How to Build a Product Roadmap in ClickUp
ClickUp gives product teams a flexible workspace to plan, visualize, and track every step of their product roadmap in one place. This guide walks you through a practical, step-by-step process to translate strategy into an actionable roadmap using views, fields, templates, and automations.
This article is based on the roadmap software practices described in the original ClickUp roadmap overview on their blog, but focuses specifically on how to implement them in a structured way.
Step 1: Set Up Your ClickUp Roadmap Workspace
Before you start adding initiatives and features, create a clear structure in ClickUp so your roadmap stays organized as it scales.
1.1 Choose the Right Hierarchy in ClickUp
Use the following hierarchy to separate strategy from execution:
- Workspace: Your whole organization.
- Space: Product or portfolio (for example, “Product Roadmap”).
- Folder: Group by product line, platform, or year (for example, “Web App”, “Mobile App”).
- List: Roadmap type or horizon (for example, “2025 Roadmap”, “Discovery”, “Backlog”).
This structure keeps roadmaps for multiple teams visible but not cluttered.
1.2 Create a Dedicated Roadmap List
In your product Space, add a List named something like “Product Roadmap” or year-based, such as “2025 Product Roadmap”. This List will act as your master roadmap view.
- Use this List for roadmap epics or initiatives.
- Link child tasks for features, stories, or experiments.
Step 2: Capture Roadmap Items in ClickUp
With your structure ready, it is time to add the work that will populate your roadmap views.
2.1 Define Standard Task Types
Decide how you will represent work in ClickUp:
- Tasks: Epics, initiatives, or large themes.
- Subtasks: Features, user stories, or deliverables.
- Checklists: Acceptance criteria, validation steps, or launch tasks.
Keep the same pattern across every roadmap List so your views and reports remain consistent.
2.2 Add Key Custom Fields in ClickUp
Custom Fields turn simple tasks into structured roadmap records. Common fields include:
- Roadmap Stage: Idea, Discovery, In Progress, Released.
- Owner: Product manager or squad.
- Impact: High, medium, low, or numeric scoring.
- Effort: T-shirt sizes (S, M, L, XL) or story points.
- Customer Segment: Enterprise, SMB, internal, or specific persona.
To add fields in ClickUp, open your List, select the Custom Fields section, and create dropdowns, numbers, or text fields that match your process.
Step 3: Prioritize Your Roadmap in ClickUp
Once work is captured, you can prioritize roadmap items with consistent, transparent rules.
3.1 Use Priorities and Statuses
ClickUp includes built-in Priorities and Statuses that help you organize the roadmap visually:
- Priorities: Assign Urgent, High, Normal, or Low to roadmap tasks so your team sees what matters first.
- Statuses: Customize a workflow such as Backlog, Next Up, In Progress, Ready for Release, and Released.
These fields make it easy to switch between roadmap and execution views without losing context.
3.2 Score Ideas with Custom Field Formulas
You can build priority frameworks directly in ClickUp using number fields and formulas. For example:
- Create number fields like Reach, Impact, Confidence, and Effort.
- Add a Formula field that calculates a score (for example, (Reach * Impact * Confidence) / Effort).
- Sort your List view by that formula to see the highest scoring initiatives at the top.
This reproduces structured prioritization methods inside your roadmap without extra tools.
Step 4: Visualize Your Roadmap in ClickUp Views
The same roadmap data can be reused in multiple ClickUp views so each stakeholder sees the format they prefer.
4.1 Build a Timeline Roadmap in ClickUp
Use a Timeline or Gantt view when you need a chronological roadmap:
- From your roadmap List, click + View and choose Timeline or Gantt.
- Group by Status or List to separate phases or products.
- Show start and due dates so items appear as bars over time.
- Drag and drop to adjust timing and dependencies directly on the chart.
This creates an easy-to-scan view for leadership and cross-functional partners.
4.2 Build a Board Roadmap in ClickUp
A Kanban-style roadmap helps you see progress by stage:
- Add a Board view to your roadmap List.
- Group by Status or Roadmap Stage.
- Drag tasks from column to column as initiatives move forward.
This is ideal for day-to-day product team updates and standups.
4.3 Build a List or Table Roadmap in ClickUp
For deep analysis, use a List or Table view:
- Show key Custom Fields such as Impact, Effort, Owner, and Score.
- Filter by segment, owner, or timeframe.
- Save filters as presets for leadership reviews or planning meetings.
List-based roadmaps are also useful when exporting or sharing structured summaries.
Step 5: Connect Discovery and Delivery in ClickUp
An effective roadmap links high-level ideas to execution tasks without losing the original context.
5.1 Link Roadmap Tasks to Execution Lists
Use relationships in ClickUp to map strategy to delivery:
- Create a roadmap task for each epic or initiative.
- Create execution tasks and subtasks in your sprint or team Lists.
- Use task relationships (for example, “is related to” or “is blocked by”) to tie them together.
Now teams can work in their own execution Lists while the roadmap stays synchronized.
5.2 Use Dependencies for Sequencing
When certain initiatives must ship before others, add dependencies in ClickUp:
- Open a roadmap task.
- Set it as “blocking” or “blocked by” another task.
- View these dependencies in Gantt or Timeline views.
Dependencies make it easier to understand how delays in one area affect the rest of the roadmap.
Step 6: Share and Communicate Your ClickUp Roadmap
Roadmaps only work when stakeholders can understand and trust them, so sharing options are essential.
6.1 Share Read-Only Roadmap Views
ClickUp allows you to share specific views without exposing internal clutter:
- Create a clean Timeline or Board view for stakeholders.
- Use filters to show only relevant initiatives or timeframes.
- Share via public link or invite guests with view-only permissions.
This keeps the roadmap transparent while maintaining control of edits.
6.2 Build Dashboards for Roadmap Reporting
Dashboards complement roadmap views by summarizing progress and impact:
- Add widgets for task status, burndown, and upcoming milestones.
- Filter widgets by roadmap List or Custom Fields.
- Share Dashboards with executives for quick health checks.
Dashboards turn your ClickUp roadmap into a live reporting layer for the entire portfolio.
Step 7: Automate Your ClickUp Roadmap Workflow
Automations help keep your roadmap accurate without constant manual updates.
7.1 Use Built-In Automations in ClickUp
Consider rules such as:
- When a task moves to “Released”, automatically update the Roadmap Stage to “Released”.
- When Priority changes to Urgent, notify the roadmap Owner.
- When a due date is pushed, post a comment to alert the team.
These automations reduce the risk of stale roadmap information.
7.2 Reuse ClickUp Roadmap Templates
Once you are happy with your setup, save it as a template:
- Open your roadmap List and click the template options.
- Include Custom Fields, statuses, views, and automations.
- Apply the template whenever you start a new quarter or product line roadmap.
Templates ensure every new roadmap follows best practices from day one.
Next Steps for Optimizing Your ClickUp Roadmap
To go deeper into roadmap strategy and compare additional roadmap tools with ClickUp, review the detailed breakdown in the original article at ClickUp’s roadmap software guide. If you need help designing a scalable product workflow around your roadmap, you can also consult implementation specialists at Consultevo for tailored workspace setups.
By combining clear structure, Custom Fields, views, and automations, you can turn ClickUp into a powerful, single source of truth for your product roadmap, from initial ideas to shipped features.
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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