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ClickUp PI Planning Guide

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How to Run Remote PI Planning in ClickUp

ClickUp can power your entire remote PI planning workflow, from capturing product vision to tracking sprint execution, using a structure similar to popular Miro templates for PI planning.

This guide walks you through a practical, step-by-step process to recreate the value of the Miro PI planning templates inside ClickUp so distributed agile teams can stay aligned and deliver predictable results.

Why Use ClickUp for PI Planning

PI (Program Increment) planning is the heartbeat of scaled agile teams. You need a workspace that brings strategy, execution, and collaboration together in one place.

Using ClickUp for PI planning helps you:

  • Centralize program vision, objectives, and dependencies
  • Collaborate in real time with distributed teams
  • Visualize capacity, risks, and program boards
  • Track progress from planning through delivery

The structure below mirrors the flow of Miro PI planning templates while leveraging native ClickUp features like views, custom fields, and docs.

Step 1: Set Up a ClickUp Space for PI Planning

Begin by creating a dedicated Space to keep all PI artifacts together.

  1. Create a new Space named, for example, “PI Planning – Release X”.

  2. Add Folders to mirror key PI areas:

    • Product Vision & Backlog
    • Program Board
    • Team Plans
    • Risks & Dependencies

  3. Invite all agile teams, product owners, and stakeholders to the Space so everyone can collaborate in real time.

Recommended ClickUp Views for Your Space

Within the Space, create multiple views to simulate Miro-like canvases:

  • Board View for visual planning and grouping by status or team
  • List View for detailed backlog and capacity planning
  • Timeline or Gantt View for sequencing features across the PI
  • Calendar View for important PI events and milestones

Step 2: Capture Product Vision and Roadmap in ClickUp

Before teams start planning, clarify the strategic context. Miro templates often include vision and roadmap sections; you can reproduce these in ClickUp Docs and tasks.

  1. Create a ClickUp Doc titled “PI Vision & Goals”.

  2. Structure the doc with sections:

    • Product Vision
    • Business Goals for the PI
    • Key Metrics and Success Criteria
    • Major Themes or Epics

  3. Link this doc to relevant Lists and tasks so teams can reference it while planning.

Next, convert your high-level roadmap items into tasks or epics inside the Product Vision & Backlog Folder. Use custom fields in ClickUp to flag:

  • Epic / Feature type
  • Business value
  • Target PI
  • Priority

Step 3: Build a Program Board in ClickUp

Miro PI planning templates emphasize a program board showing features, teams, and dependencies. You can model this board with ClickUp tasks and Board View.

  1. Create a List named “Program Board – PI 1”.

  2. Add tasks for each major feature or epic planned for the PI.

  3. Configure custom fields such as:

    • Owning Team
    • Target Sprint / Iteration
    • Dependency (linked task)
    • Risk Level

  4. Switch to Board View and group by “Target Sprint” or “Owning Team” to visualize how work is spread across the PI.

Visualizing Dependencies in ClickUp

To mirror dependency lines you might draw in Miro, use ClickUp task relationships.

  1. Open a feature task on the program board.

  2. Use task relationships to mark it as:

    • “Blocked by” another task
    • “Blocking” another team’s work

  3. Filter or sort by dependencies to highlight cross-team impacts.

This creates a dynamic, always up-to-date program board without manual diagram updates.

Step 4: Create Team Planning Boards in ClickUp

Each agile team needs its own planning board resembling the team areas on a Miro PI planning canvas. Create separate Lists for each team under the Team Plans Folder.

  1. Create a List per team, for example “Team A – PI 1 Plan”.

  2. For each team List, set up:

    • Board View grouped by sprint or status
    • List View with effort, capacity, and priority columns

  3. Copy relevant features from the program board into team Lists or link them as parent tasks.

Manage Capacity and Load in ClickUp

Use custom fields and filters to balance work across the PI:

  • “Story Points” or “Estimated Hours” custom field
  • Filters by assignee or sprint to see load
  • Workload or timeline views to detect over-allocation

This structure gives each team a focused planning area while staying synchronized with the central program board in ClickUp.

Step 5: Track Risks and ROAM in ClickUp

PI planning workshops often use a ROAM board (Resolved, Owned, Accepted, Mitigated). Miro templates handle this visually; you can implement the same pattern as a dedicated List in ClickUp.

  1. Create a List named “PI Risks & ROAM”.

  2. Add tasks for each identified risk with fields for:

    • Risk Owner
    • Impact
    • Likelihood
    • Linked features or teams

  3. Create statuses or a dropdown custom field for ROAM categories:

    • Resolved
    • Owned
    • Accepted
    • Mitigated

  4. Use Board View grouped by ROAM category to visualize how risk posture evolves across the PI.

Step 6: Facilitate the Remote PI Event in ClickUp

During the actual planning sessions, ClickUp becomes the shared workspace where everyone collaborates.

  • Use Docs to share the agenda and collaboration rules.
  • Pin the PI Vision Doc to the Space sidebar for quick access.
  • Screen share program and team boards so participants can follow along.
  • Encourage teams to update estimates, links, and dependencies live.

You can also use comments, @mentions, and real-time editing in ClickUp Docs to capture decisions, questions, and action items as they happen.

Align on Objectives and Confidence

At the end of planning, record PI objectives and confidence votes.

  1. Create a List “PI Objectives – PI 1”.

  2. Add tasks for each committed objective and stretch objective.

  3. Use a custom field for “Confidence Vote” (e.g., 1–5 scale) and update it after team voting.

Step 7: Execute and Inspect the PI in ClickUp

After planning, the same ClickUp setup supports execution, tracking, and inspect-and-adapt workshops.

  • Teams run sprints directly from their Lists and boards.
  • Program managers watch cross-team progress on the program board.
  • Risks and dependencies remain visible and updated.

Use dashboards in ClickUp to bring together widgets for:

  • Burndown or burnup charts per team
  • Progress by epic or feature
  • Open risks by impact level
  • Blocked items and dependencies

Tips to Improve Your ClickUp PI Planning Setup

To refine your system over multiple increments, consider:

  • Standardizing templates for PI Spaces, Lists, and Docs
  • Reusing a baseline program board from one PI to the next
  • Automating status changes or notifications for key events
  • Training teams on consistent use of custom fields and relationships

You can also explore expert agile and tooling guidance from specialists such as Consultevo to improve your scaled agile workflows and governance.

Next Steps

By mirroring the structure of Miro PI planning templates inside ClickUp, you create a single source of truth that spans discovery, planning, execution, and learning. Start with one PI, capture feedback from teams, and refine your Space, Lists, and views until the setup fits your organization’s way of working.

Over time, this approach helps you turn every PI planning event into a repeatable, data-driven process managed end to end in ClickUp.

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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