ClickUp

ClickUp is an all-in-one work and project management tool. It helps teams plan, assign tasks, track progress, chat, and manage documents on a single platform, suitable for individuals to enterprises.

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Go to ClickUp

Onboarding

Quick scan

Understand the ClickUp “shape”: Workspace → Hierarchy → Views → Tasks.
Get oriented in Global Navigation + Home Sidebar.
Pick a first workflow: personal productivity or team project.

Read time: ~12–15 min

Outcome: you can start working without feeling lost

1) Purpose, who it’s for, where it lives

This tab is your “first hour” map: what ClickUp is, who should set what up, and where to click first. The goal is to reduce early confusion and get you to a usable starting point fast.

Purpose/outcome: know where key areas are (Home, Spaces, Search) and how work is organized.
Who: new members, owners/admins doing initial setup, anyone joining a new Workspace.
When to use: day 0–2, or anytime you switch Workspaces / UI versions.
Where in navigation: Global Navigation → Home; left sidebar shows your work + shortcuts.
Related tabs: Getting started (settings), Working in ClickUp (Hierarchy), Views.

2) Mental model: Global Navigation + Home Sidebar

ClickUp surfaces your work through a global nav and a sidebar that becomes your “control center.” Your first win is knowing what’s always available vs. what depends on location (Space/Folder/List).

Global Navigation: your top-level entry points (ex: Home, Chat, Docs, Dashboards) and quick access patterns.
Home Sidebar: the center of activity where work converges (inbox/notifications, assigned items, hierarchy, favorites).
Search: treat Cmd/Ctrl+K as your “teleport” to tasks/Docs quickly.

Expected outcome: you can explain “where work is” and “how I jump to it” in one sentence.

3) Core jobs-to-be-done (your first week)

Most beginners succeed when they focus on a small set of repeatable jobs. Use these as your default playbook before exploring advanced features.

Job A — Find my work

Open Home and review your assigned items.
Use Search (Cmd/Ctrl+K) to jump to a task/Doc.
Favorite key locations so they stay visible.
Pin a view you visit daily.

Job B — Capture work fast

Create a task in the right List (don’t leave it uncategorized).
Set assignee + due date the same moment you create it.
Add just enough description + checklist to start.
Attach links/files early so context isn’t lost.

Job C — Stay on top of updates

Use comments for decisions; avoid “invisible DMs.”
Watch tasks you care about (or subscribe via mentions).
Close the loop by moving status when work changes.
Review today/overdue items in your personal to-dos.

4) Happy path workflow #1 — Join a Workspace and get oriented

Use this the moment you join a new Workspace. It’s about getting “navigation fluency” and avoiding early setup mistakes.

Open Home in Global Navigation.
Scan your Home Sidebar sections (inbox/assigned/favorites).
Open Search (Cmd/Ctrl+K) and find one task + one Doc.
Open the Spaces sidebar and locate your team Space.
Open a List and pin the view you’ll use daily.
Favorite the Space/List so it stays easy to find.
(Optional) Create a custom Home Sidebar section for your top 3 locations.

Expected outcome: you can reach your team’s work area in <10 seconds without searching externally.

5) Happy path workflow #2 — Set up “my work” habits

This builds a daily rhythm: capture tasks properly, then track them in a predictable place so nothing falls through.

Create 3 tasks you personally own (real or practice).
Set assignee to you and add a due date on each.
Put each task in a clear status (to-do / in progress / done).
Add a checklist with 2–4 concrete sub-steps per task.
Open your personal to-dos (ex: Today/Overdue/Next/Unscheduled buckets).
At end of day, update one status + leave one summary comment.

Expected outcome: your “today list” reflects reality, and teammates can see progress without asking you.

6) Decision points (pick the right next move)

These A/B choices prevent early rework. If you’re unsure, pick the option that keeps work discoverable and standardized for your team.

Situation	Option A	Option B
Where do I put new work?	Create the task in the team List so reporting stays accurate.	Put it in a personal area only if it’s private/temporary and won’t affect team planning.
How do I find something fast?	Use Search (Cmd/Ctrl+K) and filter to tasks/Docs.	Scroll the sidebar only if you already know the location path.
How do I keep a location handy?	Favorite it (best for daily destinations).	Create a custom sidebar section if you need grouped shortcuts.
How should updates be shared?	Use task comments for decisions + status changes.	Use Chat only for quick coordination; summarize decisions back into the task.

7) Guardrails: do/don’t + common mistakes

Early habits are hard to undo. These guardrails keep your Workspace clean and your work findable.

Do

Favorite the 3 places you use most.
Set assignee + due date at creation time.
Use statuses to reflect reality (not intention).

Don’t

Don’t create tasks without a clear location (Space/Folder/List).
Don’t store decisions only in Chat—copy back to the task.
Don’t rename shared structures without aligning with owners/admins.

Common mistakes (and how to avoid)

“Where did my task go?” → Always create tasks inside the correct List.
Inbox overload → Unwatch noisy items; keep only what you act on.
Too many favorites → Keep favorites to daily destinations; use custom sections for grouping.
Unclear ownership → Ensure every task has an assignee (person or Team).
Stale statuses → Update status whenever the next step changes.

8) Proof & practice (10–15 minutes)

Practice with a small setup that mirrors real work. You’ll know it’s correct when your work is easy to find and your “today” view matches reality.

What good looks like

You can jump to your main List via sidebar in 1–2 clicks.
Your tasks have assignee + due date + meaningful status.
Decisions are visible inside tasks (not hidden in Chat only).

Pre-check

I know which Workspace I’m in.
I can open Search (Cmd/Ctrl+K).
I can open Spaces sidebar.
I know my team Space/List name.
I have permission to create tasks.

Post-check

2 locations are favorited.
1 view is pinned.
3 tasks created with due dates.
At least 1 task has a checklist.
I can find a task via Search.

Practice lab

Create a “Starter” task in the correct List.
Add a 3-item checklist and one attachment/link.
Set status to In progress, then leave a short summary comment.
Favorite the List and pin the view you used.
Find the task again using Search.

Verify you did it right: you can find the task via favorites, pinned view, and Search (3 different paths).

Official docs links

Getting started

Quick scan

Know the difference: Workspace settings vs. account settings.
Understand where to find key admin controls.
Set a minimal, safe baseline before adding advanced features.

Read time: ~12 min

Outcome: you can configure basics without breaking team workflows

1) Purpose, who it’s for, where it lives

Getting started focuses on setup choices that affect everyone: Workspace structure, settings, and how people access the system. The goal is a stable baseline you can build on.

Purpose/outcome: correct initial settings + clear ownership (who manages what).
Who: Workspace owners/admins; power users helping onboard teams.
When: new Workspace creation, big team changes, or plan/security rollout.
Where: Workspace avatar (upper-left) for Workspace settings; personal avatar (upper-right) for account settings.
Related: Working in ClickUp (Hierarchy), Data/privacy/security (policy controls).

2) Mental model: Workspace settings vs account settings

Think “Workspace settings = shared rules” and “Account settings = my personal experience.” Mixing these up is a common cause of confusion during onboarding.

Workspace settings: controls that apply broadly (structure-level behavior, org-wide options).
Account settings: controls for your profile and personal defaults.
Version awareness: some articles reference ClickUp 3.0 vs 4.0 UI; confirm what your team uses.

Expected outcome: you always know where to go for a change (shared vs personal).

3) Core jobs-to-be-done (admin baseline)

These are the foundational jobs that keep your Workspace manageable as more people join and create work.

Define structure: create the minimum set of Spaces/Lists required for the first month of work.
Set defaults: establish naming + status conventions so tasks don’t become unreportable.
Access & roles: ensure owners/admins can maintain settings; avoid “nobody can fix it.”
Storage hygiene: understand storage constraints and what content types consume it.
Rollout plan: onboard a pilot team before enabling broad changes (ClickApps, automations, etc.).

4) Happy path workflow #1 — Create/prepare a Workspace baseline

Use this when you’re setting up a new Workspace or “resetting” a messy one. Keep it intentionally minimal.

Open Workspace settings from the Workspace avatar.
Confirm UI version awareness across team (so instructions match what people see).
Define 2–4 Spaces aligned to team boundaries (avoid one mega-space).
Inside each Space, create Lists that match real workflows (inbox/backlog, active work, done/archive).
Set a simple status set (to-do → in progress → done) before customizing.
Invite a small pilot group and have them run real work for 1 week.
Collect friction points, then iterate on structure and settings.

Expected outcome: people can create tasks in the right place and report on them consistently.

5) Happy path workflow #2 — Personal setup for a new user

This is the “first 10 minutes” setup that makes new members productive without needing admin rights.

Open your account settings from your personal avatar.
Confirm profile basics and notifications so you don’t miss mentions/assignments.
Favorite your main Space and List(s).
Pin your primary view (List/Board/Calendar) where you work daily.
Learn Search (Cmd/Ctrl+K) and try finding a task + Doc.
Practice updating status and leaving a short summary comment.

Expected outcome: you can track your own work and collaborate without admins.

6) Decision points (A/B)

Make choices that reduce rework. Default to clarity and consistency over over-customization.

Situation	Option A	Option B
New Workspace: how many Spaces?	Start with a small number aligned to teams/functions.	Create many Spaces only if you already have distinct governance per group.
Statuses: simple or complex?	Start simple (3–5). Expand only after 2 weeks of real usage.	Complex statuses require strict training + reporting discipline.
Who changes settings?	Owners/admins manage shared settings; document decisions.	Avoid many people changing rules ad-hoc (causes drift).
When to enable ClickApps?	Enable only what supports an active workflow.	Turning on everything creates UI noise and confusion.

7) Guardrails + common mistakes

This prevents the classic “we customized too early” scenario.

Do: run a pilot, document decisions, keep defaults consistent.
Don’t: roll out sweeping changes to everyone on day one.

Common mistakes (and how to avoid)

Over-customizing early → Start minimal; expand after real usage feedback.
No ownership → Assign admins who maintain structure and standards.
Inconsistent naming → Decide naming conventions for Spaces/Lists before scaling.
Confusing settings locations → Teach “Workspace avatar vs personal avatar.”
Ignoring version differences → Verify 3.0 vs 4.0 UI references before training.

8) Practice lab + checklists

Do a controlled “setup rehearsal” so you can repeat it when onboarding more people.

Pre-check

Owner/admin identified.
Initial Spaces planned.
Status baseline drafted.
Pilot group chosen.
Support resources bookmarked.

Post-check

Pilot can create tasks in the right Lists.
People know where settings live.
Basic navigation is consistent across users.
Feedback captured in one place (Doc or List).
Next iteration decisions are written down.

Lab steps (10–15 min)

Create a tiny “Pilot Space” with one List.
Create 5 sample tasks with assignee + due date.
Move two tasks through statuses and comment on progress.
Ask a pilot member to find and update one task via Search.
Capture what was confusing and adjust structure/naming.

Verify you did it right: a brand-new user can complete a task update without help.

Official docs links

Working in ClickUp

Quick scan

Learn the Hierarchy so work is always in the right place.
Understand tasks as the core unit of execution.
Use views to see the same work in different ways.

Read time: ~15 min

Outcome: you can explain and use the system end-to-end

1) Purpose, who it’s for, where it lives

This tab is about doing real work: organizing locations, creating tasks, and keeping progress visible. It’s the “how ClickUp works” layer.

Purpose/outcome: consistent structure so collaboration and reporting stay clean.
Who: everyone (ICs, managers, admins).
When: whenever you create/track tasks or restructure a project.
Where: Space sidebar + Views Bar at the top of a location.
Related: Views (deep dive), Features/ClickApps (customization), Docs.

2) Mental model: Hierarchy + task-centric work

ClickUp organizes work into Hierarchy locations and executes work through tasks. Views then let you look at those tasks through different lenses.

Hierarchy: Workspace → Spaces → Folders/Lists → tasks (work items).
Tasks: statuses represent progress; fields + sections hold details (assignees, Custom Fields, checklists, attachments).
Views: List/Board/Calendar show the same tasks differently; choose the view that fits the job.

Expected outcome: you can place any work item into the correct Hierarchy location confidently.

3) Objects & terms (starter glossary)

These are the minimum terms you need to understand most docs and team conversations.

Hierarchy locations

Workspace
Space
Folder / List
Task

Task parts

Status
Assignee(s)
Description
Custom Fields
Subtasks / checklists

Visibility tools

Views Bar
Pinned views
Favorites
Search

4) State machine / lifecycle (tasks)

Tasks move through statuses that represent progress from to-do to complete. Treat statuses as the truth of “what happens next,” not as a vague label.

To do: defined next step exists, but work hasn’t started.
In progress: someone is actively working; blockers should be visible.
Done: acceptance criteria met; capture final notes in comments.
Transitions: update status when the owner or next step changes (not “later”).

Expected outcome: a teammate can infer the next action just by reading status + last comment.

5) Core jobs-to-be-done

These are the repeatable actions that keep your Workspace usable as tasks scale.

Create tasks with: title, assignee, status, due date (when applicable).
Break work down using subtasks and checklists for clear execution.
Store context in description/attachments so work is self-serve.
Use comments as the source of truth for decisions and progress notes.
Use views to triage: board for flow, list for detail, calendar for time.

6) Happy path workflow #1 — Run a simple project in a List

This is the smallest “real” project flow: plan work, execute, then close it out cleanly.

Pick the correct List inside your team Space.
Create 8–12 tasks that represent deliverables, not vague ideas.
Add assignees and due dates where timing matters.
Add 2–5 checklist items for each task’s definition of done.
Move tasks through statuses as work progresses.
Use comments to record decisions and handoffs.
When done, ensure each task has a final note and status = done.

Expected outcome: anyone can see “what’s next” and “who owns it” without meetings.

7) Happy path workflow #2 — Use Search to stay fast

As your Workspace grows, speed comes from search + consistent naming. This flow builds that muscle.

Open Search (Cmd/Ctrl+K).
Search by task title keyword; open the task.
Verify location path (Space/List) so you learn where work lives.
Update one field (status or due date) intentionally.
Add a comment with “what changed + next step.”
Favorite the location if you’ll return often.

Expected outcome: you can operate efficiently even in large Workspaces.

8) Decision points (A/B)

Use these choices to keep work structured and searchable.

Situation	Option A	Option B
One big task vs breakdown?	Break down with subtasks/checklists when multiple steps/owners exist.	Keep as one task only if it’s truly single-owner, single-step.
Status update timing?	Update status at the moment reality changes.	Avoid batching updates—creates stale reporting.
Where to store context?	Put key info in description/attachments/comments.	Don’t rely on off-platform messages for critical details.
Which view to use?	Pick view based on job (flow vs time vs detail).	Don’t force one view for all work types.

Common mistakes (and how to avoid)

Tasks without owners → assign a person or Team every time.
Statuses don’t match reality → define what each status means and stick to it.
Work not findable → use consistent titles and correct location placement.
Hidden decisions → summarize decisions in task comments.
Too many “misc” lists → create purposeful Lists aligned to workflows.

Official docs links

Features and ClickApps

Quick scan

ClickApps = feature toggles that change behavior across Workspace or Spaces.
Enable only what you can support with standards and training.
Use App Center as your control panel for ClickApps + integrations.

Read time: ~12–15 min

Outcome: you customize safely without creating chaos

1) Purpose, who it’s for, where it lives

This tab teaches you how to customize ClickUp’s behavior using ClickApps and related features (like Custom Fields). The goal is to add power without breaking consistency.

Who: owners/admins, workspace architects, power users.
When: after a stable baseline exists (pilot proven).
Where: App Center (ClickApps section) for toggles; feature articles for specifics.
Related: Integrations (App Center), Working in ClickUp (task structure).

2) Mental model: “toggle → behavior → standards”

Each ClickApp changes how work is captured, displayed, or automated. You need a matching rule set (naming, statuses, field usage) or your Workspace becomes inconsistent.

Toggle scope: Workspace-wide or by Space (depending on setting approach).
Behavior change: users see new UI options and can create new data (fields, automations, etc.).
Standardization: define “when to use” so data stays comparable across teams.

Expected outcome: every enabled ClickApp has a written rule for how your team uses it.

3) Core jobs-to-be-done

Use these jobs to plan and execute feature rollouts.

Audit what’s enabled today and identify “unused but confusing” features.
Enable/disable ClickApps intentionally via App Center.
Introduce Custom Fields as structured metadata (with naming + ownership).
Use Button-type Custom Fields carefully (manual triggers can create inconsistent actions if ungoverned).
Document each feature’s “allowed use” and add examples.

4) Happy path workflow #1 — Enable a ClickApp safely

This flow prevents enabling features that teams can’t support or standardize.

Open the App Center.
Go to the ClickApps section and search for the feature.
Decide scope: Workspace-wide vs specific Spaces (based on your governance).
Enable the ClickApp with a clear owner responsible for standards.
Create a short Doc: “When to use, when not to, examples.”
Pilot with one team for 1–2 weeks.
Roll out broadly only after feedback and clean usage patterns.

Expected outcome: users adopt the feature consistently, and reporting remains reliable.

5) Happy path workflow #2 — Add Custom Fields without making a mess

Custom Fields are powerful, but uncontrolled growth kills usability. Treat them like a schema.

Define the decision you want the field to support (reporting, sorting, automation trigger).
Choose the correct field type (date, checkbox, dropdown, button, etc.).
Name it clearly (avoid duplicates and vague names like “Priority2”).
Set defaults only if they are truly safe.
Apply to the right locations (don’t spray it across unrelated Spaces).
Add 1–2 example tasks demonstrating correct usage.
Review monthly: keep, merge, or retire unused fields.

Expected outcome: Custom Fields stay minimal, meaningful, and easy to use.

6) Decision points (A/B)

Pick the option that reduces long-term maintenance.

Situation	Option A	Option B
Enable a ClickApp now?	Enable only when there’s a real workflow need + owner.	Don’t enable “just in case.”
Custom Field scope?	Apply to the smallest location set that needs it.	Applying everywhere increases confusion and duplicates.
Button Custom Field?	Use only with documented rules and training.	Without standards, manual triggers create inconsistent outcomes.
App Center management?	Centralize decisions; track changes in a Doc.	Ad-hoc toggling causes drift across Spaces.

Common mistakes (and how to avoid)

Too many ClickApps → disable unused ones; keep the UI focused.
Custom Field sprawl → create a field inventory and ownership.
Duplicate fields → consolidate and rename with a plan.
No examples → show 2–3 “good tasks” that model usage.
Rolling out without pilot → test with one team first.

7) Checklist: pre-check + post-check

Use this checklist any time you enable a new feature toggle.

Pre-check

Clear workflow need exists.
Feature scope decided (Workspace/Space).
Owner assigned.
Standards Doc drafted.
Pilot team chosen.

Post-check

Examples exist in real tasks.
Usage is consistent across pilot team.
Reporting still works as expected.
Support questions are documented.
Rollout decision recorded.

8) Practice lab (10–15 min)

Run a tiny rollout simulation so you can repeat the process with confidence.

Open App Center and locate ClickApps.
Pick one low-risk ClickApp to test (or review an existing one).
Write a 6–8 line “when to use” guide in a Doc.
Create 3 tasks and apply the feature consistently.
Ask a teammate to interpret the tasks—see if the feature helped clarity.

Verify you did it right: another person can use the feature correctly without asking you what it means.

Official docs links

Views

Quick scan

Views are different ways to see the same tasks.
Use the Views Bar to add, pin, and organize views.
Page views let you add resources like Docs, Dashboards, Whiteboards as views.

Read time: ~15 min

Outcome: you can choose the right view for the job and keep it easy to access

1) Purpose, who it’s for, where it lives

Views let teams see work in the format that fits the problem (detail, flow, time, workload). The goal is to reduce friction by matching the view to the task.

Who: everyone; especially leads who run planning and reporting.
When: when lists get big, when you need timelines/boards/calendars, or when building personal dashboards.
Where: top of Space/Folder/List in the Views Bar.
Related: Working in ClickUp (tasks), Docs (documentation as a view), Dashboards (reporting).

2) Mental model: task views vs page views

Task views focus on tasks (List/Board/Calendar, etc.). Page views let you add resources like Docs, Dashboards, and Whiteboards as views alongside tasks.

Task views: visualize tasks; filters/sorts/grouping drive focus.
Page views: add non-task surfaces for context and collaboration.
Views Bar: your “menu” for switching between these surfaces.

Expected outcome: you can build a location that contains both execution (tasks) and context (pages) without switching tools.

3) Core jobs-to-be-done

Use views to make work visible and manageable.

Create the right view for the job (List for detail, Board for flow, Calendar for timing).
Pin important views so they’re always visible first.
Use private views for personal workflows when you don’t want to affect the team.
Add Page views for docs/dashboards/whiteboards as a “project hub.”
Keep view count reasonable: fewer, stronger views beat dozens of near-duplicates.

4) Happy path workflow #1 — Add and pin a view

This is the basic flow for creating a view you’ll actually use daily.

Go to a Space/Folder/List where the tasks live.
In the Views Bar, click + View.
Select the view type (or search for it).
Name the view clearly (include audience/purpose).
Optionally set it as Private if it’s personal.
Check Pin view so it stays easy to access.
Use Customize options to set grouping/filtering for your workflow.

Expected outcome: your key view is always visible in the Views Bar, not buried.

5) Happy path workflow #2 — Add a Page view for project context

Use this when you want a hub that keeps docs and work side-by-side.

Open a relevant Space/Folder/List.
Click + View in the Views Bar.
Select a Page view type (Docs, Dashboards, Whiteboards, etc.).
Name it “Project Hub” (or similar) and pin it.
Add a short outline: goals, owners, and links to key tasks/views.
Keep it updated as a living index.

Expected outcome: people can find the plan, context, and execution views from one place.

6) Decision points (A/B)

Make views easy to understand and maintain.

Situation	Option A	Option B
Team vs personal workflow?	Use shared views for team process.	Use private views for personal organization.
Too many similar views?	Consolidate and improve naming.	Duplicates confuse users and cause inconsistent usage.
Need non-task context?	Add a Page view (Docs/Dashboards/Whiteboards) in the Views Bar.	Don’t scatter key links across random places.
Daily view discoverability?	Pin the view.	Unpinned views are harder to find and get ignored.

Common mistakes (and how to avoid)

Unclear view names → include purpose + audience (e.g., “Sprint Board — Team”).
Not pinning key views → pin daily drivers.
Too many views → keep a curated set and archive duplicates.
Mixing personal and team needs → use private views for personal tracking.
No hub view → add a Page view for project context.

7) Checklist: pre-check + post-check

Use this before/after creating a new view.

Pre-check

I know the audience (me vs team).
I know the purpose (flow/time/detail).
I’m at the correct location in Hierarchy.
I have naming convention in mind.
I know whether it should be pinned.

Post-check

View name is clear.
Pinned if it’s important.
Filters/grouping match the intended job.
Team understands when to use it.
Duplicate views avoided.

8) Practice lab (10–15 min)

Build a mini view set that covers detail + flow + context.

Create a List view called “Backlog — Detail”.
Create a Board view called “In progress — Flow”.
Pin both views.
Add a Page view (Doc) called “Project Hub”.
In the hub, link to both views and define when to use each.

Verify you did it right: a teammate can pick the right view for a question (what/when/how) without guidance.

Official docs links

Chat

Quick scan

Chat supports channels + DMs, close to work.
Create tasks from messages; summarize threads with AI (where available).
Rule: decisions live in tasks; Chat is for coordination.

Read time: ~12 min

Outcome: you communicate fast without losing the source of truth

1) Purpose, who it’s for, where it lives

Chat is designed to keep communication alongside work. The goal is faster coordination while still tracking outcomes in tasks and docs.

Who: teams coordinating daily work; leaders aligning quickly.
When: quick questions, handoffs, announcements, and thread coordination.
Where: Global Navigation → Chat.
Related: Tasks (for decisions), ClickUp AI (summaries/agents where available), Security (retention settings where applicable).

2) Mental model: “chat → action item → task”

The right pattern is: coordinate in Chat, then convert outcomes into tasks (or add notes to existing tasks). This keeps execution visible and reportable.

Message thread: discussion happens.
Action extraction: create a task from a message (or link to a task).
System of record: final decisions + acceptance criteria live in the task.

Expected outcome: no critical work gets stranded in a chat thread.

3) Core jobs-to-be-done

Use Chat to reduce coordination overhead.

Create or join the right Channel for a team/project.
Use DMs for quick 1:1s; bring decisions back to the task.
Create tasks from messages when there’s clear action.
Use summaries to capture thread outcomes (if available via ClickUp AI).
Use “View all channels” when your Workspace has many channels.

4) Happy path workflow #1 — Turn a Chat thread into a tracked task

This keeps Chat lightweight while ensuring execution is tracked.

In a Channel, identify a message that implies action.
Create a task from that message (or create a new task and link it).
Set assignee + due date + status immediately.
Copy the key context from the thread into the task description/comment.
Reply in Chat with the task link so everyone follows the same source of truth.
As work progresses, update status in the task (not only in Chat).

Expected outcome: anyone can check progress from the task without reading the whole thread.

5) Happy path workflow #2 — Keep Channels clean and usable

As Chat use grows, structure matters. This workflow keeps channels navigable.

Agree on Channel naming (team vs project vs announcements).
Use one Channel per steady topic; avoid “everything everywhere” channels.
When a topic becomes work, create/link tasks instead of long debates.
Summarize outcomes (manual or AI) and post the summary with links.
Use the “View all channels” page to find the right place instead of creating duplicates.
Periodically archive or stop using dead channels (governance by owner/admin).

Expected outcome: people know where to talk, and nothing important gets lost.

6) Decision points (A/B)

Use Chat in a way that supports execution.

Situation	Option A	Option B
Decision made in Chat?	Summarize decision in the relevant task comment.	Don’t leave decisions only in Chat threads.
Need long-term reference?	Put it in a Doc and link it.	Chat history is harder to browse for knowledge.
Actionable request?	Create a task from the message.	Avoid “we’ll remember it” messages.
Many channels?	Use “View all channels” to find existing ones.	Don’t create duplicates for the same topic.

Common mistakes (and how to avoid)

Taskless action items → convert to tasks immediately.
Decision drift → summarize outcomes in tasks/docs.
Channel sprawl → enforce naming and purpose per channel.
Too much status reporting in Chat → update task statuses instead.
Hard-to-find info → link tasks/docs every time you reference them.

7) Checklist: pre-check + post-check

Use this when introducing Chat to a team.

Pre-check

Channels have clear purpose.
Team knows rule: decisions → tasks.
Owners know where Chat lives in nav.
People know how to create tasks from messages.
Retention expectations understood (if applicable).

Post-check

Action items are tracked as tasks.
Thread summaries exist when needed.
Channel duplication is low.
Work status is updated in tasks.
Team can find channels quickly.

8) Practice lab (10–15 min)

Practice the “chat → task” loop so it becomes automatic.

Post a request in a Channel.
Create a task from that message.
Assign it and set a due date.
Reply with the task link + one-sentence summary.
Update the task status once and leave a final comment.

Verify you did it right: the full outcome is visible from the task link alone.

Official docs links

ClickUp AI

Quick scan

ClickUp AI is a set of contextual AI features available across ClickUp.
Use AI to draft/summarize/extract action items—and keep outputs grounded in your workspace content.
Understand privacy posture before broad rollout.

Read time: ~12–15 min

Outcome: you get AI value while keeping work accurate and safe

1) Purpose, who it’s for, where it lives

ClickUp AI helps you work faster by summarizing, drafting, and helping you interact with your workspace. The goal is speed without sacrificing correctness.

Who: anyone creating content, managing tasks, or summarizing collaboration.
When: drafting docs/comments, summarizing threads, planning, and extracting next steps.
Where: available across ClickUp surfaces depending on feature access.
Related: Chat (summaries), Docs (drafting), Security (AI privacy docs).

2) Mental model: AI assists, you validate

AI outputs should be treated as drafts. You’re responsible for verifying dates, owners, and commitments—especially when turning summaries into tasks.

Input quality: give clear context (what, who, constraints).
Output handling: verify and convert into tasks/docs with owners and due dates.
Workflow fit: use AI for drafting/summarizing, not for “deciding reality.”

Expected outcome: AI saves time but never becomes a source of misinformation.

3) Core jobs-to-be-done

These are reliable beginner uses that produce immediate value.

Summarize long threads and extract action items.
Draft task descriptions with acceptance criteria and checklists.
Rewrite messy notes into clear bullets and steps.
Create consistent templates for recurring updates (weekly status, release notes).
Use AI to help write prompts/instructions for Agents (where applicable).

4) Happy path workflow #1 — Summarize → extract actions → create tasks

This turns unstructured conversation into trackable execution.

Identify the thread/doc/comments you want to summarize.
Run AI to generate a summary.
Ask AI for a list of action items with owners and due dates (draft).
Validate each item (confirm owner, due date, scope).
Create tasks from validated items and link back to the source thread/doc.
Post a short final summary that includes the task links.

Expected outcome: the team has a clean, trackable task list sourced from the conversation.

5) Happy path workflow #2 — Draft a high-quality task

Great tasks reduce meetings. Use AI to draft, then you finalize details.

Write a short prompt: goal, constraints, target user, and definition of done.
Ask AI to draft a task description.
Ask AI to propose a checklist (2–8 steps) and risks/pitfalls.
Edit for correctness and add concrete acceptance criteria.
Set assignee, due date, and status.
Share the task link and ask for confirmation on assumptions.

Expected outcome: the task is executable without additional clarification.

6) Decision points (A/B)

Choose options that keep AI helpful and safe.

Situation	Option A	Option B
AI summary suggests owners/dates?	Validate with humans; then create tasks.	Don’t auto-commit people based on AI output.
Need reusable instructions?	Store prompts in a Doc/template and iterate.	Don’t rely on memory for “what prompt worked.”
Using Agents?	Start with narrow, low-risk tasks and require human check-ins.	Avoid broad, autonomous scope without guardrails.
Privacy concerns?	Review AI privacy/security docs and org policy first.	Don’t roll out widely before alignment.

Common mistakes (and how to avoid)

Trusting AI dates/owners blindly → always validate.
Vague prompts → include goal, constraints, and expected format.
Not linking outputs → link tasks back to the source thread/doc.
AI as “decision maker” → use AI for drafts; humans decide.
Rolling out without policy → document when AI can be used and for what.

7) Checklist: pre-check + post-check

Use this for any AI-driven workflow change.

Pre-check

Use case defined.
Prompt template drafted.
Validation step defined.
Privacy/security review done.
Pilot group selected.

Post-check

Outputs are accurate after review.
Tasks created consistently from action items.
Time saved is measurable.
Errors are documented and addressed.
Policy is updated if needed.

8) Practice lab (10–15 min)

Try a safe, low-risk workflow: summarization and drafting only.

Pick a completed thread or meeting notes.
Generate a summary + action items.
Validate action items and create 2 tasks.
Use AI to draft one task description with checklist.
Review accuracy and refine your prompt template.

Verify you did it right: created tasks are accurate, assigned correctly, and linked back to the source.

Official docs links

Integrations and ClickUp API

Quick scan

Use App Center to connect and manage integrations.
Integration Automations can automate work between ClickUp and other apps.
API is for building custom apps and OAuth-based integrations.

Read time: ~15 min

Outcome: you connect tools safely and reduce manual busywork

1) Purpose, who it’s for, where it lives

Integrations connect ClickUp to your existing tools. The goal is to keep work centralized while automating repetitive cross-tool updates.

Who: admins and ops; power users; developers (API).
When: when teams rely on external systems (email, calendar, GitHub, CRM, etc.).
Where: App Center for integrations; API docs for custom builds.
Related: ClickApps (App Center), Security (access control), Automations (integration triggers).

2) Mental model: “source system → sync → automation”

Most integrations fall into: (1) data sync, (2) event-triggered automation, or (3) custom API applications. Pick the simplest approach that meets the need.

Sync integrations: keep entities aligned between systems.
Integration Automations: trigger actions based on events (status changes, merged PRs, calendar events).
API: build custom flows and apps (often with OAuth).

Expected outcome: you know whether you need sync, automation, or API—and you avoid overbuilding.

3) Core jobs-to-be-done

These jobs help you keep integrations reliable and secure.

Connect an app via App Center and verify permissions.
Decide data ownership: which system is the source of truth.
Set up Integration Automations to reduce manual work.
Monitor and periodically review integrations for drift or broken auth.
For custom builds: use the ClickUp API with OAuth and document scopes.

4) Happy path workflow #1 — Connect an integration via App Center

This is the standard way to connect supported tools and manage them centrally.

Open the App Center.
Find the target app (browse or search).
Review what data access it needs and who will own the integration.
Connect/authenticate using the recommended method.
Test with a small scope (one Space/List) if possible.
Document: purpose, owner, and expected behavior.
Roll out to the broader team after verification.

Expected outcome: the integration works predictably and has an owner for maintenance.

5) Happy path workflow #2 — Set up Integration Automations

Integration Automations help automate repetitive work between ClickUp and other apps.

Identify a repetitive cross-tool workflow (email, Slack update, GitHub status change, calendar follow-up).
Confirm the integration is connected and authorized.
Create the automation: choose trigger (event) and action (result).
Test with a sample task event.
Add guardrails (avoid loops, limit scope, define conditions).
Train the team: “when this happens, the automation will do X.”

Expected outcome: a common manual update becomes automatic and consistent.

6) Decision points (A/B)

Pick the safest, lowest-maintenance integration approach.

Situation	Option A	Option B
Need simple connection?	Use App Center integration.	Use API only if App Center can’t meet needs.
Data conflicts possible?	Define one source of truth; limit bidirectional edits.	Uncontrolled sync causes confusion.
Automation risk?	Add conditions and test with small scope.	Avoid broad triggers that can spam or loop.
Ownership?	Assign an integration owner and document behavior.	No owner = broken workflows later.

Common mistakes (and how to avoid)

No source-of-truth decision → document which system wins conflicts.
Too-wide automations → scope and condition your triggers.
Auth expires silently → schedule periodic checks.
No documentation → record purpose, owner, and changes.
Building custom too early → start with supported integrations first.

7) Checklist: pre-check + post-check

Use this for any integration rollout.

Pre-check

Use case defined.
Integration owner assigned.
Permissions reviewed.
Source-of-truth decided.
Test plan prepared.

Post-check

Test passed.
Automation conditions verified.
Documentation created.
Team trained on expected behavior.
Maintenance cadence scheduled.

8) Practice lab (10–15 min)

Set up one small integration automation and validate the loop end-to-end.

Open App Center and verify an integration is connected.
Create one Integration Automation (trigger + action).
Trigger it using a test task event.
Confirm the external action happened.
Document the workflow and assign an owner.

Verify you did it right: you can repeat the automation reliably with the same result.

Official docs links

Data, privacy, and security

Quick scan

This area covers privacy/security policies and related controls (where available by plan/role).
Use it before rolling out integrations, public sharing, or AI features.
Know what your org requires (retention, audit logs, compliance).

Read time: ~12–15 min

Outcome: your Workspace stays compliant and risk-aware

1) Purpose, who it’s for, where it lives

This tab helps you understand ClickUp’s data protection and security posture, and how to apply safe sharing and governance. The goal is reducing risk without blocking productivity.

Who: admins, security/compliance, IT, and Workspace owners.
When: before enabling sensitive features (AI, public sharing, external integrations) or during audits.
Where: Help Center → Data, privacy, and security category.
Related: Integrations, ClickUp AI, Docs sharing/public views.

2) Mental model: policy → control → verification

Security work is a loop: understand policy, configure controls, then verify with logs or reviews. Some controls depend on plan and user role.

Policy: what ClickUp states about privacy and security coverage across features.
Controls: settings like retention/authentication (where applicable).
Verification: use audit logs or periodic reviews (where available).

Expected outcome: you can explain what data is protected, how, and how you confirm compliance.

3) Core jobs-to-be-done

These jobs help you reduce risk while enabling collaboration.

Review privacy/security policies that cover ClickUp features.
Decide how your org handles public sharing (views/docs/forms) and authentication needs.
Set retention expectations for Chat and other content (if applicable in your plan).
Use audit logging (if available) to validate access and change history.
Review compliance support (e.g., GDPR) for data export/deletion needs.

4) Happy path workflow #1 — Security review before enabling a new capability

Use this before rolling out integrations, AI, or public sharing.

Identify the feature and what data it touches.
Check plan/role availability and controls (what you can actually configure).
Review ClickUp’s privacy/security policy coverage for the feature.
Decide governance: who can enable/use it, and where.
Document acceptable use and sharing rules.
Pilot with a small group and collect issues.
Roll out org-wide only after approval and training.

Expected outcome: new features launch with clear rules and reduced risk.

5) Happy path workflow #2 — Verify compliance posture (lightweight)

This is a beginner-friendly verification routine that doesn’t require deep security tooling.

List the top 3 risk areas in your Workspace (external sharing, integrations, AI use).
Confirm your org’s required controls (retention, authentication, auditability).
Check what’s enabled today and who owns each capability.
Review documentation for each capability (policy + how it’s configured).
Capture gaps in a remediation task list with owners/due dates.
Schedule a monthly review cadence.

Expected outcome: you have a living, owned list of security improvements and a review habit.

6) Decision points (A/B)

Make choices aligned to your organization’s risk tolerance.

Situation	Option A	Option B
Need public sharing?	Use public sharing with authentication controls where required.	Disable public sharing if not needed.
AI rollout?	Start with low-risk use cases + documented policy.	Don’t go broad without a governance plan.
Auditability required?	Use audit logs when available and review regularly.	If not available, build manual review processes and minimize risk.
Retention needs?	Configure retention where applicable (e.g., Chat retention controls).	If you can’t configure, adjust behavior: keep sensitive info out of Chat.

Common mistakes (and how to avoid)

Enabling features without policy → write acceptable-use rules first.
Assuming all controls exist → confirm plan/role availability before promising behavior.
External sharing without review → document what can be shared and by whom.
No owner for integrations → assign an accountable owner and review cadence.
Storing sensitive data casually → keep sensitive info in controlled locations with appropriate access.

7) Checklist: pre-check + post-check

Use this when approving a new capability or changing sharing settings.

Pre-check

Feature identified + data touched understood.
Plan/role availability confirmed.
Owner assigned.
Acceptable use documented.
Pilot scope defined.

Post-check

Training delivered.
Sharing behavior matches policy.
Retention expectations met (if applicable).
Audit/review process exists.
Issues tracked with owners.

8) Practice lab (10–15 min)

Do a small governance exercise to make this real.

Create a “Security & Sharing Policy” Doc for your Workspace.
Add 5 bullet rules (what can be shared, where, and by whom).
List your current integrations and assign owners.
Decide what content types should never appear in Chat.
Schedule a monthly review task.

Verify you did it right: anyone can read the policy and know the safe default behavior.

Your favorites

Onboarding

1) Purpose, who it’s for, where it lives

2) Mental model: Global Navigation + Home Sidebar

3) Core jobs-to-be-done (your first week)

Job A — Find my work

Job B — Capture work fast

Job C — Stay on top of updates

4) Happy path workflow #1 — Join a Workspace and get oriented

5) Happy path workflow #2 — Set up “my work” habits

6) Decision points (pick the right next move)

7) Guardrails: do/don’t + common mistakes

Do

Don’t

Common mistakes (and how to avoid)

8) Proof & practice (10–15 minutes)

What good looks like

Pre-check

Post-check

Practice lab

Official docs links

Getting started

1) Purpose, who it’s for, where it lives

2) Mental model: Workspace settings vs account settings

3) Core jobs-to-be-done (admin baseline)

4) Happy path workflow #1 — Create/prepare a Workspace baseline

5) Happy path workflow #2 — Personal setup for a new user

6) Decision points (A/B)

7) Guardrails + common mistakes

Common mistakes (and how to avoid)

8) Practice lab + checklists

Pre-check

Post-check

Lab steps (10–15 min)

Official docs links

Working in ClickUp

1) Purpose, who it’s for, where it lives

2) Mental model: Hierarchy + task-centric work

3) Objects & terms (starter glossary)

Hierarchy locations

Task parts

Visibility tools

4) State machine / lifecycle (tasks)

5) Core jobs-to-be-done

6) Happy path workflow #1 — Run a simple project in a List

7) Happy path workflow #2 — Use Search to stay fast

8) Decision points (A/B)

Common mistakes (and how to avoid)

Official docs links

Features and ClickApps

1) Purpose, who it’s for, where it lives

2) Mental model: “toggle → behavior → standards”

3) Core jobs-to-be-done

4) Happy path workflow #1 — Enable a ClickApp safely

5) Happy path workflow #2 — Add Custom Fields without making a mess

6) Decision points (A/B)

Common mistakes (and how to avoid)

7) Checklist: pre-check + post-check

Pre-check

Post-check

8) Practice lab (10–15 min)

Official docs links

Views

1) Purpose, who it’s for, where it lives

2) Mental model: task views vs page views

3) Core jobs-to-be-done

4) Happy path workflow #1 — Add and pin a view

5) Happy path workflow #2 — Add a Page view for project context

6) Decision points (A/B)

Common mistakes (and how to avoid)

7) Checklist: pre-check + post-check

Pre-check

Post-check

8) Practice lab (10–15 min)

Official docs links

Chat

1) Purpose, who it’s for, where it lives

2) Mental model: “chat → action item → task”

3) Core jobs-to-be-done

4) Happy path workflow #1 — Turn a Chat thread into a tracked task