How to Use ClickUp for Video Collaboration

ClickUp makes it easy for teams to record, share, and organize video content directly alongside their work, replacing scattered tools and long email threads with a single, collaborative workspace.

This step-by-step guide walks you through using ClickUp as a practical alternative to traditional video sharing and review platforms, so you can streamline feedback, clarify requirements, and keep projects moving.

Why Use ClickUp Instead of Standalone Video Tools

Most video feedback platforms focus only on recording and sharing clips. That helps with quick explanations, but it leaves your team jumping between apps for tasks, comments, approvals, and documentation.

With ClickUp, video is built into your task and project management hub, giving you:

• Centralized video comments and discussions
• Tasks, owners, and due dates tied to each video
• Context from documents, whiteboards, and checklists around every clip
• Flexible views for different workflows (marketing, product, customer success, and more)

Instead of paying for multiple tools and managing scattered links, you keep work and video in one place.

Getting Started: Set Up ClickUp for Video Workflows

Before recording or embedding clips, prepare your workspace to handle video-related collaboration efficiently.

Create a ClickUp Space for Video Projects

1. Log in to your ClickUp account.

2. Create a dedicated Space for your video initiatives (for example, “Video Reviews” or “Customer Demos”).

3. Add Folders for key categories such as:

   • Marketing videos
   • Product walkthroughs
   • Sales demos
   • Internal training

Separating work this way keeps your video tasks organized and simple to filter.

Build Lists and Templates for Video Tasks

Within each Folder, set up Lists for specific campaigns or product areas. For example:

• “Website Explainers” List in your Marketing Folder
• “New Feature Tours” List in your Product Folder

Then, create task templates that make video work repeatable, such as:

• “Record Feature Walkthrough” template
• “Review Customer Feedback Clip” template
• “Produce Training Video” template

Each template can include standard subtasks:

• Draft script or outline
• Record screen and audio
• Collect stakeholder feedback
• Finalize edits and publish

Using templates helps your team follow the same reliable workflow every time.

How to Capture and Attach Videos in ClickUp

Once your structure is ready, start bringing videos into your tasks so conversations stay contextual and trackable.

Step 1: Record or Upload Your Video

You can use your preferred screen recorder or camera tool, then connect the output to your tasks. Following the approach described for other video platforms in the Vidyard alternatives article, think of ClickUp as the place where each video becomes part of a complete workflow.

Best practices:

• Keep walkthroughs short and focused on a single topic.
• Use clear titles so teammates immediately know what the clip covers.
• Store final files in a location your team can access consistently.

Step 2: Add the Video to a ClickUp Task

1. Open the relevant task in ClickUp.

2. Attach your video file or paste its share link into the task description or comments.

3. Use headings and bullet points to explain the content of the video and list any questions for reviewers.

By attaching videos directly to tasks, you keep feedback and decisions right beside the recording.

Step 3: Assign Owners and Deadlines

Next, turn each video into trackable work:

• Assign the task to the person responsible for recording, reviewing, or editing.
• Set a due date to prevent delays.
• Add watchers so stakeholders see updates and comments automatically.

This transforms a simple link into a clear, accountable workflow.

Using ClickUp to Collect and Organize Video Feedback

A major advantage of ClickUp is how it centralizes feedback that would otherwise live in emails, chat threads, or scattered documents.

Comment, Clarify, and Resolve in One Place

Within each task, your team can leave time-stamped notes referencing specific sections of a clip. While the exact timestamp sync depends on the player you embed or link, ClickUp becomes the anchor for:

• Questions about what’s shown in the clip
• Change requests for scripts or visuals
• Bug reports discovered during walkthrough recordings

Use task comments to:

• Mention teammates with @mentions when you need their input.
• Clarify decisions and next steps.
• Mark threads as resolved when work is complete.

Turn Feedback Into Actionable Subtasks

Instead of letting feedback pile up, convert the most important notes into subtasks. For example:

• “Re-record audio from 1:10 to 1:40”
• “Update call-to-action at the end of video”
• “Add caption file for accessibility”

Each subtask can be assigned, given a due date, and tracked to completion. ClickUp makes the entire revision cycle visible, so nothing gets missed between review rounds.

Managing Video Projects in ClickUp Views

Different teams prefer different ways of visualizing work. ClickUp includes multiple views that help you track your videos from idea to final asset.

Board View for Video Production Pipelines

Create statuses such as:

• Idea
• Scripted
• Recording
• Editing
• Ready for Review
• Approved
• Published

Then, use Board view so tasks representing videos flow left to right as they progress through your pipeline. This makes your workload and bottlenecks obvious at a glance.

List and Calendar Views for Deadlines

List view lets you quickly sort and filter video tasks by assignee, priority, or status. Calendar view shows when recordings, reviews, and launches are scheduled, helping you plan campaigns and product releases without conflicts.

Use ClickUp Docs and Whiteboards Around Your Videos

To add more context, surround your clips with supporting material inside ClickUp.

Document Scripts, Briefs, and Feedback

Create Docs for:

• Video briefs and goals
• Scripts and talking points
• Launch checklists
• Post-launch notes

Link these Docs to the video tasks or embed them where reviewers need them. This keeps your narrative and your recording closely connected.

Plan Visuals with Whiteboards

Use Whiteboards to:

• Map the flow of a demo or tutorial
• Sketch storyboards and scene ideas
• Organize user feedback visually before editing a new version

Because Docs, Whiteboards, and tasks live together inside ClickUp, your team always has access to the full story behind each video.

Reporting and Optimization in ClickUp

Once video work becomes a regular part of your process, you can use reporting features to continuously improve.

• Track how long it takes to move a video from idea to approved.
• Measure workload across teammates to avoid overloading editors or reviewers.
• Review completed tasks to refine templates, statuses, and processes.

Over time, your video workflows in ClickUp become faster, more predictable, and easier to scale.

Integrating ClickUp Into Your Broader Tech Stack

Most teams won’t abandon all their existing tools overnight. The goal is to make ClickUp the home base where work is organized and decisions are captured.

You can still rely on external recording tools, hosting platforms, and communication channels, while using ClickUp tasks, Docs, and comments as the single source of truth for project status and feedback.

If you need expert help setting up or optimizing your workspace, you can work with a dedicated implementation partner such as Consultevo to design a scalable, video-friendly structure.

Bring All Your Video Collaboration Into ClickUp

Using ClickUp as the core of your video collaboration process lets teams capture ideas quickly, centralize feedback, and track every revision step without juggling multiple disconnected tools.

Set up Spaces, Lists, templates, and views tailored to your video work, attach clips directly to tasks, and use comments, Docs, and Whiteboards to provide all the context your teammates need. With this approach, ClickUp becomes a powerful, flexible alternative to traditional video-only solutions while still supporting the tools you already use for recording and hosting.

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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