How to Use ClickUp for Video Projects

ClickUp can be a powerful command center for your video production work, especially if you are used to tools like Descript but need stronger project management and collaboration features. This guide walks you through how to organize, track, and optimize your entire video workflow using ClickUp.

Why Use ClickUp for Video Workflows?

Before you build a system, it helps to understand why a work management platform matters for creative work.

Compared with single-purpose editing tools, ClickUp helps you:

• Centralize scripts, briefs, assets, and feedback
• Standardize processes for repeatable video production
• Coordinate editors, writers, clients, and stakeholders
• Monitor deadlines, revisions, and approvals in one place

By pairing your existing editing or recording tools with ClickUp, you get structure without losing creative flexibility.

Set Up a ClickUp Space for Video Production

Your first step is to create a dedicated home for video work inside ClickUp.

1. Create a Space
   • Open your Workspace and add a new Space called something like “Video Production” or “Content Studio.”
   • Choose a color and icon that are easy to recognize for your team.
2. Select Key Features
   • Enable Tasks, Docs, Whiteboards, Dashboards, and any other features your process requires.
   • Turn on custom fields and relationships so you can connect tasks, assets, and campaigns.
3. • Set who can view and edit tasks, lists, and docs.
   • Create roles for editors, producers, and clients if you invite external collaborators.

This Space becomes the foundation for all your production lists, templates, and reporting views in ClickUp.

Create Lists and Folders in ClickUp for Your Pipeline

Next, organize your pipeline so every video follows the same path from idea to publish.

1. Map Your Stages

   Outline the major stages of your process, for example:

   • Ideas & requests
   • Research & scripting
   • Recording
   • Editing
   • Review & revisions
   • Final approval
   • Publishing & promotion
2. Create Folders

   Inside your ClickUp Space, add Folders that group related work. Common options include:

   • Campaign videos
   • Product tutorials
   • Social clips & shorts
   • Webinars & long-form content
3. Build Lists for Each Workflow

   Within a Folder, create Lists such as:

   • Content backlog
   • In production
   • Published archive

   Each List holds tasks representing individual videos.

Design ClickUp Task Templates for Each Video

Every video should live as a task in ClickUp with consistent structure. Task templates save time and ensure nothing gets missed.

1. Define Core Fields

   Add custom fields to capture important details:

   • Video type (explainer, ad, tutorial, etc.)
   • Channel (YouTube, social, website)
   • Owner/producer
   • Editor
   • Target publish date
   • Status or phase
2. Create Subtasks for Each Stage

   Turn your workflow into subtasks such as:

   • Outline & brief
   • Script draft
   • Script review
   • Record audio or screen
   • First edit
   • Internal review
   • Client review
   • Final cut & export
   • Upload & publish
   • Repurpose into clips
3. • Convert a fully configured video task into a template.
   • Use the template whenever you create a new video task in ClickUp.

Use ClickUp Views to Track Video Progress

Different views in ClickUp help your team see the same data in the format that works best for them.

Kanban Boards in ClickUp

Boards give you a quick overview of production status.

• Create a Board view grouped by status or custom stage.
• Drag tasks across columns as each video moves forward.
• Filter by assignee to see what each team member owns.

Calendar and Timeline Views in ClickUp

Scheduling is critical for launches and campaigns.

• Use a Calendar view to map filming, editing, and publishing dates.
• Switch to a Timeline or Gantt-style view to manage dependencies and avoid bottlenecks.
• Color tasks by video type or channel to see content mix at a glance.

Table and List Views in ClickUp

For operations and reporting, structured views are useful.

• Use List or Table views to sort and filter tasks by custom fields like status, owner, or channel.
• Save filters for “Overdue,” “Needs review,” or “Ready to publish.”

Organize Scripts and Assets in ClickUp Docs

Instead of scattering scripts and briefs across multiple tools, centralize them in Docs.

1. Write Scripts in Docs
   • Create a Doc for each video or each campaign.
   • Use headings for sections like intro, body, and outro.
   • Embed reference links, screenshots, or style notes.
2. Link Docs to Tasks
   • Attach the relevant Doc to its video task so editors and reviewers can find it instantly.
   • Use comments in Docs for line-by-line feedback.
3. Store Guidelines in a Wiki
   • Create a knowledge hub inside ClickUp for tone of voice, brand rules, and video templates.
   • Link this Wiki from all production Lists so new collaborators can ramp quickly.

Collaborate and Collect Feedback in ClickUp

Coordinating reviewers is often the most chaotic part of production. ClickUp can streamline this.

1. Use Comments for Context
   • Comment directly on tasks when requesting changes or clarifications.
   • Mention teammates with @ to assign small actions quickly.
2. Attach Drafts and Exports
   • Upload drafts or share links from your editing tool.
   • Keep each new version attached to the same ClickUp task so the history is easy to follow.
3. Convert Feedback into Action Items
   • Turn important comments into subtasks or checklist items.
   • Assign owners and due dates to each requested change.

Automate Repetitive Work in ClickUp

Automation helps your team stay focused on creativity while ClickUp handles routine updates.

1. Trigger Status Changes
   • Set automation rules such as “when all subtasks are done, move the video task to ‘Ready for review.’”
   • Move tasks automatically to “Editing” when the recording subtask is completed.
2. Automate Assignments
   • Auto-assign tasks to editors when a script is approved.
   • Reassign tasks to reviewers when editing is finished.
3. Send Notifications
   • Notify stakeholders whenever a video reaches “Final approval.”
   • Create reminders for upcoming publish dates.

Report on Performance with ClickUp Dashboards

Once your process is running smoothly, you can measure output and workload.

1. Build a Production Dashboard
   • Use widgets to show videos by status, due date, and assignee.
   • Track how many videos you complete each week or month.
2. Monitor Cycle Time
   • Measure how long tasks spend in each stage from script to publish.
   • Identify where videos regularly get stuck and improve that step.
3. Share with Stakeholders
   • Give leadership or clients read-only access to selected views.
   • Use Dashboard snapshots in reports or presentations.

Combine ClickUp with Other Tools

You do not need to replace your favorite recording or editing tools to benefit from a structured workflow.

• Use ClickUp to manage tasks and schedules.
• Continue editing in your preferred video or audio apps.
• Link files and share progress through attached exports and comments.

For a deeper look at how teams compare editing platforms and alternatives, review the breakdown at this guide to Descript alternatives.

Next Steps: Optimize Your ClickUp Setup

Once your basic system is live, refine it over time.

• Adjust custom fields to match your content strategy.
• Refine task templates for different video formats.
• Improve automations as you discover repeated manual steps.

If you want expert help designing a robust production workflow, strategy firms like Consultevo can assist with process design, documentation, and implementation inside platforms such as ClickUp.

By treating ClickUp as the operational hub for your video projects, you keep creative work organized, predictable, and easier to scale, no matter which recording or editing tools you prefer.

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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