How to Run Usability Testing in ClickUp Step by Step

ClickUp gives UX teams, product managers, and designers a central workspace to plan usability tests, manage participants, and track insights from each session. This how-to guide walks you through building a complete usability testing workflow using ClickUp views, documents, and templates inspired by the official usability testing resources on the ClickUp blog.

By the end, you will know exactly how to prepare tests, collect data, and turn findings into prioritized action items, all inside one ClickUp Space.

Step 1: Plan Your Usability Project in ClickUp

Start by setting up the structure that will hold every task, test, and finding for your research project.

1. Create a Space
   Set up a dedicated UX Research or Product Research Space in ClickUp. This keeps usability initiatives separate from development or marketing workspaces.

2. Add a Folder for the study
   Within your Space, create a Folder named after your specific usability project, such as “Mobile App Usability Testing Q2”. This Folder will contain every List and view tied to this round of research.

3. Use Lists for phases
   Inside the Folder, create Lists for each phase of your process, for example:

   • Planning & Objectives
   • Participant Recruitment
   • Test Sessions
   • Analysis & Reporting
   • Recommendations & Follow-Up

This structure lets you see the big picture while still drilling down into each individual usability task.

Step 2: Define Goals and Tasks With ClickUp Docs

Before bringing in participants, clarify what you want to learn and how you will measure success.

1. Create a ClickUp Doc for your test plan
   Inside your Planning List, create a Doc that holds the core details of the study, modeled on test plan best practices from the ClickUp usability testing blog article.

2. Document your objectives
   In the Doc, add sections that define:

   • Product or feature under test
   • Primary research questions
   • Key user flows and scenarios
   • Success metrics (task success, time on task, error rates, or satisfaction scores)

3. Outline test tasks
   List the exact tasks you will ask participants to complete. For each, include:

   • Scenario description
   • Entry conditions (starting screen or state)
   • Expected path or outcome
   • Data you will capture (notes, time, errors, comments)

Keeping this information in a ClickUp Doc means the moderator, note taker, and stakeholders all work from a single, up-to-date source.

Step 3: Set Up ClickUp Task Templates for Sessions

Every usability session follows a repeatable pattern. Turning that pattern into a task template in ClickUp saves time and keeps your data consistent.

1. Create a “Test Session” task
   In the Test Sessions List, add a new task and name it “Usability Session Template”. Inside this task, add:

   • A structured description with sections for pre-test checklist, introductions, tasks, and debrief
   • Custom fields for participant ID, device, platform, session date, moderator, and note taker
   • Subtasks for each usability task the participant will complete

2. Save as a template
   Use the task menu to save this layout as a reusable template. From now on, you can quickly spin up a new task for each participant in ClickUp, without rebuilding your format.

3. Standardize subtask details
   For each subtask, include:

   • Task instructions to read to the user
   • Space for success or failure notes
   • Fields or checklist items for timing, difficulty rating, and observed pain points

This structure ensures every session is run and recorded in the same way.

Step 4: Recruit and Track Participants in ClickUp

Next, organize your participant pipeline so you never lose track of who has been invited, confirmed, or completed a session.

1. Create a Participant Management List
   In your Folder, add a List named “Participants”. Each task in this List will represent one participant.

2. Configure custom fields
   Add custom fields to your participant tasks, such as:

   • Demographics or segment
   • Contact information
   • Recruitment source
   • Incentive status
   • Scheduling status (invited, confirmed, completed, no-show)

3. Use a Board view
   Switch the List to a Board view so each participant card moves through a clear workflow, from “Prospect” to “Completed”. This visual pipeline makes it easy to see recruitment progress at a glance.

By managing contacts in ClickUp, you link each participant directly to their associated test session task and notes.

Step 5: Capture Session Notes and Feedback in ClickUp

During each live or remote session, ClickUp keeps your notes, screenshots, and observations tied to the right participant.

1. Duplicate your session template
   For every scheduled participant, create a task from the Test Session template in ClickUp. Link the task to the participant’s record using task relationships or tags.

2. Use comments and checklists
   While observing the session, the note taker can:

   • Record observations in comments, tagged by task
   • Use checklists to mark issues, questions, and follow-ups
   • Attach screenshots, clips, or external recording links

3. Score usability tasks
   Consider adding custom fields for task success, severity, and frequency, then update them in real time. This creates structured data you can later filter and analyze inside ClickUp.

Keeping all qualitative and quantitative data in one ClickUp task gives you a complete view of what happened in each session.

Step 6: Analyze Findings Using ClickUp Views

Once your usability sessions are complete, turn raw notes into clear, prioritized insights using flexible views and fields.

1. Create an “Issues & Insights” List
   Make a new List to store every usability problem or observation. Each task in this List represents a single finding.

2. Tag findings
   Add custom fields for:

   • Feature or screen
   • Severity level
   • Frequency across participants
   • Type (navigation, UI, content, performance, accessibility)

   Use these fields to group and filter findings within ClickUp.

3. Use Table and Board views
   Use a Table view to quickly sort by severity or frequency, and a Board view to organize insights by status, such as “New”, “Under Review”, and “Accepted for Development”.

4. Aggregate patterns in Docs
   Create a summary Doc linked to your Issues & Insights List. In the Doc, highlight top problems, supporting evidence, and recommended design changes, pulling task links directly from ClickUp.

This approach creates a clear trail from raw usability data to prioritized, actionable work items.

Step 7: Turn Findings into Action Items in ClickUp

Finally, integrate your research outcomes with product and engineering planning so improvements actually ship.

1. Link findings to feature work
   Use relationships to connect each usability issue task to related feature or bug tasks in your product backlog. This keeps context visible to designers and developers working inside ClickUp.

2. Set priorities and owners
   Assign each accepted usability task to a team member, add due dates, and set priority levels. This ensures that usability problems compete for attention alongside other work, instead of being forgotten in a separate tool.

3. Track progress with Dashboards
   Use ClickUp Dashboards to visualize:

   • Open usability issues by severity
   • Average time to resolve research findings
   • Number of issues closed per release

   Dashboards help stakeholders see how usability improvements evolve over time.

Bonus: Speed Up Setup With ClickUp Templates

The official blog showcases how templates streamline repeatable research work. You can adapt those ideas to build your own private library of ClickUp templates for usability testing.

• Save your Space and Folder structure as a template for future studies.
• Create reusable task templates for test plans, sessions, and reports.
• Standardize custom fields across Lists so research data stays comparable from project to project.

Over time, this turns ClickUp into a reusable usability testing system instead of a one-off project setup.

Where to Learn More About ClickUp Usability Workflows

To see more examples of research templates and best practices, review the original usability article on the ClickUp usability testing templates page. It provides additional template ideas you can recreate and customize inside your own Workspace.

If you need strategic help setting up scalable workflows or optimizing research operations around ClickUp, consult with productivity and process experts such as Consultevo to align your Space structure with the needs of growing product teams.

By following the steps above, you can manage the entire usability testing lifecycle in ClickUp, from planning and recruiting to analysis and implementation, all within one integrated platform.

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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