How to Use ClickUp as a Pipefy Alternative

ClickUp can fully replace Pipefy for managing workflows, projects, and process automation when you know how to configure it properly. This step-by-step guide will walk you through setting up a workspace, building customized pipelines, and using powerful views and automations to streamline your operations.

This how-to article is based on the comparison insights in the Pipefy alternatives guide, then translated into a practical setup process you can follow.

Why Choose ClickUp Over Pipefy

Before you start configuring your system, it helps to understand why ClickUp works well as a Pipefy replacement.

• All-in-one work hub that combines projects, tasks, docs, whiteboards, and dashboards.
• Rich task management with custom fields, subtasks, dependencies, and priorities.
• Flexible workflow views including List, Board (Kanban), Calendar, Gantt, and more.
• Automations to reduce manual work and improve consistency.
• Scalable structure for teams of any size and across departments.

With the right setup, you can model the same process pipes you used in Pipefy while benefiting from a broader work platform.

Step 1: Structure Your Workspace in ClickUp

Your first task is to build a structure that mirrors your existing process or pipe structure.

Plan Your Hierarchy in ClickUp

ClickUp organizes work using a clear hierarchy. Use it to represent departments, processes, and pipelines.

1. Workspace: Main environment for your company or organization.
2. Spaces: High-level areas such as Operations, Sales, HR, or Product.
3. Folders: Group related processes, like “Onboarding” or “Order Management”.
4. Lists: Individual workflows or pipelines where tasks move through stages.

For example, if you used Pipefy for purchase approvals, create a Space called “Finance”, a Folder named “Purchasing”, and a List called “Purchase Requests” in ClickUp.

Create a New Space in ClickUp

1. Open your account and go to the left sidebar.
2. Click the + icon to create a new Space.
3. Name it after your team or department.
4. Choose who can access the Space and set permissions.
5. Select features you want, such as tasks, docs, dashboards, and automations.

This Space becomes the home for your processes and pipelines.

Step 2: Build Workflow Pipelines in ClickUp

Next, you will transform your processes into Lists and stages that behave like Pipefy pipes.

Create Lists and Stages in ClickUp

1. Inside your new Space, create a Folder for a group of related workflows.
2. Within that Folder, create a List for each pipeline (e.g., “Client Onboarding”, “Bug Intake”).
3. Switch the List to Board view to see tasks as cards in columns.
4. Define columns to match your stages (e.g., “New”, “In Review”, “Approved”, “Completed”).

Each task you create in this List will move across stages, giving you a familiar visual pipeline experience.

Customize Statuses in ClickUp

Statuses act like phases in a pipe. Configure them to align with your process.

1. Open the List settings menu.
2. Select Statuses.
3. Add, rename, or delete statuses to match your workflow.
4. Pick colors that make each phase easy to identify at a glance.

Your List now behaves like a pipe with clear, trackable stages.

Step 3: Configure Fields and Forms in ClickUp

To capture structured data similar to Pipefy forms, you will use custom fields and forms.

Use Custom Fields in ClickUp

Custom fields allow you to store consistent information for each task.

1. Open your List and click on + Add Column or the custom field option.
2. Choose field types like text, dropdown, number, date, or email.
3. Create fields for data you require, such as “Request Type”, “Priority”, or “Budget”.
4. Make certain fields mandatory by creating procedures and templates your team must follow.

These fields replace fixed Pipefy form fields, but in a more flexible way.

Create Forms in ClickUp

Forms can intake requests or tickets and convert them into tasks.

1. In your List, click + View and choose Form.
2. Drag and drop custom fields into the Form layout.
3. Set field labels and help text so submitters know what to provide.
4. Configure form settings, such as default assignee, status on creation, and notifications.
5. Share the form URL or embed it in your intranet or website.

Each form submission becomes a task in your List, automatically placed in the first status of your pipeline.

Step 4: Automate Your Processes in ClickUp

Automations in ClickUp help you reduce manual work that often occurs in process tools.

Set Up Basic Automations in ClickUp

1. Open the List where you want automation.
2. Click on the Automate or Automation button.
3. Choose a template automation or create a custom one.
4. Configure a trigger, such as “When status changes” or “When a task is created”.
5. Define actions, like “assign to”, “change priority”, or “post a comment”.

A simple example: when a request moves to “In Review”, automatically assign it to a reviewer and change the priority to High.

Use Advanced Automations in ClickUp

You can stack multiple conditions and actions for more complex workflows.

• Route tasks based on custom field values.
• Notify channel members when a specific phase is reached.
• Auto-tag tasks by type or department for easier reporting.

This level of automation helps you match and often exceed what you configured in other process management tools.

Step 5: Manage Work with ClickUp Views

One of the strengths of ClickUp is the ability to switch between views without changing the underlying data.

Key Views to Activate in ClickUp

• List view: Best for detailed task tables and filtering.
• Board view: Ideal for Kanban-style pipelines and drag-and-drop stages.
• Calendar view: Useful for due-date driven work and scheduling.
• Gantt view: Perfect for project timelines and dependencies.
• Dashboard view: Aggregates data across multiple Lists and Spaces.

Use filtering and grouping in each view to focus on a single owner, department, or priority level.

Step 6: Collaborate and Report in ClickUp

Beyond pipelines, you can run meetings, share updates, and visualize performance inside the same platform.

Improve Collaboration in ClickUp

• Mention teammates in comments using @ mentions.
• Use task watchers to keep stakeholders informed.
• Attach documents, screenshots, and links directly to tasks.
• Create Docs in the same Space to document your process or SOPs.

By keeping all context in one place, your team avoids scattered communication across tools.

Build Dashboards in ClickUp

Dashboards allow you to report on your pipelines in real time.

1. Create a new Dashboard from the sidebar.
2. Add widgets for task lists, charts, and workload views.
3. Filter by Space, Folder, or List that represents your processes.
4. Share dashboards with leaders or clients for transparent reporting.

You can track metrics such as tasks by status, cycle time, and overdue items, all based on the same data driving your workflows.

Step 7: Optimize and Scale with ClickUp

Once your first process is running smoothly, you can replicate best practices across teams.

Create Templates in ClickUp

Templates help you standardize processes and launch new pipelines quickly.

1. Open a well-configured List or task.
2. Save it as a Template from the settings menu.
3. Name the template clearly, such as “Client Onboarding Pipeline”.
4. Re-use this template for new clients, projects, or teams.

By templating your structure, fields, and automations, you reduce setup time and maintain consistency.

Refine Your Setup Using ClickUp Insights

Use analytics from views and dashboards to improve your process.

• Identify bottlenecks where tasks stay in one status too long.
• Adjust automations to remove repetitive manual steps.
• Update custom fields so you capture better, more actionable data.

Regular iteration turns your workspace into a powerful operations engine.

Next Steps and Additional Resources

With these steps, you can configure ClickUp to function as a complete Pipefy alternative for structured workflows and process management. Continue exploring views, advanced automations, and cross-team collaboration to get the most value out of the platform.

For more strategic guidance on implementing and scaling modern work management systems, you can also visit Consultevo for additional resources and consulting support.

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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