How to Use ClickUp for Product Management
ClickUp can serve as a complete product management hub, helping teams plan roadmaps, run sprints, track launches, and collaborate in one place. This step-by-step guide shows you how to set up a robust product workflow using features inspired by top product management tools.
The walkthrough below is based on best practices and structures highlighted in the ClickUp product management tools guide, adapted into a clear how-to format you can follow today.
Why Use ClickUp for Product Management
Before setting up your workspace, it helps to understand what makes ClickUp a strong choice for product teams.
- Centralized hub for strategy, execution, and documentation
- Customizable views for backlogs, roadmaps, and sprints
- Real-time collaboration with comments and assignments
- Templates to speed up planning and launches
- Reporting and dashboards for stakeholders
With the right structure, you can replace multiple disconnected product management tools with a single platform.
Step 1: Structure Your Workspace in ClickUp
Start by designing a hierarchy that reflects how your product organization works. A clear structure makes it easier to adopt new views and automation later.
Set Up Product Spaces in ClickUp
Create a dedicated Space for your product team. Within that Space, define Folders that map to major workflows.
- Product Discovery: research, interviews, and opportunity assessments
- Product Roadmap: initiatives, epics, and themes
- Backlog & Sprints: stories, tasks, and bugs
- Releases & Launches: release planning and GTM work
- Feedback & Support: user requests and escalations
Inside each Folder, create Lists for more granular categories (for example, by product line, component, or quarter).
Define Custom Fields and Statuses in ClickUp
Custom Fields and custom statuses let you model your exact product process.
Add Custom Fields such as:
- Impact score (1–5)
- Effort estimate (S, M, L, XL or story points)
- Target release (version or date)
- Customer segment
- Epic or theme
Then configure statuses to match your workflow, for example:
- Idea → Discovery → Validating → Ready for Dev → In Progress → In Review → Released
This allows your ClickUp views to reflect where each initiative stands at a glance.
Step 2: Build a Product Roadmap in ClickUp
A clear roadmap connects strategy to execution. Use ClickUp to capture initiatives and visualize them over time.
Create a Roadmap List
In your Roadmap Folder, create a List for your current planning horizon, such as “2025 Product Roadmap”. Each task in this List represents an initiative, epic, or theme.
For each roadmap item, include:
- Goal or outcome statement
- Linked customer problems
- Custom Fields for priority, impact, effort, and target quarter
- Dependencies on other initiatives
Use ClickUp Views for Roadmapping
ClickUp offers multiple views that suit roadmap planning:
- Gantt View: show initiatives across a timeline with start and due dates
- Board View: group initiatives by quarter, theme, or status
- List View: sort and filter by priority, impact, or owner
Switch between views as you refine priorities and share updates with stakeholders.
Step 3: Manage Product Backlogs and Sprints in ClickUp
Once you have a roadmap, use ClickUp to manage the backlog and run sprints that deliver on those initiatives.
Design a Backlog System in ClickUp
Create a Backlog List that collects all stories, tasks, and bugs. Link each item to its parent epic using relationships or Custom Fields.
Use the following practices:
- Tag tasks with “bug”, “feature”, or “tech debt”
- Store acceptance criteria in task descriptions or checklists
- Attach user research or feedback to provide context
During refinement, sort by impact, effort, and dependencies to prepare work for upcoming sprints.
Run Agile Sprints in ClickUp
Set up Sprint Lists or use a dedicated Sprint folder. For each sprint:
- Create a new List named by iteration, such as “Sprint 12”
- Move or link refined backlog items into this sprint
- Confirm estimates and capacity with the team
- Use Board View to visualize work by status
Throughout the sprint, update statuses and log time if your team tracks capacity. Use burndown-style reporting or task counts to monitor progress.
Step 4: Coordinate Releases and Launches with ClickUp
Releases often include cross-functional work. Use ClickUp to coordinate engineering, marketing, sales, and support activities in one plan.
Create Release Plans in ClickUp
In your Releases & Launches Folder, create a List for each major version or launch. For example, “v2.0 Launch”.
Within each List:
- Create tasks for technical milestones, QA, and deployment
- Add tasks for enablement, documentation, and campaigns
- Assign owners and due dates across teams
- Use dependencies so launch tasks only start when prerequisites are complete
Use Calendar or Gantt View to see all launch-related deadlines in one place.
Standardize with ClickUp Templates
Once you have a solid launch workflow, convert it into a task List template. Then, for each future release:
- Apply the template to create a new launch List
- Adjust dates and owners
- Update scope for that specific release
This keeps your launch process consistent and repeatable.
Step 5: Capture Feedback and Research in ClickUp
Continuous discovery keeps your roadmap aligned with customer needs. Make ClickUp the central place to store feedback and research insights.
Organize Customer Feedback
Create a Feedback List where each task represents:
- A customer request
- A support escalation
- A feature idea from sales or success
Tag feedback by product area and customer segment. Link these tasks to roadmap epics or backlog items so decisions are traceable.
Store Research and Discovery Artifacts
Use Docs or tasks in ClickUp to store:
- Interview notes
- Usability findings
- Problem framing documents
- Opportunity solution trees
Attach these Docs to relevant roadmap items, giving engineers and stakeholders direct access to the research behind decisions.
Step 6: Collaborate and Report in ClickUp
Strong collaboration and transparent reporting are core advantages of using a single platform.
Improve Team Collaboration in ClickUp
Use collaboration features effectively:
- Mention teammates with
@in comments for quick responses - Assign comments when a specific follow-up is required
- Use task watchers so stakeholders stay informed without meetings
Encourage teams to centralize discussions in ClickUp tasks instead of scattered chats or emails.
Build Dashboards for Stakeholders
Create dashboards that summarize product health:
- Roadmap progress by initiative
- Sprint completion and velocity trends
- Release readiness status
- Open bugs by severity
Use charts, widgets, and filtered views so leadership can check status without interrupting the team.
Step 7: Continuously Improve Your ClickUp Setup
Treat your workspace as a living system. Review and improve it as your product organization grows.
- Retire unused Lists and fields regularly
- Refine statuses if you see frequent bottlenecks
- Automate repetitive steps like status changes or assignments
- Update templates when you refine your launch or sprint process
Periodic reviews keep your ClickUp setup lean, fast, and aligned with your evolving workflow.
Next Steps
Using the structure above, you can turn ClickUp into a complete product operating system—from discovery to delivery and beyond. If you want additional help designing scalable product operations, you can also explore specialist consulting services such as Consultevo to optimize your broader tooling and processes.
Start with one area, like roadmapping or sprints, and gradually expand your ClickUp usage across discovery, releases, and reporting. This incremental approach lets your team adopt new workflows smoothly while gaining the benefits of a unified product management platform.
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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