How to Build a Shooting Schedule in ClickUp

Planning a film or video shoot in ClickUp lets you organize scenes, locations, and talent in one place, so your production day runs on time and on budget.

This how-to guide walks you through creating a complete shooting schedule, inspired by the shooting schedule templates described in the original ClickUp blog article.

Step 1: Set up a production Space in ClickUp

Start by creating a dedicated Space where all production work will live.

1. Create a new Space and name it after your production or client.

2. Choose a color and icon that make it easy to recognize in the sidebar.

3. Enable key ClickUp features you will use, such as Tags, Custom Fields, and multiple views.

4. Add your team members (producers, ADs, coordinators, and department heads) to the Space with the right permissions.

This Space becomes the hub for script breakdowns, call sheets, shot lists, and every shooting schedule you build.

Step 2: Create a List for your shooting schedule in ClickUp

Within your production Space, you will keep different Lists for pre-production, production, and post-production. Your shooting schedule gets its own List.

1. Create a Folder named “Production” (or similar).

2. Inside that Folder, add a new List and name it “Shooting Schedule”.

3. Set the List’s default view to the layout that matches your workflow: List, Calendar, or Gantt.

Each task in this List will represent a scene, a company move, or a shooting day, depending on how detailed you want your plan to be.

Step 3: Add core schedule fields in ClickUp

To turn a simple task list into a real shooting schedule, you need structured data. Add Custom Fields in ClickUp so you can sort, filter, and report on your plan.

Essential Custom Fields in ClickUp

• Scene Number (number or short text)

• Location (text or dropdown)

• Interior/Exterior (dropdown)

• Day/Night (dropdown)

• Cast (text, tags, or people field)

• Estimated Shoot Time (number with time unit)

• Shooting Day (date)

• Priority (use ClickUp priority flags for must-shoot scenes)

These fields mirror what you would see in most industry-standard shooting schedule templates while leveraging the flexibility of ClickUp.

Optional production fields in ClickUp

• Company Move (yes/no)

• Company Move Time (time field)

• Page Count (number of script pages per scene)

• Department Notes (multi-line text)

• Equipment Needs (text or tags)

Configure these fields once at the List level so every new task automatically includes them.

Step 4: Import or enter scenes into ClickUp

Now you are ready to add actual scenes or shot blocks.

1. Create a task for each scene (or sequence) you plan to shoot.

2. Use the task title for a quick descriptor, such as “Scene 12 – Cafe Argument”.

3. Fill out the Custom Fields: scene number, location, cast, and estimated shoot time.

4. Paste script excerpts or key beats into the task description for quick reference on set.

If your data is in a spreadsheet, use ClickUp’s import tools to bring the sheet into your shooting schedule List and map the columns to your Custom Fields.

Step 5: Build day-by-day views in ClickUp

Once your scenes are in the system, it is time to organize them into shoot days using different ClickUp views.

List view for detailed planning

Use List view when you want to see every scene and field in a structured table.

• Group tasks by Shooting Day to see the run-of-show.

• Sort by call time or scene number.

• Use filters to show only one location or one cast member’s scenes.

This makes it easy to check that each day’s total page count and time estimates are realistic.

Calendar view for date-based scheduling

Switch to Calendar view in ClickUp to visualize when each scene shoots.

• Drag and drop tasks onto the correct date.

• Color-code tasks by location or priority using tags or Custom Fields.

• Quickly see overbooked days or underutilized locations.

Calendar view is especially helpful when you are coordinating talent availability and location holds.

Gantt view for timeline management

Use a Gantt-style view in ClickUp to manage longer shoots or complex productions.

• Set start and due dates for each scene or shooting block.

• Link dependencies (for example, “company move must happen before night exteriors”).

• Adjust the timeline by dragging bars to new dates.

This gives producers and clients a visual timeline of the entire shoot.

Step 6: Track status and progress in ClickUp

A schedule only works if the team can see what is done and what is next. Use ClickUp statuses to track each scene’s progress.

Suggested status workflow in ClickUp

• Planned – Scenes are scheduled but not locked.

• Locked – Schedule is confirmed for the day.

• In Production – Currently shooting.

• Completed – Scene is fully shot.

Update statuses in real time on set, or assign a coordinator to keep ClickUp aligned with what is happening on the ground.

Step 7: Share the shooting schedule from ClickUp

Collaboration is where this approach stands out compared to a static spreadsheet or PDF.

• Invite department heads as guests so they can view or comment on the shooting schedule.

• Use comments on each task to clarify props, wardrobe, or VFX needs.

• Mention teammates with @mentions so they receive notifications for key changes.

• Generate read-only public links to specific views when you need to share with external partners.

This keeps everyone on the same page, even as the schedule changes.

Step 8: Reuse your ClickUp shooting schedule as a template

Once you have a solid schedule for one project, turn it into a repeatable template.

1. Clean out project-specific data while keeping your fields, views, and statuses.

2. Save the List as a template in ClickUp.

3. Name the template clearly, such as “Feature Film Shooting Schedule” or “Commercial Shoot Day”.

4. For every new project, apply this template to create a new List with the same structure.

This gives you consistent workflows across productions and saves hours of setup time.

Bonus: Combine ClickUp schedules with other tools

You can connect your production scheduling in ClickUp with broader operations and analytics.

• Use dashboards to track total shoot days, company moves, and pages per day.

• Link your schedule to budget or resource management tools for full project visibility.

• Explore specialized consulting resources like Consultevo for workflow and automation ideas.

With the right setup, your shooting schedule becomes a central, living document instead of a one-off spreadsheet.

Next steps

Set up a production Space, create your shooting schedule List, add Custom Fields, and start planning each scene in ClickUp. Then experiment with List, Calendar, and Gantt views until you find the layout that best supports your team on set.

As you refine your approach, you can revisit ideas from the original ClickUp shooting schedule templates article and adapt them to the specific needs of your film, TV, or content production workflow.

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