How to Switch to ClickUp From Guru and Glean

If your team juggles multiple tools for knowledge management and collaboration, moving everything into ClickUp can simplify your workflows, reduce context switching, and keep projects and documentation in one place.

This step-by-step guide walks you through evaluating your current tools, planning your migration, and setting up a powerful internal knowledge hub using ClickUp as an alternative to platforms like Guru and Glean.

Step 1: Audit Your Existing Knowledge Tools

Before you move to ClickUp, you need a clear picture of how your team currently manages information and tasks.

1. List your current tools
   Identify every app you use for internal documentation and search, such as Guru, Glean, shared drives, and chat-based wikis.

2. Identify core use cases
   For each tool, document what it is used for, for example:

   • Internal knowledge base and FAQs
   • Onboarding and training documentation
   • Process and SOP libraries
   • Project requirements and meeting notes

3. Note pain points
   Write down issues like:

   • Fragmented search across apps
   • Hard-to-maintain documentation
   • Limited collaboration around content
   • Knowledge disconnected from tasks and work

This audit will help you map every use case from Guru and Glean to specific features in ClickUp.

Step 2: Plan Your Workspace Structure in ClickUp

ClickUp organizes work into Workspaces, Spaces, Folders, Lists, tasks, and Docs. A clear structure lets you centralize knowledge and action in one place.

1. Create Spaces for major departments
   Common examples include:

   • Product
   • Engineering
   • Marketing
   • Sales
   • Customer Success
   • HR & People

2. Use Folders for key programs
   Inside each Space, create Folders that match your ongoing initiatives or document categories, such as:

   • “Knowledge Base”
   • “Process & SOPs”
   • “Onboarding & Training”
   • “Product Documentation”

3. Use Lists to group related docs and tasks
   Lists can separate content into themes, for example:

   • Customer FAQs
   • Internal Policies
   • Release Notes
   • Implementation Guides

Designing this structure first ensures that the information you move from Guru and Glean into ClickUp stays organized and easy to find.

Step 3: Import and Rebuild Content in ClickUp Docs

ClickUp Docs can replace scattered pages stored in separate tools by combining documentation and project context in one platform.

1. Export content from existing tools
   Gather the pages and cards you want to move from Guru, Glean, and other platforms. Use available export options, or copy content manually where needed.

2. Create Docs in the right Space and Folder
   For each major category of content, create a new Doc directly within the matching List or Folder in ClickUp. This keeps documentation connected to the right projects and teams.

3. Use a standard template
   Define a reusable structure for each type of Doc, such as:

   • Title and owner
   • Last updated date
   • Purpose and scope
   • Step-by-step instructions
   • Related tasks or Lists

   Save this as a Doc template in ClickUp so all future content stays consistent.

4. Link Docs to tasks
   Wherever documentation directly supports work, attach the relevant Docs to ClickUp tasks. This replaces the need to jump between Guru or Glean and your project management tool.

Step 4: Set Up ClickUp for Knowledge-Driven Workflows

Once your content lives in ClickUp, refine your workflow so teams can access and update knowledge as part of their everyday tasks.

Use ClickUp tasks to connect work and knowledge

• Create tasks to track creation, review, and updating of key Docs.
• Assign owners and due dates to keep information current.
• Use comments in tasks and Docs to capture clarifications and decisions.

Build views that surface important ClickUp Docs

Configure custom views so team members can quickly find what they need:

• List views grouping Docs by category
• Board views for content pipelines (draft, review, published)
• Table views for auditing owners, dates, and status

These views help your ClickUp workspace function as a searchable knowledge portal, similar to what you may have used Guru or Glean for, but tightly integrated with your daily work.

Step 5: Improve Findability With ClickUp Features

One key benefit of replacing separate platforms like Glean and Guru is having unified search and organization directly in ClickUp.

1. Use global search
   Train your team to rely on global search to find Docs, tasks, and comments from a single bar instead of bouncing across multiple apps.

2. Standardize naming conventions
   Adopt clear rules for titles in your ClickUp Docs and tasks, such as including department, topic, and version. This helps search results stay relevant.

3. Organize with tags and custom fields
   Apply tags or custom fields to highlight key document types:

   • “Policy”
   • “Customer-facing”
   • “Internal-only”
   • “Critical SOP”

4. Cross-link related content
   Insert links between Docs and tasks whenever they reference each other. This reduces duplicate content and helps people follow context trails easily.

Step 6: Migrate Team Habits to ClickUp

Switching tools is not just about moving data. It also requires helping your team adopt ClickUp as their single source of truth.

Train your team on new ClickUp workflows

• Run short training sessions to show where former Guru or Glean content now lives.
• Demonstrate how to search, edit Docs, and comment directly in ClickUp.
• Create a simple “Start Here” Doc that explains the new structure and best practices.

Update internal references

• Replace old links to Guru or Glean pages with links to the new Docs in ClickUp.
• Update onboarding guides so new hires learn the new system from day one.
• Archive legacy tools after a defined transition period to avoid confusion.

Step 7: Continuously Optimize Your ClickUp Knowledge Hub

As your organization grows, continue refining how you use ClickUp to manage internal knowledge.

1. Review content health regularly
   Schedule periodic reviews of key Docs and Lists. Use tasks to assign owners to verify accuracy and completeness.

2. Collect feedback from teams
   Ask users where they still struggle to find information and improve your structure, naming, or linking patterns accordingly.

3. Standardize new processes in Docs
   Each time a new best practice emerges, document it immediately in ClickUp and share it with the relevant Space.

Learn More and Compare Alternatives

To better understand how different tools stack up and why many teams centralize work in ClickUp, you can review this detailed comparison of Guru vs Glean from the source platform itself.

If you want tailored guidance on structuring your workspace or planning a migration, consider consulting specialized implementation partners such as Consultevo for strategic support.

By consolidating your knowledge base and project management into ClickUp, your team can search less, collaborate more, and keep critical information directly connected to the work that matters.

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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