How to Use ClickUp Productivity Templates Step by Step
ClickUp offers flexible productivity templates that help you quickly organize projects, streamline workflows, and keep every task visible in one place without starting from scratch.
This how-to guide walks you through choosing, customizing, and optimizing productivity templates so you can manage work more efficiently and collaborate better with your team.
Why Use ClickUp Productivity Templates
Productivity templates give you ready-made structures for planning and tracking work. Instead of building every space, folder, or list manually, you can apply a template and adjust it to match your process.
Based on the productivity templates overview from the ClickUp blog, templates help you:
- Standardize how projects are organized
- Save time on repetitive setup work
- Keep teams aligned on status and priorities
- Turn best practices into reusable systems
Understanding ClickUp Template Types
Before you start, it helps to understand the main ways templates can be used inside the platform.
Space and Folder Templates in ClickUp
Space and folder templates are ideal for organizing large areas of work such as departments, clients, or big projects.
You can use them to:
- Set up a common structure for different teams
- Organize recurring client or product work
- Create consistent reporting and documentation areas
List and Task Templates in ClickUp
List and task templates are best for structured workflows and checklists that repeat often.
Typical examples include:
- Marketing campaign lists with preset statuses and custom fields
- Product launch checklists with subtasks and dependencies
- Content production pipelines that move from idea to published
View and Doc Templates in ClickUp
View and document templates help you present information in the clearest way for your team.
- Board and List views tuned for specific workflows
- Dashboards for visual reporting on productivity
- Doc templates for meeting notes, briefs, and SOPs
How to Find and Apply a ClickUp Template
Follow these steps to quickly set up a productivity template.
Step 1: Access the Template Center in ClickUp
- Open your workspace.
- Navigate to the area where you want to add structure (Space, Folder, or List).
- Look for the option to add or browse templates from the template library.
The Template Center lets you search by category, such as project management, marketing, or personal productivity.
Step 2: Choose the Right ClickUp Productivity Template
When browsing templates, focus on the problem you want to solve rather than starting completely blank.
Common use cases include:
- Daily and weekly planning systems
- Team project pipelines and sprints
- Goal tracking and OKR frameworks
- Documentation hubs and knowledge bases
Preview the template to see its lists, statuses, fields, and views before you apply it.
Step 3: Apply the Template to Your Workspace
- Click the option to use or apply the template.
- Choose where to add it: an existing Space, Folder, or List, or a new one.
- Decide whether to include example tasks, due dates, and assignees, or only structure.
- Confirm to create the new area from the template.
Within seconds, you will have a structured workspace ready to customize.
Customizing ClickUp Productivity Templates
Once your template is in place, you can adapt it to your exact process.
Adjust Task Statuses and Custom Fields
Statuses and fields are at the core of how work moves through your system.
- Rename statuses to match your real workflow stages.
- Add or remove statuses to simplify or expand the process.
- Create custom fields for priorities, owners, estimates, or client data.
Aligning these elements with your actual work increases clarity and reporting accuracy.
Refine Views in Your ClickUp Template
Templates often include multiple views such as List, Board, Calendar, or Gantt. Tailor these to your needs.
- Reorder or hide views that are not useful for your team.
- Add filters to show only active or high-priority tasks.
- Use grouping and sorting to highlight ownership, status, or due dates.
The goal is to make it easy for each role to see exactly what matters to them.
Create Reusable Task and Subtask Structures
For repeated workflows, turn detailed task structures into templates themselves.
- Build a task with all relevant subtasks, checklists, and attachments.
- Convert it into a task template inside ClickUp.
- Apply the template every time you start a similar piece of work.
This keeps quality high and reduces the chance of missing critical steps.
Best Practices for Managing ClickUp Templates Over Time
Templates work best when they evolve with your team and remain easy to use.
Standardize Naming and Organization
To avoid confusion as your workspace grows, define clear naming rules.
- Use descriptive names for templates (for example, “Client Onboarding – Standard”).
- Group similar templates into categories or dedicated folders.
- Document when to use each template in a central guide.
Review and Improve ClickUp Templates Regularly
As your processes change, update your templates so they stay helpful.
- Schedule periodic reviews of key project and productivity templates.
- Gather feedback from team members on what works and what does not.
- Refine fields, statuses, and views based on real usage.
This continuous improvement approach prevents outdated structures from slowing people down.
Train Your Team on ClickUp Template Usage
Templates only deliver value when everyone knows how to use them correctly.
- Run short onboarding sessions for new hires.
- Record walkthrough videos of your main templates.
- Create written SOPs inside Docs linked directly from your templates.
Consistent training makes your workspace predictable and easier to scale.
Combining ClickUp Templates With Expert Guidance
Productivity tools are most powerful when paired with clear processes and coaching. If you want strategic help designing scalable workflows, you can partner with specialists who know how to architect workspaces for growth.
For example, Consultevo provides consulting and implementation services that help teams align their structure, automations, and reporting across complex projects.
Next Steps to Master ClickUp Productivity Templates
Using productivity templates effectively is an ongoing process of testing and refinement. To keep improving:
- Start with a proven template that fits your use case.
- Customize it to reflect how your team really works.
- Measure results through clear views and dashboards.
- Iterate as you learn what drives productivity and focus.
By building reliable systems with carefully designed templates, you turn one-off wins into repeatable success and ensure your workspace supports every member of your team.
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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