How to Build a Resource Breakdown Structure in ClickUp
Using ClickUp to create a clear resource breakdown structure helps you plan budgets, assign people and tools, and keep every project under control from day one.
This how-to guide walks you step by step through turning a traditional Resource Breakdown Structure (RBS) into a living, trackable system inside ClickUp so your team can actually use it—not just file it away.
What Is a Resource Breakdown Structure in ClickUp?
A resource breakdown structure is a hierarchical list of everything needed to deliver a project. Inside ClickUp, you can translate that hierarchy into spaces, lists, tasks, and views that make your resources easy to track and update.
Typical resource categories include:
- People and roles (project manager, designer, developer)
- Equipment and tools (laptops, testing devices, software licenses)
- Materials and consumables (printing, raw materials, supplies)
- Facilities and locations (offices, labs, meeting rooms)
- Budget and financial reserves
The source article on resource breakdown structures from ClickUp’s blog explains the core concepts; this guide focuses on how to put them into practice inside your workspace.
Step 1: Define Your Resource Hierarchy Before ClickUp Setup
Before you touch ClickUp, map the structure you want to manage. This prevents rework and messy projects later.
List All Resource Categories
Start with broad buckets, then go deeper.
- List every major resource type: people, equipment, software, materials, budget.
- Under each, add subcategories or roles. For example:
- People > Project Management > Project Manager
- People > Design > UX Designer
- Software > Design Tools > Figma License
- Note any constraints such as limited availability, special skills, or fixed budgets.
Set Attributes You Will Track in ClickUp
Decide which details you must see at a glance for each resource. Common attributes include:
- Hourly or daily cost
- Available hours per week
- Location or time zone
- Owner or manager
- Category and subcategory
These attributes will become Custom Fields in ClickUp.
Step 2: Create a Project Structure in ClickUp
Now you are ready to reflect the resource breakdown structure in ClickUp so it is consistent across projects.
Choose the Right Level for Your RBS in ClickUp
You can model your structure in several ways. A common configuration is:
- Space for a department or portfolio
- Folder for a client, product, or program
- List for an individual project or phase
For a dedicated resource breakdown setup, you can also create a separate Space called “Project Resources” where all resource lists live and are reused across other Spaces via relationships.
Set Up a Resource List in ClickUp
Inside your chosen Space or Folder:
- Create a new List called “Resource Breakdown” or “Project Resources”.
- Switch to Table View for a spreadsheet-like layout.
- Add sections or grouping by resource type (People, Equipment, Software, Materials, Budget).
This List becomes the backbone of your resource breakdown structure in ClickUp.
Step 3: Add Custom Fields for Resource Tracking in ClickUp
Custom Fields are where your RBS turns into a powerful project control tool.
Essential Custom Fields for Resources
Add these Custom Fields to your Resource Breakdown list in ClickUp:
- Resource Type (Dropdown: People, Software, Equipment, Materials, Facilities, Budget)
- Role / Item Name (Text)
- Owner (User field for accountable person)
- Cost Rate (Currency or Number per hour/day)
- Estimated Hours (Number)
- Total Cost (Formula: Cost Rate × Estimated Hours)
- Availability (Dropdown: Full-time, Part-time, Limited)
- Category (Dropdown for department or discipline)
With these fields, you can sort, filter, and report on every piece of your resource breakdown in ClickUp.
Optional Advanced Fields
If your projects are complex, add:
- Start Date / End Date to time-box usage
- Location / Time Zone for distributed teams
- Dependency to show when a resource is blocked
Step 4: Enter and Organize Resources in ClickUp
Next, populate your ClickUp list with real data.
Input People and Roles
- Create one task per person or per role, depending on how granular you need to be.
- Fill in Custom Fields: Resource Type, Role, Cost Rate, Availability.
- Assign the task to the person if they are a ClickUp user. This links people directly to your resource breakdown.
Add Equipment, Software, and Materials
Repeat the same process for non-human resources:
- One task per software license, device type, or material group.
- Set Resource Type, Cost Rate, and any relevant notes (e.g., license count or storage location) in the task description.
Group and Filter Resources
Use ClickUp Table or List View features:
- Group by Resource Type to see your full breakdown.
- Filter by Availability to see what is free for upcoming work.
- Sort by Total Cost to identify the most expensive resources.
Step 5: Connect Resources to Project Tasks in ClickUp
The value of your resource breakdown structure comes from linking it to real project work inside ClickUp.
Use Relationships to Link Resources to Tasks
- Open a project task that requires specific resources.
- Add a Relationship to your Resource Breakdown list.
- Select all relevant resource tasks (people, tools, materials).
Now every project task has a clear view of which resources it depends on, and each resource item shows where it is being used.
Track Workload and Conflicts
Once resources are linked:
- Use the Workload or Timeline views in ClickUp to see who is overloaded.
- Adjust task dates or assignments to prevent resource conflicts.
- Review Total Cost across related tasks to stay within budget.
Step 6: Monitor and Update Your Resource Breakdown in ClickUp
An RBS is not static. Keep your structure in ClickUp up to date as your project evolves.
Review Weekly
- Update Availability when people take leave or join the team.
- Revise Estimated Hours and Total Cost after scope changes.
- Archive or close resource tasks that are no longer in use.
Leverage Dashboards in ClickUp
Create a dashboard to visualize your resource breakdown data:
- Use Table or List widgets for resource summaries.
- Add Bar or Pie charts for cost by category or department.
- Include Workload widgets for capacity planning.
Step 7: Standardize Your ClickUp Template
Once your resource breakdown structure works well, save time by turning it into a repeatable template in ClickUp.
- Open the Space, Folder, or List that represents your ideal setup.
- Click the menu and choose Save as Template.
- Give it a clear name such as “Project Resource Breakdown Template”.
- Include Custom Fields, views, and default tasks that represent common resources.
Every new project can now start with an established resource breakdown structure already in ClickUp.
Further Optimization and Help
If you want expert support building scalable project systems around ClickUp and other tools, you can work with specialists such as Consultevo to refine your workflows, automation, and reporting.
By combining a well-designed resource breakdown structure with ClickUp’s flexible views and Custom Fields, you turn static planning documents into a dynamic, real-time system for managing people, budgets, and tools across your entire portfolio.
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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