How to Whiteboard in ClickUp: Step-by-Step Guide

ClickUp makes it easy to turn scattered ideas into organized, actionable plans using flexible digital whiteboards. This guide walks you through how to set up, customize, and collaborate on whiteboards so you can visually plan projects, map workflows, and capture team brainstorming in one workspace.

The instructions below are based on best practices from leading whiteboard tools and how they compare on the best whiteboard software list, adapted into a practical how-to for your own workspace.

Why Use ClickUp for Whiteboarding

Before you start, it helps to understand what a good digital whiteboard should offer. Modern whiteboards are more than blank canvases; they combine visual thinking, collaboration, and project execution in one place.

Using whiteboards inside ClickUp lets you:

Brainstorm visually with notes, shapes, and connectors
Map workflows and processes in real time with your team
Attach ideas directly to tasks and projects
Keep all documents, comments, and plans in a single hub
Move from concept to execution without switching tools

Instead of juggling multiple apps for mind mapping, task management, and documentation, a visual space inside your project platform helps maintain context and reduce friction.

How to Create Your First ClickUp Whiteboard

Most teams start with a simple whiteboard to get used to visual collaboration, then expand into templates and complex diagrams. Follow these steps to create your first board-like visual space.

Step 1: Choose the Right Workspace Location in ClickUp

Start by deciding where your visual canvas should live in your hierarchy. Aligning whiteboards with existing spaces and folders keeps everything organized.

Open your workspace and navigate to the correct Space for your team or project.
Create (or select) a Folder that groups related Lists and views.
Use intuitive naming so teammates know this area holds your visual planning views.

Think of this location as the home for all planning, brainstorming, and process mapping related to that initiative.

Step 2: Add a Visual Whiteboard View

Once you are in the correct location, it is time to add a visual view that works like a digital whiteboard.

Open the List, Folder, or Space where you want the whiteboard.
Click the option to add a new view in the top bar.
Select a visual canvas or whiteboard-style view type from the menu.
Give the view a descriptive name, such as “Brainstorm Board” or “Roadmap Whiteboard”.

By attaching the view to a specific part of your hierarchy, you ensure ideas remain connected to actual tasks and deliverables.

Step 3: Configure Basic Whiteboard Settings

After the view is created, configure it so the board behaves the way you need.

Adjust permissions to control who can edit versus only view.
Toggle visibility options so the view is shown or hidden from certain users.
Customize filters if you plan to display tasks or data on the board.
Save your layout so future sessions open in the right zoom and position.

These foundational settings help avoid confusion later when more teammates join collaborative sessions.

Designing Your ClickUp Whiteboard Layout

A well-structured whiteboard keeps brainstorming sessions productive and makes it easier to turn ideas into action. Use sections and visual elements to create a repeatable layout.

Step 4: Add Core Visual Elements

Start building out the canvas with basic visual blocks, similar to the way popular tools on the best whiteboard software list approach design.

Sticky notes: Capture ideas, questions, and quick to-dos.
Shapes and containers: Group related concepts into sections.
Connectors and arrows: Show relationships, dependencies, and flow.
Text boxes: Add headings, instructions, and labels.
Images or icons: Visualize concepts and make the board more intuitive.

Arrange these elements into lanes or clusters such as “Ideas”, “In Progress”, and “Next Steps” to guide the discussion.

Step 5: Use ClickUp Templates for Faster Setup

To save time, reuse successful layouts or adopt structures inspired by other top whiteboard tools. Build or import templates for common workflows, such as:

Brainstorming and affinity mapping
Product roadmaps and feature planning
Sprint planning and retrospectives
Customer journey mapping
Process flowcharts and swimlanes

Create a master template whiteboard view, then duplicate it for each new project so your team always starts with a consistent structure.

Collaborating on Whiteboards in ClickUp

Real-time collaboration is a core reason teams choose digital boards over static documents. With proper structure, your sessions remain focused and efficient.

Step 6: Invite Teammates and Set Collaboration Rules

Once your layout is ready, bring in collaborators and set clear expectations.

Share the view with relevant teammates or guests.
Clarify whether the session is synchronous (live) or async.
Define color-coding rules (for example, each person uses a different color note).
Set time limits for each activity like idea generation, grouping, and voting.

Using the same canvas for recurring ceremonies, such as weekly planning, reinforces habits and reduces onboarding time for new members.

Step 7: Use Comments and Mentions Effectively

Commenting inside the board keeps conversations tied directly to the content being discussed.

Add comments to individual notes or shapes instead of sending separate messages.
Use @mentions to notify teammates when you need input or decisions.
Resolve comments when an issue is addressed to keep the canvas clean.
Pin important decisions or summaries in a dedicated “Notes” area.

This approach mirrors the best collaboration techniques from leading visual platforms, while keeping everything inside your main project hub.

Turning Whiteboard Ideas into Action in ClickUp

The true power of a digital canvas is the ability to move seamlessly from ideas to executable tasks. Treat your whiteboard as the front door to structured project management.

Step 8: Convert Ideas into Tasks

As your session wraps up, start translating the most important notes into clear action items.

Identify which notes represent concrete work rather than general thoughts.
Convert those items into tasks directly from your board, if available.
Assign owners and due dates for each new task.
Apply tags, priorities, or custom fields to give context.

Linking visual items to structured tasks ensures that no decision is lost after the meeting ends.

Step 9: Organize Tasks with Views and Automations

Once tasks are created, manage them using additional views and automation rules.

Use List or Board views to track status and progress.
Set up automations to update fields when tasks move through stages.
Connect relevant documents or meeting notes so context stays together.
Review the original whiteboard regularly to validate that execution matches the plan.

By looping between the whiteboard view and other views, you keep high-level strategy and day-to-day execution aligned.

Best Practices for ClickUp Whiteboard Sessions

To get consistent value from your digital canvas, treat it as a living asset instead of a one-off brainstorming tool.

Standardize templates: Agree on a small set of reusable board formats.
Document rules: Add instructions on the canvas so new participants know how to contribute.
Schedule reviews: Revisit key boards at defined intervals to keep them up to date.
Archive old boards: When a project ends, archive or snapshot the whiteboard for future reference.
Measure outcomes: Track which sessions led to the most completed tasks and improved workflows.

If you want professional help optimizing whiteboard-driven workflows or integrating them into a broader productivity system, you can explore consulting services at Consultevo.

Next Steps: Master Visual Collaboration with ClickUp

You now have a clear framework for setting up, running, and maintaining powerful whiteboards inside your work platform. By combining visual brainstorming, structured tasks, and real-time collaboration, your team can move from idea to delivery without losing context.

Use this guide as a checklist each time you launch a new board. Over time, refine your templates, collaboration rules, and task conversion process so every session results in clear ownership and measurable progress.

For more inspiration on features, capabilities, and comparisons with other leading tools, refer back to the official overview of the best whiteboard software and adapt those insights into your own workflows.

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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