How to Use ClickUp for Video Collaboration

ClickUp can help you replace scattered Loom-style recordings with a clear, organized workspace for async video collaboration, feedback, and documentation.

This step-by-step guide shows you how to build a simple but powerful video communication system, inspired by the workflow comparisons and use cases discussed in the Loom alternatives overview on the ClickUp blog.

Why Use ClickUp for Async Video Workflows

Before setting up your process, clarify why a structured video workflow inside ClickUp is valuable:

• Keep meetings lean while still sharing rich context
• Store all video instructions, demos, and walk-throughs with related tasks
• Standardize how your team records, names, and shares clips
• Track completion, feedback, and follow-up actions in one place

By centralizing video-based communication, you avoid hunting through chat, email, and siloed tools.

Plan Your ClickUp Video Communication Space

Start by designing where and how video content will live inside ClickUp. A simple structure keeps everything discoverable and scalable as your team grows.

Step 1: Choose a Workspace and Space in ClickUp

1. Select or create a Workspace dedicated to your main team or company.
2. Inside the Workspace, create a Space named something like “Async Video HQ” or “Video Updates.”
3. Set permissions so anyone who needs to record, view, or comment on videos has access.

This Space becomes the central hub for video communication, similar to how you might centralize usage of a standalone recording tool.

Step 2: Create Lists for Each Video Use Case in ClickUp

Within your new Space, create Lists that reflect your primary use cases. For example:

• Team Updates – weekly progress and announcements
• Product Demos – feature walk-throughs and previews
• Customer Training – tutorials and onboarding lessons
• Internal SOPs – process explanations and handovers

Each List in ClickUp will then hold tasks that represent individual videos.

Standardize Video Tasks in ClickUp

To keep everything consistent and easy to search, build a standard task format for all video entries.

Step 3: Build a Video Task Template in ClickUp

Create a task in your main video List and turn it into a template. Include:

• Task name: Use a structure like “[Type] – Topic – Date” (e.g., “Update – Sprint 10 Recap – 2025-01-10”).
• Description: Add sections such as:
  • Purpose
  • Target audience
  • Key links or resources
  • Summary bullet points
• Custom Fields (optional):
  • Video Type (Update, Demo, Training, Support)
  • Team or Department
  • Status (Draft, Published, Archived)
  • Visibility (Internal, External)

Save this task as a template so teammates can quickly spin up new video tasks following the same structure.

Step 4: Attach or Embed Video Content in ClickUp

Once you have the template, define how videos will be attached or referenced inside ClickUp:

1. Attach files directly if you store MP4 or WebM videos in your drive and upload them to the task.
2. Embed hosted videos (e.g., from your preferred video service) by pasting share links into the description or comments.
3. Use comments to paste quick one-off links tied to specific discussion threads.

The goal is that anyone opening a task in ClickUp can immediately find and watch the relevant video without digging through separate tools.

Organize Video Workflows in ClickUp

With standardized tasks in place, the next step is turning your Lists into actionable workflows.

Step 5: Create Statuses for Video Lifecycle in ClickUp

Set up simple, clear statuses for your Lists, such as:

• Idea
• Recording
• Editing
• Ready for Review
• Published
• Archived

Each task in ClickUp moves through these statuses as the video is recorded, edited, shared, and eventually archived. This provides a visual pipeline resembling a content or production board.

Step 6: Assign Owners and Due Dates in ClickUp

For every video task:

• Assign a clear owner responsible for recording or managing the video.
• Add watchers so stakeholders receive updates when comments or status changes occur.
• Set due dates and, when relevant, recurring schedules (for weekly updates or regular training drops).

This ensures video communication is not ad hoc and that important updates are recorded on a predictable cadence.

Collaborate on Video Feedback in ClickUp

Async collaboration is most effective when feedback is structured, transparent, and easy to follow.

Step 7: Use Comments and Threads in ClickUp

Inside each video task:

• Use comment threads for specific questions or suggestions.
• Mention teammates with @mentions to request clarification or approvals.
• Pin important clarification comments to keep them visible.

This keeps every discussion about the video contextually attached to the task in ClickUp instead of scattered across channels.

Step 8: Convert Comments to Action Items in ClickUp

When a comment includes a request, improvement, or bug report mentioned in the video:

1. Convert the comment into a subtask or a new task.
2. Assign it, set a due date, and mark the relationship back to the original video task.
3. Update the video task status (for example, from “Published” back to “Editing” if a major change is needed).

This turns passive viewing into an actionable workflow directly inside ClickUp.

Document and Discover Video Content in ClickUp

Over time, your async recordings become a rich knowledge base. Make it easy to find and reuse them.

Step 9: Use Tags and Custom Fields in ClickUp

Add searchable metadata to video tasks:

• Tags for topics (e.g., onboarding, release-notes, training)
• Custom fields for team, product area, or customer segment
• Labels for internal vs. customer-facing videos

Later, team members can filter and search in ClickUp by these properties to quickly pull up the most relevant recording.

Step 10: Build Video Views and Dashboards in ClickUp

To give leaders and teammates a quick overview:

• Create Board views grouped by status to show video production flow.
• Use Table views to sort videos by owner, due date, or type.
• Build a simple Dashboard with widgets that track volume, by List or tag.

This turns ClickUp into a central command center for all async video communication and documentation initiatives.

Improve Your System with Expert Help

If you want to refine your setup, integrate other tools, or align your async video workflows with broader project management practices in ClickUp, you can work with implementation specialists. For example, Consultevo helps teams design and optimize ClickUp workspaces for clearer processes and better adoption.

Next Steps: Evolve Your ClickUp Video Playbook

Once your initial system is live, iterate regularly:

• Review which Lists and statuses are actually used.
• Update your task template based on common feedback patterns.
• Audit older video tasks and archive or refresh outdated recordings.

By treating your async video process in ClickUp as a living playbook, you can continuously improve communication, cut meeting time, and maintain a reliable history of decisions and training for your entire team.

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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