How to Use ClickUp to Manage Video Projects
ClickUp can organize your entire video production workflow, from idea to final export, using tasks, views, and documentation so your team always knows what to do next.
This how-to guide walks you step-by-step through setting up a simple but powerful workspace to manage research, scripts, recording, editing, and reviews for any video content.
Plan a Video Workflow in ClickUp
Before building anything, outline how work should move through your video process. Then you can translate that flow into ClickUp tasks and statuses.
Define stages of your video process
Typical stages you can represent in ClickUp include:
- Idea and topic research
- Script or outline creation
- Asset preparation (graphics, B-roll, music)
- Recording or screen capture
- Editing and revisions
- Internal review and approvals
- Export, upload, and publishing
- Performance tracking and updates
Each of these stages will later map to task statuses or lists in ClickUp so you can see exactly where each video stands.
Create a hierarchy for video projects in ClickUp
Use the workspace structure to separate client, campaign, or channel work. A simple setup looks like this:
- Workspace: Your company or brand
- Space: Video Production
- Folders: YouTube, Course Content, Social Clips, Client Projects
- Lists: Per series, campaign, or batch (e.g., “Tutorials Q1”, “Product Demos”)
This hierarchy keeps ClickUp organized so video content from multiple shows, clients, or platforms doesn’t mix together.
Set Up Video Task Templates in ClickUp
Next, build repeatable templates in ClickUp for any recurring video type so your team never starts from scratch.
Create a standard video task in ClickUp
- Create a new task in the relevant list.
- Use the video title or working title as the task name.
- Add a short description that explains the purpose, audience, and key angle.
- Convert this task into a template so you can reuse the structure.
Then add consistent elements to every video task in ClickUp.
Add custom fields for video details
Use custom fields to store important production information, such as:
- Content type (tutorial, promo, webinar, course lesson)
- Target platform (YouTube, website, social network, LMS)
- Aspect ratio and resolution
- Primary keyword or topic
- Estimated length in minutes
- Due dates for script, recording, first cut, and final delivery
Custom fields make it easy to sort and filter tasks in ClickUp, especially when you manage dozens of videos at once.
Track Script Writing and Prep in ClickUp
Video quality depends on planning. Use ClickUp features to centralize ideas, outlines, and scripts.
Capture ideas and briefs with ClickUp Docs
For each video, attach or create a Doc to store all pre-production content:
- Video brief and goals
- Audience profile and pain points
- Outline and bullet-point structure
- Full script or talking points
- Shot list and B-roll notes
Link the Doc directly to the corresponding video task in ClickUp so writers, editors, and reviewers always reference the same source.
Use comments to refine scripts
Within the task or Doc, reviewers can:
- Tag teammates with @mention for script changes
- Resolve comment threads when updates are complete
- Attach example clips or reference links
Centering communication in ClickUp prevents long email threads and version confusion.
Manage Recording and Editing with ClickUp Views
Visual views in ClickUp help your team focus on the right stage of production and workload distribution.
Build a Kanban-style video pipeline in ClickUp
Use Board view to see every video task by status. Example columns include:
- Backlog
- Script in Progress
- Ready to Record
- Recording
- Editing
- Review
- Ready to Publish
- Published
Drag and drop tasks across columns as each video moves through the pipeline in ClickUp. This gives instant status clarity to producers, editors, and stakeholders.
Use List and Calendar views for deadlines
Combine multiple views in the same ClickUp space:
- List view: Sort by due date, assignee, or status for quick prioritization.
- Calendar view: See publish dates and production milestones across the month or week.
- Workload view: Balance recording and editing tasks across team members.
With these views, ClickUp acts as a central production calendar, helping you avoid missed deadlines and overbooking.
Collaborate on Revisions and Approvals in ClickUp
Editing and feedback can create bottlenecks. Use structured steps in ClickUp to keep revisions under control.
Organize feedback efficiently
For each video task, you can:
- Attach draft exports or share viewing links
- Create subtasks for specific revision rounds
- Assign each subtask to the responsible editor
- Set clear due dates for feedback and changes
Encourage reviewers to keep all comments inside the ClickUp task so context stays connected to the correct video version.
Standardize approval steps in ClickUp
To avoid confusion, define what “approved” means.
- Create a custom status like Pending Approval and Approved.
- Assign approval to a specific owner (e.g., producer, client, or marketing lead).
- Require that final approval is recorded as a status change in ClickUp, not only in chat or email.
This ensures you always know which videos are cleared to publish.
Automate Repetitive Work in ClickUp
Automations in ClickUp reduce manual updates and keep your video pipeline consistent as volume grows.
Set basic automations for video tasks
Useful automation ideas for a video workflow include:
- When status changes to Ready to Record, assign the task to your recording lead.
- When status changes to Editing, reassign to the editor and set a default due date.
- When status changes to Review, notify stakeholders for feedback.
- When a task is moved to Published, add a tag like “live” or log the publish date in a custom field.
These automations in ClickUp keep everyone informed without constant manual updates or status checks.
Report on Video Performance with ClickUp
After publishing, track results to inform future content decisions.
Store performance metrics in ClickUp
Create custom fields to monitor:
- Views after 7, 30, and 90 days
- Click-through rate or watch time
- Conversion events tied to specific videos
- Key takeaways for future scripts
Update these fields periodically or using linked sheets and summarize outcomes in dashboards built inside ClickUp.
Build dashboards for stakeholders
Use dashboard widgets to show:
- Videos by status (Backlog, Editing, Published)
- Tasks by assignee to reveal workload issues
- Due date and publish date charts
- Performance notes pulled from custom fields
This turns ClickUp into a central reporting hub that connects production status with business impact.
Extend Your ClickUp Setup
Once your core workflow is running smoothly, you can layer on more advanced systems and integrations.
- Connect form submissions or requests to auto-create video tasks.
- Link cloud storage for raw footage and exports.
- Use templates for campaign-based batches of videos.
- Combine video planning in ClickUp with broader marketing or product initiatives.
For expert help designing advanced setups, you can explore consulting support at Consultevo.
Learn More About Video Tools and ClickUp
If you are comparing recording and editing options or looking at different workflows, review this guide on alternatives to common screen recording tools: Camtasia alternatives and video workflow tips. Use ideas from that resource together with these steps in ClickUp to build a streamlined, end-to-end video production process.
By combining clear stages, structured tasks, and focused views, ClickUp becomes a complete command center for video planning, production, and performance tracking for any size team.
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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