How to Plan Videos in ClickUp

Using ClickUp to plan videos gives you a structured way to capture ideas, manage scripts, schedule shoots, and track every production task in one place. This how-to guide walks you through building a simple, repeatable video planning workflow based on ClickUp features and video planning templates.

The steps below help you move from scattered notes and spreadsheets to a single, organized system for every type of video content.

Step 1: Set Up Your ClickUp Workspace for Video Projects

Before you start planning a specific video, create a dedicated space in ClickUp for all video work. This keeps ideas, tasks, and assets centralized and easy to track across your team.

Name and Structure Your ClickUp Space

Create a Space and name it something like “Video Production” or “Content & Video.” Inside that Space, organize your work using Folders and Lists that reflect your production stages.

• Create a Folder for “Video Planning & Production.”
• Inside the Folder, add Lists for key stages such as:
• Ideas & Requests
• Pre-Production
• Production
• Post-Production
• Published Library

This ClickUp layout keeps each video task moving through a clear path, from first idea to published asset.

Add Custom Statuses for Video Work

Customize statuses so your team can see exactly where each video stands. Typical statuses include:

• Backlog
• In Review
• Script Drafting
• Ready to Shoot
• Filming
• Editing
• Awaiting Approval
• Scheduled
• Published

Tailor the wording to match your current production language. Clear statuses in ClickUp create instant visibility into project progress.

Step 2: Capture and Qualify Video Ideas in ClickUp

Next, build a simple system to collect and evaluate video ideas so the best concepts become structured projects.

Use a ClickUp List for Idea Intake

Set up a List called “Video Ideas & Requests.” Each task in this List represents a single video idea. Standardize fields to make review easier:

• Title: Short, descriptive video name.
• Description: Quick summary of the concept or problem it solves.
• Custom Fields: Target audience, content type, product, or funnel stage.
• Priority: Low, Normal, High, or Urgent.

Anyone on your team can submit an idea as a ClickUp task, keeping everything in one central queue instead of scattered messages.

Score and Sort Ideas with Custom Fields

To avoid guesswork, add simple scoring fields in ClickUp. Common scoring categories include:

• Impact (1–5)
• Effort (1–5)
• Strategic Fit (1–5)

Filter and sort ideas by score to decide what to produce next. This helps you choose high-impact, realistic videos instead of reacting to the loudest request.

Step 3: Turn Approved Ideas into ClickUp Production Tasks

Once you approve an idea, convert it into a structured production task or task group in ClickUp so nothing falls through the cracks.

Apply a Video Planning Template in ClickUp

Instead of manually recreating steps, use a reusable task template. You can build your own or adapt a video planning template inspired by the examples from the ClickUp blog on video planning templates.

A typical template includes:

• Subtasks for research, outline, scripting, filming, editing, review, and upload.
• Checklists for assets like brand guidelines, thumbnails, captions, and descriptions.
• Custom Fields for platform, aspect ratio, owner, and due dates.

Save your template in ClickUp so every new video follows the same proven process.

Assign Owners, Due Dates, and Dependencies

In your video task, clearly define:

• Task Assignee: Primary owner of the video.
• Subtask Assignees: Scriptwriter, editor, designer, and reviewer.
• Start and Due Dates: For both the main task and individual subtasks.
• Dependencies: For example, editing cannot start until filming is done.

These details help ClickUp automatically surface what is due, reduce confusion, and keep production on schedule.

Step 4: Plan Scripts and Storyboards in ClickUp

Your workflow improves when scripts, talking points, and visual notes stay connected to each video task in ClickUp instead of living in separate docs.

Use ClickUp Docs for Scripts

Create a ClickUp Doc attached to the main video task. Use it for:

• Full scripts and talking points.
• Outlines and key sections.
• Voiceover text and on-screen captions.

Collaborate in real time with comments and suggestions. Mention teammates to request feedback or approvals directly inside the script.

Outline Shots and Scenes with Task Checklists

Inside the video task, add a checklist for scenes or shots:

• Scene location and camera angle.
• On-screen text or graphics.
• Props or equipment needed.
• B-roll ideas.

This way, your ClickUp task contains both the script and the visual plan, making it easier for the production team to follow during filming.

Step 5: Schedule and Track Production in ClickUp Views

After planning, use ClickUp views to monitor progress and balance workloads across your team.

Use Board View for Production Pipelines

Switch your List to Board view and group tasks by status. This creates a simple pipeline where you can drag and drop video tasks through stages like:

• Script Drafting
• Ready to Shoot
• Filming
• Editing
• Final Review
• Published

The visual Kanban layout in ClickUp makes it clear which stage has bottlenecks and which tasks need attention.

Use Calendar and Gantt Views for Deadlines

Calendar and Gantt views in ClickUp help you visualize timelines.

• Calendar View: See filming days, editing windows, and publish dates.
• Gantt View: Understand how subtasks and dependencies line up across weeks.

Adjust dates by dragging tasks on the timeline. This is especially useful when shoot dates change or priorities shift.

Step 6: Manage Reviews, Feedback, and Approvals in ClickUp

Centralizing feedback keeps you from juggling comments across email and chats.

Collect Feedback with Comments and Proofing

Use ClickUp comments for approvals and discussion. Attach rough cuts, thumbnails, and graphics to the task, then:

• Ask stakeholders to leave clear approval or revision notes.
• Use task comments to track decisions and questions.
• Mention decision-makers when final input is required.

This creates a complete record of what was requested and what changed over time.

Track Final Approvals with Custom Fields

Add simple approval fields to your ClickUp tasks, such as:

• “Creative Approved” (Yes/No)
• “Legal Approved” (Yes/No)
• “Ready to Publish” (Yes/No)

Filter your List by these fields so your team can instantly see which videos are ready for scheduling and which still need review.

Step 7: Publish and Store Finished Videos in ClickUp

Finally, keep a structured record of your published videos so you can reuse, repurpose, and report on them.

Move Completed Videos into a Published List

Once a video is live, move the task to your “Published Library” List in ClickUp and update its fields:

• Live URL or platform link.
• Publish date.
• Primary channel (YouTube, social, website, or email).
• Key tags or themes for future reference.

This turns ClickUp into a searchable archive of past content you can revisit when planning new campaigns or repurposing assets.

Use ClickUp Data to Improve Future Planning

Track simple performance data in custom fields, like views, watch time, or lead impact. Over time, filter by topic, format, or channel to identify which videos perform best and should be repeated or expanded.

Next Steps: Scale Your Video Workflow with ClickUp

Once your first workflow is running smoothly, refine and scale it. Create more specialized templates for different content types such as product demos, webinars, ads, or social shorts. Improving your process in ClickUp will help you handle more volume without losing quality.

If you want help optimizing this system further, you can explore consulting support from Consultevo to align your ClickUp setup with the rest of your content operations.

By combining structured templates, clear statuses, and powerful views, ClickUp becomes a reliable hub for your entire video planning and production lifecycle—from idea capture to published content and performance insights.

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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