How to Manage Video Production Projects in ClickUp

ClickUp is a powerful work management platform that helps video teams organize ideas, scripts, assets, and approvals in one place. This step-by-step guide shows you exactly how to set up a complete video production workflow using features drawn from the official ClickUp video production project guide.

Step 1: Plan Your Video Workflow in ClickUp

Before you start building anything, outline the stages of your video process so you can mirror them in ClickUp. A clear workflow ensures nothing slips through the cracks from brainstorming to final delivery.

Define Your Video Stages

Most teams move through similar phases. List your stages so you can convert them into statuses and tasks in ClickUp:

• Brainstorming and ideation
• Pre-production and planning
• Scripting and storyboarding
• Production and filming
• Editing and post-production
• Reviews, feedback, and approvals
• Publishing and distribution
• Reporting and performance review

Having these stages documented first will make the setup in ClickUp much faster and more accurate.

Choose a Space for Video Projects in ClickUp

Decide where video work will live in your workspace. For most teams, the best approach is:

• Create a dedicated Space for Marketing, Creative, or Content.
• Inside that Space, add a Folder for Video Production.
• Within the Folder, create Lists for series, campaigns, or video types.

This structure keeps all video tasks and assets organized and easy to find for everyone who works in ClickUp.

Step 2: Use a Video Production Template in ClickUp

Instead of building from scratch, start with a pre-built framework modeled on successful video teams. ClickUp offers a Video Production Project template you can adapt to your needs.

Import or Build Your Template

To set up your reusable workflow, follow this general process:

1. Create a new List or Folder specifically for your template.
2. Add sample tasks for each stage such as “Draft Script,” “Film A-Roll,” and “Final Review.”
3. Set custom statuses that match your video pipeline, for example: Idea, In Pre-Production, Filming, Editing, Review, Approved, Published.
4. Add custom fields for details like video type, channel, due date, owner, and estimated length.
5. Save this structure as a template so future projects in ClickUp can use it instantly.

Once the template exists, your team can spin up consistent video projects in a few clicks.

Customize Fields for Your Team

Every video team tracks different details, and ClickUp lets you add fields that match your process. Common custom fields include:

• Content type (ad, tutorial, webinar, social clip)
• Target platform (YouTube, Instagram, LinkedIn, TikTok)
• Campaign or series name
• Priority and complexity level
• Talent or spokesperson
• Production budget and external vendors

Standardizing these inside ClickUp helps you report on your pipeline and quickly filter work by channel or campaign.

Step 3: Organize Video Tasks and Assets in ClickUp

Once the framework is ready, you can break each video into smaller tasks in ClickUp. This makes responsibilities clear and keeps files attached where people actually work.

Break Down Each Video into Tasks

For each video, create one main task and several subtasks, such as:

• Main task: Video title or working title
• Subtasks: Research, Scripting, Storyboard, Talent Booking, Location Scouting, Filming, Editing, Motion Graphics, Sound Design, QA Review, Final Approval, Upload and Publish

Assign owners and due dates to each step so everyone knows what they are responsible for in ClickUp.

Attach Files and Links in One Place

Centralize all production materials in the relevant task so nothing is lost across email and chat. Attach or link:

• Creative briefs and brand guidelines
• Script drafts and final versions
• Storyboards and shot lists
• Raw footage and B-roll
• Music licenses and stock assets
• Thumbnails, graphics, and captions

ClickUp comments and file previews help your team review changes and give feedback directly in context.

Step 4: Use ClickUp Views to Track Video Progress

Different roles on your team need different perspectives. ClickUp offers multiple views so producers, editors, and stakeholders can each see the information that matters most.

Board View for Pipeline Management

Board view is ideal for visualizing the status of every video. Set each column to a status like Idea, In Progress, Editing, Review, or Published. Then:

• Drag and drop tasks across columns as videos move forward.
• Group tasks by assignee, priority, or channel to manage workload.
• Filter to show only active, overdue, or high-priority videos.

This makes standups and production meetings more efficient because your entire video pipeline is visible in ClickUp.

List and Calendar Views for Deadlines

Use List view for detailed work and Calendar view for deadlines:

• List view shows every field, custom field, and subtask in a compact layout.
• Calendar view highlights filming days, edit deadlines, and publish dates.
• Producers can quickly reschedule work by dragging tasks on the calendar.

Tight coordination around dates is critical for launches and campaigns, and these views help teams stay aligned in ClickUp.

Step 5: Collaborate and Get Approvals in ClickUp

Fast, clear feedback loops can make or break a video schedule. Use comments, proofing, and assignments in ClickUp to keep reviews structured and traceable.

Centralize Feedback on Drafts

For each draft version, upload the file or link and invite stakeholders to comment:

• Use threaded comments to track specific issues.
• Mention teammates with @ to assign them action items.
• Mark comments as resolved once changes are made.

This avoids scattered feedback across messaging tools and ensures every requested change is documented inside ClickUp.

Manage Final Approval and Handoffs

Add a dedicated subtask for final approval, and assign it to the decision maker with a clear due date. When the video is approved:

• Update the task status to Approved or Published.
• Attach final export links and thumbnail files.
• Tag the distribution or social media owner so they can publish.

Documenting this flow in ClickUp gives you a reliable history of who approved what and when.

Step 6: Automate Repetitive Work in ClickUp

Video production includes many recurring steps that can be automated to save time. ClickUp automations help your team stay on track without constant manual updates.

Helpful Automations for Video Teams

Consider adding simple rules such as:

• When status changes to Editing, assign the task to the editor.
• When status changes to Review, notify the project owner.
• When a due date is reached with the task still open, send a reminder.
• When a task is moved to Published, add a comment with a checklist for final distribution steps.

Automations reduce busywork and keep your ClickUp boards clean and accurate.

Step 7: Analyze Performance and Improve in ClickUp

After videos are live, track results and feed those insights back into your production process. ClickUp can store and display performance data alongside your tasks.

Track Key Metrics for Each Video

Create custom fields or tasks to log performance metrics such as:

• Views and watch time
• Click-through rate
• Conversions or signups
• Audience retention and top traffic sources

By recording these details in ClickUp, you can compare which formats, topics, and channels perform best over time.

Run Retrospectives with Your Team

Schedule recurring tasks for post-launch reviews. In these sessions, use your workspace data to discuss:

• What went smoothly in pre-production and filming
• Where bottlenecks appeared in editing or approvals
• Which content styles and lengths outperformed expectations
• What to change in your ClickUp template for the next cycle

Continuous improvement driven by data will make each new video project more efficient and more effective.

Next Steps: Scale Your Video Operations with ClickUp

By planning your workflow, using templates, organizing tasks, leveraging views, streamlining approvals, and automating routine steps, you can manage complex video production pipelines in ClickUp with confidence. As your operation grows, consider pairing your workspace with expert workflow consulting from partners like Consultevo to refine your processes even further.

Use this guide as your starting point, adapt the structure to your own stages and channels, and then let ClickUp become the central hub where your entire video production lifecycle lives.

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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