ClickUp Project Template Guide

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How to Use ClickUp Project Management Templates Instead of Smartsheet

ClickUp gives teams a flexible way to manage projects without the limits of rigid spreadsheets. If you currently rely on Smartsheet project management templates, you can recreate and improve those workflows in ClickUp with a few structured steps.

This how-to guide walks you through choosing, setting up, and customizing ClickUp templates so you can replace common Smartsheet boards for project tracking, resource planning, and reporting.

Why Switch From Smartsheet Templates to ClickUp

Smartsheet project management templates are familiar and spreadsheet-like, but they can feel restrictive as projects grow. Building similar systems in ClickUp lets you keep structured data while adding collaboration, automation, and views that adapt to your team.

Based on the template ideas from the Smartsheet project management templates article, you can bring the same building blocks into a more scalable workspace.

  • Turn static sheets into living project dashboards.
  • Standardize recurring workflows for different teams.
  • Use one hub instead of many disconnected templates.

Step 1: Plan Your ClickUp Workspace Structure

Before importing or building anything, map out how your current Smartsheet templates are organized and how they will translate into ClickUp.

Map Smartsheet Elements to ClickUp Hierarchy

Use this simple mapping to understand where each piece of your Smartsheet setup will live:

  • Smartsheet workspaces or major programs → ClickUp Spaces
  • Individual Smartsheets for a team or client → ClickUp Folders
  • Tabs or sections of sheets → ClickUp Lists
  • Rows in Smartsheet → ClickUp Tasks and Subtasks

Create at least one Space for each major department or portfolio. Inside each Space, add Folders that match your most frequently used Smartsheet project management templates, such as:

  • Marketing campaigns
  • Software development sprints
  • Client implementation projects
  • Professional services engagements

Decide Which ClickUp Templates You Need First

Start with the Smartsheet templates you use every week, for example:

  • Project timeline and Gantt tracking
  • Issue or bug tracking
  • Resource capacity planning
  • Project intake and approvals

This list will guide which ClickUp templates you create or customize first, so you can deliver quick wins for your team.

Step 2: Create a Core ClickUp Project Template

Your main project template should mirror the structure of your most common Smartsheet project. You will clone this template whenever you start a new engagement or initiative.

Build the List Structure

  1. Create a new Folder for your project process in the right Space.
  2. Inside that Folder, create a List called something like “Standard Project Template”.
  3. Add additional Lists for phases that used to be separate Smartsheets, such as “Planning”, “Execution”, and “Closeout”.

Each List will hold tasks that compare to rows in a Smartsheet template.

Add Custom Fields That Replace Smartsheet Columns

Examine the columns used in your Smartsheet project management templates and re-create them with Custom Fields in ClickUp.

  • Owner / Assignee → Assignee field
  • Start / End dates → Start and Due Date fields
  • Status column → Custom or default Statuses
  • Priority → Priority field
  • Budget, hours, or cost → Number or Currency Custom Fields
  • Client, department, or region → Dropdown or Label Custom Fields

Turn these fields on at the List level so every task in the template inherits them automatically.

Define ClickUp Statuses for Clear Project Flow

Smartsheet often uses checkbox or dropdown columns to show progress. In ClickUp, Statuses display that flow more visually.

  1. Open Statuses in your List settings.
  2. Create a linear flow, for example:
    • Backlog
    • In Progress
    • In Review
    • Blocked
    • Complete
  3. Match these to any existing labels used in your Smartsheet templates.

Step 3: Rebuild Common Smartsheet Views in ClickUp

One of the biggest upgrades over static Smartsheet templates is the ability to toggle between powerful views in ClickUp without duplicating data.

Create a ClickUp List View That Feels Like a Sheet

To give spreadsheet-first teams a comfortable experience, start with a List view:

  1. In your project template List, ensure List view is active.
  2. Show relevant columns using the same Custom Fields you added earlier.
  3. Sort by priority, date, or owner to mimic your familiar Smartsheet layouts.
  4. Save this as the default view for the template.

Set Up a Gantt View to Replace Smartsheet Timelines

  1. Add a Gantt view to your project template.
  2. Use Start and Due Date fields so tasks appear on the timeline automatically.
  3. Drag and drop tasks to adjust durations and dependencies.
  4. Save your filters and grouping so every cloned project gets the same structure.

Gantt view mirrors the project timeline experience many teams expected from Smartsheet templates, but with more interactive scheduling.

Use Board View to Track Workflow

If your Smartsheet templates were used for Kanban-style tracking, a Board view in ClickUp will give you drag-and-drop lanes.

  1. Add a Board view to the template List.
  2. Group tasks by Status so each column represents a stage of work.
  3. Save card layout settings to show key Custom Fields like Priority or Client.

Step 4: Turn Your Setup Into a Reusable ClickUp Template

Once your structure, statuses, Custom Fields, and views match or improve on your original Smartsheet project management templates, convert the setup into a reusable template.

Save the Project as a ClickUp Template

  1. Open the three-dot menu on your List or Folder.
  2. Select Save as Template.
  3. Name it clearly, such as “Client Implementation Project Template”.
  4. Choose what to include:
    • Tasks and subtasks (without dates for reusable work)
    • Statuses and Custom Fields
    • Views and filters
  5. Save the template for your Workspace so everyone can access it.

Standardize How Teams Use the Template

To match the standardization you had with Smartsheet templates, define a simple usage process:

  • When a new project is approved, create a new List from the ClickUp template.
  • Assign an owner responsible for dates and dependencies.
  • Review the Gantt and List views before kickoff.

Step 5: Extend Your ClickUp Templates With Automation

While Smartsheet can automate some steps, ClickUp lets you embed workflow rules directly into your templates.

Build Automations Into the Template

  1. Open the List used as your project template.
  2. Go to Automations.
  3. Add rules such as:
    • When Status changes to “In Review”, assign to a manager.
    • When a task is overdue, post a comment and @mention the assignee.
    • When a task enters “Complete”, move it to a specific section or List.
  4. Save these automations so every new project created from your ClickUp template inherits them.

Step 6: Optimize Reporting After Moving From Smartsheet

Smartsheet templates often include summary fields at the top of a sheet. In ClickUp, you can build dashboards that track multiple projects at once.

Create Dashboards to Replace Summary Sheets

  1. Open the Dashboards area in ClickUp.
  2. Create a new dashboard for your portfolio or department.
  3. Add widgets such as:
    • Task list by Status or assignee
    • Burndown chart by due date
    • Time tracked by project or client
    • Workload by person
  4. Filter to include all Lists created from your core ClickUp project template.

This approach gives you a real-time summary more powerful than individual Smartsheet project management templates.

Next Steps: Scale Your ClickUp Template Library

Once you have one strong project template working well, repeat the same process for other Smartsheet templates your teams depend on, such as risk registers, change logs, or issue trackers.

  • Identify the Smartsheet layout.
  • Map columns to ClickUp Custom Fields.
  • Choose the right views (List, Board, Gantt).
  • Save the configuration as a template for everyone to use.

If you want professional help structuring your workspace and templates, a specialized consultancy like Consultevo can guide a full rollout and optimization across teams.

By translating your familiar Smartsheet project management templates into flexible ClickUp spaces, lists, and dashboards, you keep the structure that works while unlocking more automation, visibility, and collaboration for every project.

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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