example, a concise project summary).
- Provide clear written instructions in natural language.
- Run the agent on a small set of tasks or docs.
- Review the output and refine your guidance.
You can repeat this loop until the agent reliably delivers what your team needs.
Step 4: Roll Out to Your Team
After testing, roll out Otto to more teammates:
- Document simple instructions for how and when to use each agent.
- Share example prompts or use cases.
- Collect feedback and iterate on your workflows.
This gradual rollout approach helps ensure adoption and avoids overwhelming users with too many options at once.
Best Practices for ClickUp Otto Prompts
How you ask for help significantly affects the quality of the results. Use these practices to get better outcomes from the agents.
Be Clear and Specific
When you write a prompt:
- State the goal (for example, “Create a 5-bullet summary of this project”).
- Mention the audience (executive, client, or team member).
- Set constraints (word count, tone, or format).
Specific prompts help the agent stay focused and reduce unnecessary revisions.
Ground Requests in Real Work Data
Whenever possible, ask Otto to rely on existing tasks, fields, or docs. Example ideas:
- Generate a summary of all overdue tasks in a given list.
- Draft a release note from completed tasks in the latest sprint.
- Turn a project doc into a clear checklist of next actions.
This keeps the results accurate and aligned with the reality of your workspace.
Optimizing ClickUp Otto for Teams
To make Otto part of your long-term operating system, treat it as a team member that needs clear responsibilities and feedback.
Standardize Agent-Backed Processes
Choose a few recurring workflows where Otto will always be used, such as:
- Creating first-draft project briefs
- Preparing weekly summaries for leadership
- Converting support issues into engineering tasks
Write a short playbook so everyone understands when to trigger the agent and how to review its work.
Monitor Impact and Iterate
Measure how Otto affects your team by tracking:
- Time saved on reporting and documentation
- Reduction in manual updates and follow-ups
- Improved visibility into active projects
Use this data to decide where to expand or refine agent usage over time.
Where to Learn More
For a deeper dive into how Otto AI agents work, capabilities, and latest updates, explore the official overview on the ClickUp Otto AI agents page.
If you need expert guidance on implementing AI and automation strategies alongside your work management platform, you can also consult specialists at Consultevo for tailored support and integration advice.
By starting with a few focused workflows, writing clear prompts, and building simple team playbooks, you can turn Otto into a reliable partner that helps your organization get more value from ClickUp every day.
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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