How to Use ClickUp for Video Projects

ClickUp can organize every step of your video creation workflow, from idea to export, especially when you are exploring or comparing tools like VEED alternatives for your production stack.

This how-to guide walks you through building a simple, repeatable video production system so you always know what to do next, who owns each task, and when your content will be ready to publish.

Plan Your Video Workflow in ClickUp

Before you build anything, outline the core stages of your video process. The VEED.io alternatives article at ClickUp's blog highlights multiple editing tools, but your project steps usually stay similar regardless of which editor you use.

Typical stages include:

• Idea collection and approval
• Script writing and review
• Screen recording or live filming
• Rough cut and internal feedback
• Final edit, captions, and branding
• Export, upload, and promotion

Capture these stages first so you can mirror them inside ClickUp.

Create a ClickUp Space for Video Production

Start by dedicating one Space in ClickUp to all video-related work. This keeps your production tasks separate from other marketing or product tasks while still giving you cross-team visibility.

1. In your workspace, click the button to create a new Space.
2. Name it something like Video Production or Video Content.
3. Choose a color and icon that match your brand or channel.
4. Decide which team members get access to this Space.

A dedicated Space makes it easy to apply the same structure to every video project without starting from scratch.

Build a ClickUp Folder for Each Channel

If you publish videos to different platforms, separate them with Folders in ClickUp. For example, you might have:

• YouTube Tutorials
• Social Media Reels
• Customer Onboarding Videos
• Internal Training Clips

Within the Video Production Space:

1. Create a Folder for each main channel or video type.
2. Use clear names like YouTube How-Tos so your team can find projects quickly.
3. Apply any relevant tags or color coding for fast scanning.

Set Up ClickUp Lists for Workflow Stages

Inside each Folder, use Lists in ClickUp to group videos by status or campaign.

You can organize Lists in several ways:

• By campaign: Product launch series, feature spotlight series.
• By quarter: Q1 Video Content, Q2 Video Content.
• By format: Webinars, Shorts, Product Demos.

For a simple approach, start with these Lists:

• Backlog Ideas
• In Production
• Ready to Publish
• Published & Performance

This structure lets you move tasks through your system while keeping visibility over everything in progress.

Create a ClickUp Task Template for Each Video

Every video should be a task in ClickUp. To save time, build a reusable task template so your process is consistent.

1. In your video List, create a new task called something like Video Template.
2. Add a detailed description outlining the standard steps.
3. Turn it into a template so your team can clone it for each new video.

What to Include in Your ClickUp Task Template

In your ClickUp task, include:

• Title: Working video title and version.
• Description: Summary, target audience, and main CTA.
• Subtasks for each step, such as:
  • Define topic and objective
  • Research and outline
  • Write script
  • Script review and approvals
  • Record A-roll or screen capture
  • Edit rough cut
  • Add B-roll, music, and graphics
  • Generate and review captions
  • Export final version
  • Upload and optimize metadata
  • Schedule or publish
• Custom fields for platform, video length, priority, and owner.

Once your template is ready, convert it to a task template and use it for every new video so nothing gets missed.

Use ClickUp Views to Track Video Progress

ClickUp offers multiple views that are ideal for video production management.

Board View for ClickUp Status Tracking

Use Board view to visualize the flow of each video. Create columns that match your production stages, such as:

• Idea
• Script
• Recording
• Editing
• Review
• Ready to Publish
• Published

Drag and drop each video task across the board as it moves forward, giving your team instant clarity on what is in progress.

List View for Detailed ClickUp Planning

List view in ClickUp helps you see details at a glance.

• Sort by due date to understand upcoming deadlines.
• Group by assignee to see each editor's workload.
• Filter by platform to focus on a specific channel.

This is especially useful when you are managing many videos in parallel.

Calendar and Gantt Views in ClickUp

Use Calendar view to schedule recording days, editing sprints, and publish dates.

Switch to Gantt view in ClickUp to visualize dependencies, such as script approval needing to finish before recording, and recording before editing.

Collaborate With Your Team in ClickUp

Video production is highly collaborative. ClickUp gives your team one shared place to discuss each asset.

• Use comments on tasks and subtasks for feedback threads.
• Mention teammates to assign action items directly from a comment.
• Attach scripts, storyboards, and reference clips to the task.
• Use checklists for small details like thumbnail options and end-screen links.

This centralizes context so your editor does not need to dig through email or chat history to find key decisions.

Track Results and Optimize in ClickUp

After publishing, keep performance data inside ClickUp so you can refine your content strategy.

1. Add subtasks or custom fields for metrics such as views, watch time, and click-through rate.
2. Update these fields weekly or after specific campaigns.
3. Tag high-performing videos so you can study what worked.

You can also connect reporting or planning tasks back to your main marketing workspace for a full pipeline view.

Next Steps: Scale Your Workflow With ClickUp

Once your first workflow is running smoothly, expand your ClickUp setup.

• Create separate templates for short-form, long-form, and webinar edits.
• Add automation rules to move tasks when statuses change.
• Use recurring tasks for series you publish on a fixed schedule.

If you want expert help building a scalable ClickUp system that matches your stack of editing tools and VEED alternatives, you can explore consulting services such as Consultevo for implementation guidance.

By structuring your Space, Folders, Lists, templates, and views carefully, ClickUp becomes the command center for video planning, production, and performance tracking, no matter which editing platform your team prefers.