How to Track Multiple Projects in ClickUp

Managing several projects at once can feel chaotic, but ClickUp gives you a structured way to see everything in one place, keep teams aligned, and avoid missed deadlines. This how-to guide walks you step by step through setting up reliable multiple-project tracking.

Why Use ClickUp for Multiple Project Tracking

Tracking several initiatives across teams, clients, and departments becomes complex without a single source of truth. Using ClickUp, you can:

• Standardize processes with reusable templates
• See every project’s status at a glance
• Spot risks and delays early
• Report on progress for stakeholders quickly

The following steps show how to configure Spaces, Lists, views, and dashboards so your work is always visible and under control.

Step 1: Plan Your Workspace Structure in ClickUp

Before you start tracking projects, design a clear hierarchy. This reduces confusion and keeps work organized as you scale.

Choose the Right ClickUp Hierarchy

A simple structure for multiple project tracking can look like this:

• Workspace: Your company or organization
• Space: A department, client group, or portfolio
• Folder: A program or major category of projects
• List: An individual project or workstream
• Task: A specific piece of work within a project
• Subtask: More detailed steps inside tasks when needed

For example, you might have a “Client Projects” Space, folders for each client portfolio, and lists for each live project.

Standardize Project Lists in ClickUp

Make sure every project list uses a similar setup so reports and dashboards stay consistent. Decide on:

• Required custom fields (budget, owner, priority, risk level)
• Statuses that reflect your full project lifecycle
• Views you will use across all projects (Board, List, Timeline, Gantt)

Once your model project list is defined, you are ready to create templates.

Step 2: Create a Multiple Project Template in ClickUp

Templates are the foundation of scalable multiple project tracking. Creating one solid template lets you spin up new projects in seconds with consistent structure.

How to Build a Reusable Project Template in ClickUp

1. Set up a master project list

   Create a new list called something like “Master Project Template.” Add sample tasks that represent typical phases and deliverables.

2. Configure project statuses

   Define clear statuses such as: Backlog, Planned, In Progress, Blocked, In Review, Complete. Apply them at the list level so every new project follows the same flow.

3. Add custom fields

   Common custom fields for multiple project tracking in ClickUp include:

   • Project Owner (people field)
   • Client or Department (dropdown)
   • Start Date / End Date
   • Budget or Estimated Hours (number field)
   • Risk Level (dropdown)
4. Design key views

   Inside the same list, add views that help you track delivery:

   • List View for detailed task management
   • Board View for status-based visual workflow
   • Gantt View for schedules and dependencies
   • Calendar or Timeline View for date-focused planning
5. Save as a ClickUp template

   Open the list settings and choose to save it as a template. Include:

   • Statuses
   • Views
   • Custom fields
   • Task structure (optionally with assignees and dates)

Now, every time you start a new initiative, you can apply this template and have a ready-made project board.

Step 3: Launch New Projects from Your ClickUp Template

Once the template is built, creating and tracking new projects becomes a repeatable process.

Start a New Project in ClickUp

1. Create a new list

   Inside the correct folder or space, create a list for your project (for example, “Website Redesign Q3”).

2. Apply your project template

   When prompted, or from the list settings, choose your saved template. ClickUp will automatically add your standard tasks, custom fields, and views.

3. Fill in project details

   Update the project-specific information:

   • Project owner and main stakeholders
   • Client, region, or department
   • Target start and end dates
   • Budget, estimated hours, or scope notes
4. Adjust tasks and subtasks

   Remove or add steps as needed for the specific project while preserving the overall structure.

Repeat these steps for every new project to keep your workspace consistent and easy to report on.

Step 4: Track Multiple Projects with ClickUp Views

Once several projects are live, you need portfolio-level visibility. Use higher-level views to monitor performance across lists.

Use ClickUp List and Board Views for Portfolios

At the folder or space level, create views that pull in tasks from multiple project lists:

• Portfolio List View showing all projects with key fields like owner, status, and end date
• Portfolio Board View grouped by status or project owner to quickly see workload and bottlenecks
• Filtered views for specific clients, teams, or time periods

These higher-level views let you compare progress across initiatives instead of opening each project individually.

Visualize Schedules with ClickUp Gantt and Timeline

To coordinate multi-project schedules:

• Use a Gantt View at the folder or space level to show overlapping project timelines
• Set dependencies between tasks and milestones across lists where workflows are connected
• Identify resource conflicts early when tasks from different projects collide on the same dates

This makes it easier to negotiate trade-offs and adjust workloads before issues escalate.

Step 5: Build Multi-Project Dashboards in ClickUp

Dashboards give you a central command center for everything in flight. You can track KPIs, workloads, and deadlines across your entire portfolio.

Set Up a ClickUp Portfolio Dashboard

1. Create a new dashboard

   Name it something like “Company Portfolio Overview” or “Client Projects Dashboard.”

2. Add widgets for key metrics

   Useful widgets for multiple project tracking include:

   • Task list widgets filtered by space, folder, or project tags
   • Pie charts showing tasks by status or owner
   • Bar charts for tasks by project or priority
   • Number widgets for total active projects, overdue tasks, or completed milestones
3. Connect relevant locations

   Scope each widget to the spaces, folders, or project lists you want to track. With ClickUp you can mix data from different teams in one dashboard.

4. Share with stakeholders

   Give leaders, clients, and project managers access so they can see real-time progress without needing to open individual lists.

Once configured, your dashboard becomes the first place you check for project health each day.

Best Practices for Multiple Project Tracking in ClickUp

To keep your setup running smoothly as your workload grows, follow these habits.

• Keep statuses clean: Archive or close completed projects and avoid unnecessary custom statuses.
• Use custom fields consistently: Apply the same fields across projects so reports and filters stay reliable.
• Review dashboards regularly: Schedule weekly reviews to update statuses and remove outdated widgets.
• Train your team: Make sure everyone understands how to use the template, update fields, and follow workflows in ClickUp.

Resources for Getting More from ClickUp

For more detailed examples of multiple project tracking templates, see the original guide on the ClickUp blog about multiple project tracking templates.

If you want expert help optimizing your work management setup and documentation, you can also visit Consultevo for implementation and workflow consulting services.

With a clear structure, a solid template, and a well-designed portfolio dashboard, you can use ClickUp to manage multiple projects with confidence, keep every stakeholder informed, and deliver consistently on time.