How to Move from OmniFocus to ClickUp

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How to Move from OmniFocus to ClickUp

If you are switching from OmniFocus to ClickUp, this step-by-step guide will help you rebuild a powerful productivity system without losing control of your tasks and projects.

The source comparison of OmniFocus alternatives highlights why many people move to more flexible tools. This how-to focuses on translating what you loved in OmniFocus into a practical setup inside ClickUp.

Why Set Up ClickUp as an OmniFocus Alternative

OmniFocus is a strong task manager, but it is locked to Apple devices and can feel limited for teams. The source article at ClickUp’s OmniFocus alternatives breakdown explains how modern tools add collaboration, automation, and better visibility.

Configuring ClickUp correctly lets you:

  • Keep the clarity of your existing task system
  • Add real-time collaboration and comments
  • Use views like lists, boards, and calendars
  • Automate routine updates and handoffs

The following sections show exactly how to design this setup from scratch.

Plan Your Move to ClickUp

Before you build anything, map your current structure in OmniFocus so you can recreate it in ClickUp with minimal friction.

1. Audit your OmniFocus setup

Review how you use OmniFocus today:

  • Projects: Active, on hold, someday/maybe
  • Contexts or tags: People, tools, locations, energy levels
  • Perspectives: Custom views you rely on daily or weekly
  • Review rhythm: When you run daily and weekly reviews

List these out in a document. This becomes your blueprint for ClickUp.

2. Decide what to keep, change, or drop

You do not need to copy everything. Instead, decide:

  • Which project categories still make sense
  • Which tags you actually use
  • Which perspectives you can simplify into a few core views
  • Which stale tasks you can archive or delete

This keeps your ClickUp workspace lean and focused from day one.

Create Your Workspace and Spaces in ClickUp

Next, translate your OmniFocus hierarchy into the flexible layers that ClickUp uses.

3. Create a workspace

When you first sign in, you will be guided to create or join a workspace. Use one workspace for your personal system or one shared workspace for your team.

Within that workspace you will add Spaces, which act like high-level categories.

4. Build Spaces based on your areas of responsibility

From your OmniFocus projects and areas, create Spaces such as:

  • Work
  • Personal
  • Clients
  • Side Projects

To add a Space in ClickUp:

  1. Open the left sidebar.
  2. Click the “+” next to Spaces.
  3. Name your Space and choose a color or icon.
  4. Select features you need (tasks, docs, dashboards, and more).

Each Space will contain Folders and Lists that mirror your projects from OmniFocus.

Rebuild Projects as Folders and Lists in ClickUp

After creating Spaces, you can rebuild your project structure in ClickUp so it feels familiar but more organized.

5. Convert project groups to Folders

Look at how your OmniFocus projects cluster together. For example:

  • Client A
  • Client B
  • Home
  • Health

Turn those groups into Folders inside each Space.

  1. Open the correct Space.
  2. Click “+ New Folder”.
  3. Name the Folder (for example, “Client A” or “Home”).
  4. Add basic settings or templates if needed.

6. Map individual projects to Lists

Inside each Folder, create Lists to represent individual projects that used to live in OmniFocus.

  1. Select the Folder.
  2. Click “+ New List”.
  3. Name the List after the project (for example, “Website Redesign”).
  4. Optionally set a List color and default view.

Each List will contain tasks, subtasks, and custom fields that replace your old task entries.

Set Up Tasks, Tags, and Views in ClickUp

Now you can bring in your actions, contexts, and perspectives using ClickUp features.

7. Add tasks and subtasks

For each project List:

  1. Click “+ New Task”.
  2. Enter the task name and description.
  3. Add a due date or start date.
  4. Assign the task to yourself or a teammate.

Break complex tasks into subtasks so you can track progress more easily.

8. Recreate contexts with ClickUp custom fields and tags

In OmniFocus, contexts or tags drive many of your favorite perspectives. In ClickUp you can:

  • Use tags for quick filters like @email, @office, or @phone.
  • Use custom fields (such as priority, energy level, or time estimate) to create structured filters.

To add tags in ClickUp:

  1. Open a task.
  2. Click the tag icon.
  3. Create a new tag or select an existing one.

To add a custom field:

  1. Open a List.
  2. Click “+ Add Column”.
  3. Choose a field type (number, dropdown, date, and more).
  4. Name the field and configure options.

9. Replace OmniFocus perspectives with ClickUp views

Instead of perspectives, ClickUp uses views. Common replacements include:

  • List view for clean, GTD-style lists
  • Board view for Kanban stages like Next, Waiting, and Done
  • Calendar view for scheduling and time blocking
  • Inbox-style views using filters for “Today” or “Next 7 Days”

To create a view:

  1. Open a Space, Folder, or List.
  2. Click “+ View” on the top bar.
  3. Choose the view type.
  4. Apply filters such as assignee, tag, or due date.

Save the view so you can access it like you used perspectives in OmniFocus.

Build Daily and Weekly Routines in ClickUp

A system is only as strong as the habits behind it. Rebuild your reviews with ClickUp tools.

10. Create a daily review checklist

In a personal List or Doc, add a daily routine such as:

  • Clear Inbox or capture List
  • Review “Today” view
  • Plan top three priorities
  • Check waiting-on tags

You can pin this in ClickUp for quick access and use recurring tasks to remind you.

11. Set up a weekly review view

To mimic an OmniFocus weekly review:

  1. Create a List or Space-level view.
  2. Filter for tasks updated in the last week and not completed.
  3. Group by Folder or List to scan projects quickly.

Run through this view once a week, updating due dates, closing finished items, and clarifying next actions.

Collaborate and Automate in ClickUp

Once your structure is in place, you can go beyond what OmniFocus offers by using collaboration and automation.

12. Invite collaborators

ClickUp lets you share Spaces, Folders, or Lists with teammates so everyone can see and update tasks.

  1. Open your workspace settings.
  2. Invite people by email.
  3. Grant permissions to the right Spaces and projects.

Use comments and @mentions to discuss work directly on tasks.

13. Add automations for routine workflows

Use automations to reduce manual updates. Examples include:

  • Move tasks to “Waiting” when a status changes.
  • Assign tasks automatically when created in a List.
  • Send notifications when due dates change.

You can combine automations in ClickUp to support complex workflows that would be difficult to manage in OmniFocus.

Get Additional Help Optimizing ClickUp

If you want outside support creating a robust ClickUp setup, you can work with workflow and systems experts at Consultevo. They specialize in streamlining processes and aligning tools with your business goals.

By following the steps in this guide and taking inspiration from the OmniFocus alternatives analysis, you can turn ClickUp into a powerful hub for your tasks, projects, and collaboration, all in one place.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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