How to Get Started With ClickUp

ClickUp is an all-in-one productivity platform that can replace tools like Motion and Todoist by combining project management, to-do lists, and workflow automation in a single workspace. This step-by-step guide shows you how to set up ClickUp so you can organize tasks, manage projects, and collaborate with your team more effectively.

Why Choose ClickUp Over Motion or Todoist

When you compare ClickUp to Motion and Todoist, you get a clear picture of how each tool supports task and project management.

Based on the comparison in the Motion vs Todoist article, here is how ClickUp stands out:

Centralized workspace: Replace multiple apps with tasks, docs, whiteboards, and dashboards in one place.
Flexible views: Use List, Board, Calendar, and more to visualize your work.
Team collaboration: Assign tasks, comment, and share documents without leaving the platform.
Automation: Reduce manual work with no-code rules that update tasks and statuses.

Use the strengths of ClickUp to achieve what Motion and Todoist do separately: scheduling, prioritizing, and tracking tasks in a single, unified system.

Step 1: Create Your ClickUp Workspace

Start by setting up the foundation of your account so you can mirror or improve your current Motion or Todoist setup.

Go to the ClickUp website and sign up with your email or SSO option.
Confirm your email address and log in.
Create a new Workspace with your company, team, or personal name.
Invite team members using their email addresses if you plan to collaborate.

Once your Workspace is created, you are ready to organize your work into Spaces and Folders.

Step 2: Structure Projects in ClickUp

To replace Motion projects or Todoist projects, you need a logical structure in ClickUp.

Set Up ClickUp Spaces

Spaces act like high-level categories for departments, clients, or areas of work.

From the sidebar, select + New Space.
Name the Space after a team, client, or project area (for example, “Marketing” or “Personal Tasks”).
Choose the features you want to enable, such as Docs, sprints, or custom fields.
Set default privacy and sharing options for your team.

Create Folders and Lists in ClickUp

Folders and Lists help you go from broad categories to specific sets of tasks.

Inside a Space, click + New Folder and name it based on a project or program.
Create Lists inside the Folder for phases, categories, or sprints.
If you used projects and sections in Todoist, you can mirror that structure using Folders and Lists in ClickUp.

This hierarchy helps you keep all related work together while still giving you a simple way to navigate tasks.

Step 3: Add and Organize Tasks in ClickUp

Tasks are at the core of Motion, Todoist, and ClickUp. Here is how to create and manage them effectively.

Create Tasks in ClickUp

Open the List where you want to add tasks.
Click + New Task or press the quick-add shortcut.
Enter a clear task name, such as “Draft blog outline” or “Prepare monthly report.”
Add details in the description area, including steps, links, or notes.

Use ClickUp Fields and Properties

To match or improve on Motion and Todoist, capture more context inside each task.

Due dates: Schedule deadlines to keep work on track.
Assignees: Assign a task to yourself or teammates.
Priorities: Mark tasks as urgent, high, normal, or low.
Custom fields: Track budgets, estimates, or other project-specific data.

These fields let ClickUp power reports and dashboards that are more advanced than simple checklists.

Step 4: Plan Your Day With ClickUp Views

Motion focuses on calendar automation, while Todoist focuses on simple lists. You can combine both approaches using Calendar and List views in ClickUp.

Use List View in ClickUp

List view is ideal for capturing and grouping tasks.

Sort tasks by due date, assignee, or priority.
Filter for tasks due today or this week.
Save filters as views for recurring planning sessions.

Use Calendar View in ClickUp

To plan time visually, switch to the calendar.

Open a List, Folder, or Space and choose Calendar from the view options.
Drag and drop tasks onto specific days.
Adjust dates as your schedule changes.

This combination helps you get the time-blocking advantages of Motion while keeping detailed task management in ClickUp.

Step 5: Collaborate and Communicate in ClickUp

Instead of scattering communication across tools, centralize it in ClickUp.

Use Comments and Mentions in ClickUp

Open a task and use the Comments section to discuss work.
Type @ followed by a teammate’s name to mention them.
Attach files, screenshots, or documents directly to the task.

This keeps context, conversations, and attachments in one place, rather than spread across email threads.

Share Views and Reports in ClickUp

To update stakeholders quickly, share dashboards or filtered views.

Create a view that shows only high-priority tasks.
Share the view link with team members or clients.
Use dashboards to summarize workload, progress, and deadlines.

Step 6: Automate Repetitive Work in ClickUp

Automation is a key way ClickUp goes beyond Todoist’s simple tasks and helps you reduce manual work.

Set Up ClickUp Automations

Open a Space, Folder, or List and click the Automations option.
Choose a template, such as “When status changes to In Progress, assign to…”
Customize triggers, conditions, and actions to match your workflow.
Test the automation on a sample task before rolling it out widely.

Automations let ClickUp handle routine updates so your team can focus on meaningful work instead of administrative tasks.

Step 7: Replace Your Old Workflow With ClickUp

Once you understand the basics, gradually move your Motion or Todoist workflows into ClickUp.

Export or copy your existing project lists from your previous tool.
Rebuild or import them into the appropriate Spaces and Lists.
Set equivalent due dates, priorities, and assignees.
Train your team to create and update all new tasks only in ClickUp.

Over time, you will rely solely on ClickUp for planning, tracking, and collaboration.

Next Steps and Helpful Resources

To refine your setup and improve adoption, consider getting expert help or exploring more resources.

ConsultEvo offers guidance on optimizing work management systems and workflows.
Review the in-depth comparison at Motion vs Todoist to understand how your needs align with each platform.

By following these steps, you can configure ClickUp as your central productivity hub, replacing multiple tools and giving your team a consistent, powerful way to plan and track their work.

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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