Save and Reuse ClickUp AI Prompts

ClickUp includes powerful tools to save, share, and reuse AI prompts so your whole workspace can create consistent, high-quality content in less time.

Overview of ClickUp AI prompt saving

Workspaces on the ClickUp Business Plan and higher can save frequently used AI instructions as reusable prompts. These prompts can then be shared, organized, and applied across tasks, Docs, and other work.

From the AI modal, you can create new prompts, keep them private, or share them with everyone. Saved prompts are grouped by source so you can quickly find what you need.

Access prerequisites in ClickUp

Before you start working with saved AI prompts, make sure your workspace meets the following requirements:

• Your workspace must be on the Business Plan or above.
• You need access to the AI assistant in your workspace.
• Prompts are created and managed inside the AI modal where you run AI actions.

If you need strategic guidance on workspace setup or process design, you can find expert help at Consultevo.

How saved prompts work in ClickUp

Saved prompts in ClickUp are tied to the AI modal. Whenever you open AI from a task, Doc, or other location, you can view, manage, and apply the same library of prompts if you have permission to use them.

Prompts can be:

• Created from scratch using your own instructions.
• Duplicated from existing prompts and edited.
• Shared with the workspace or kept private.
• Deleted from your saved list if no longer needed.

Create a new ClickUp AI prompt

Use these steps to create a reusable AI prompt inside ClickUp:

1. Open the item where you want to use AI, such as a task or Doc.
2. Launch the AI modal from the toolbar or context menu.
3. Type the instructions you want to save as a prompt.
4. Run the AI action once to make sure the output meets your expectations.
5. In the AI modal, select the option to save your current instructions as a prompt.
6. Give the prompt a clear name so teammates know when to use it.
7. Choose whether to keep it private or share it with your workspace if that option is available.
8. Save the new prompt so it appears in your prompts list the next time you open the AI modal.

Share ClickUp AI prompts with your workspace

When you share prompts in ClickUp, your teammates can reuse your best instructions instead of writing new ones from scratch.

Make a saved ClickUp prompt available to others

Depending on your workspace settings and plan, you may be able to share prompts globally:

1. Open the AI modal where prompts are listed.
2. Find the prompt you want to share.
3. Open the prompt options menu.
4. Change its visibility from private to workspace or global.
5. Confirm the change so everyone with access to AI can see and use it.

Shared prompts help teams keep language, formatting, and structure consistent in documentation, tasks, and communications.

Control visibility for ClickUp AI prompts

Not every prompt needs to be visible to every user. To keep your workspace clean and secure, you can adjust visibility:

• Use private prompts for personal workflows or draft ideas.
• Use workspace-visible prompts for standardized processes, such as standup reports or meeting summaries.
• Update visibility when processes change so users only see current, approved prompts.

Reuse ClickUp AI prompts efficiently

Once prompts are saved, you can apply them as needed without rewriting instructions.

Run an existing ClickUp prompt

1. Open a task, Doc, or supported item.
2. Launch the AI modal.
3. Browse or search the list of saved prompts.
4. Select the prompt that fits your current content or workflow.
5. Review any editable fields or variables, if applicable.
6. Run the prompt and adjust the result if necessary.

This approach reduces repetition and keeps your output uniform across projects and teams.

Organize prompts by ClickUp use case

For faster access, group your prompts by how you use ClickUp:

• Project management: status updates, risk summaries, sprint recaps.
• Documentation: SOP drafts, release notes, internal guides.
• Customer communication: email templates, support responses, feature explanations.
• Brainstorming: idea lists, content outlines, backlog suggestions.

Clear names and short descriptions make it easier for teammates to pick the right prompt every time.

Manage and edit ClickUp saved prompts

Over time, you may need to refine your saved instructions to match updated processes or tone.

Edit an existing ClickUp prompt

1. Open the AI modal.
2. Locate the prompt you want to change.
3. Open the prompt options.
4. Select the edit action.
5. Update the prompt name, description, or instructions.
6. Save changes so the updated version appears for all users who can access it.

Editing prompts helps you gradually improve AI outputs without starting from scratch every time policies or workflows change.

Delete a ClickUp prompt you no longer need

Remove prompts that are outdated or unused to keep your list manageable:

1. Open the AI modal in ClickUp.
2. Find the prompt you want to delete.
3. Open the prompt options.
4. Select delete.
5. Confirm the deletion so the prompt is removed from the saved list.

Keep in mind that once a prompt is deleted, users will not be able to reuse it unless they recreate it from previous instructions or content.

Tips for better AI prompts in ClickUp

To get reliable results from your saved prompts, follow these best practices:

• Be specific about the output format you want, such as bullets, tables, or short paragraphs.
• Include the audience and purpose, for example “internal technical documentation” or “customer-facing email.”
• Mention any style guidelines, such as tone, reading level, or length limits.
• Test prompts on multiple examples before sharing them widely.
• Review outputs regularly and update prompts if you see consistent issues.

Learn more about ClickUp AI prompts

For full feature details, options, and the latest updates about saving and sharing prompts, visit the official documentation at this ClickUp AI prompts article.

By creating a well-organized library of prompts, your team can rely on ClickUp to generate consistent, on-brand content while saving time on repetitive tasks.

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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