Create and manage custom statuses

Set statuses at the Space, Folder, and List levels to organize your team's workflow. You can mark your tasks with custom, color-coded statuses like Doing or In review so your entire Workspace can easily see everyone's progress!

This article covers custom statuses. We also have several ready-to-use status templates.

What you'll need

Video overview

Watch our ClickTip video below on custom statuses!

Status types

There are three default status groups.

Not Started is a fourth status group that is enabled through a ClickApp. 

Following are the three default status groups:

  • Active: Tasks that are currently being worked on.
  • Done: Tasks that are done, but need to remain open. For example, all engineering is complete on a sprint task but marketing and technical writing teams still need access to it.
    • Tasks in this status group are not considered overdue.
    • Any Dependencies are cleared when this status is applied.
  • Closed: Tasks that are totally completed.
    • Complete is the default Closed status. You can rename it, but you can't change the color.
    • You can't create custom Closed statuses.

Closed tasks in List view are hidden by default. You can unhide them by doing the following:

  1. Click the Show closed or Hide closed button.
    • In ClickUp 2.0, this is located in the top-right corner of List view.

      When tasks are hidden the Show closed button displays. When tasks are shown the Hide closed button displays.

    • In ClickUp 3.0, the Show closed button is located at the top of List view.
      When the button is enabled it's highlighted.
      CreateAndManageCustomStatusesShow_HideClosedButton.png
  2. Closed tasks display in your List.
  3. Click the Show closed  button to hide these tasks again.
    •  

To ensure consistency across your Workspace, To do and Complete statuses are provided to mark the beginning and end of your workflows, and the color of Complete can't be changed.

Create custom statuses

When you create Spaces, you'll be asked to set statuses for the tasks added there.

Folders and Lists can also each have different statuses for their tasks. By default, their tasks follow the status Hierarchy:

  • Folders and Lists created in a Space inherit their Space's statuses.

  • Lists inherit their Folder's statuses.

  • Lists that don’t belong to Folders inherit their Space's statuses.

    You can create custom statuses for any status type except Closed.

To create custom statuses when you create a Space:

  1. When you create a Space, you're directed to the What task statuses do you want? modal. From the modal, select Custom.
  2. Click the Add Status button. 
    • Statuses that you add will be Active by default. You can drag any custom statuses to Not Started or Done.
  3. Type a name for your new status. You can use the color picker to change the default color.

    You can click the dropper icon for even more color options!

  4. Click Save.

To create custom statuses when you create a Folder:

    1. When you create a Folder, you're directed to the Create Folder modal. From the modal, click to open the Task statuses tab.
      Screenshot of the Folder Status modal.
    2. You're directed to the What task statuses do you want? modal. Follow the same process as setting statuses for a Space.

You can also create custom workflows for individual Folders when you create a List. 

To create custom Folder workflows:

  1. When you create a List, there's an option to start from scratch or inherit statuses. Click Start from scratch.
    Screenshot of Start from scratch option.
  2. You're directed to the What task statuses do you want? modal. Follow the same process as setting statuses for a Space.

Edit or delete statuses from Sidebar, List view, and Board view

You can rename, change color, or delete all default, custom, and status templates.

You can rename the status, but you can't change the color of the default Closed status.

When deleting a status from a Space, Folder, or List, you'll be prompted to update any tasks and Automations that currently use that status.

To edit or delete statuses from Sidebar:

  1. Click the ellipses ... next to the Space, Folder, or List.

  2. From the Settings menu, select Settings then Statuses.

  3. From the Edit statues modal, select Custom.

    Statuses that are inherited from a Folder or Space cannot be edited from this modal. You can navigate to the Folder or Space's settings to update its statuses or choose to use custom statuses instead.

  4. Click the ellipses ... to the right of the status.

  5. From the menu select Rename, Change Color, or Delete Status.

  6. Click Save.

To edit or delete statuses from List view:

  1. From List view, hover over the status column and click the ellipses ... icon.

  2. From the Group Options menu, select Manage Statuses.

    CreateCustomStatusesListView.png
  3. From the Edit statuses modal, select Custom.

  4. Click the ellipses ... icon to the right of the status name.

  5. From the menu select Rename, Change Color, or Delete Status.

Following are the other selections in the Group Options menu:

  • Rename: Rename the status group.

    This option is only available in ClickUp 3.0.

  • New status: Opens a modal where you can add a new status. If you’re adding a new status to a List that inherits statuses from a Folder, you'll also have the option to add the status to that Folder.
  • Select All: Selects all tasks in the List that share the same status. Opens the Multitask Toolbar where you can make bulk changes to those tasks.
  • Collapse group: Collapses the group that shares the same status.
  • Collapse all groups: Collapses all status groups.
  • Hide status: Hides that status in List view.

To edit or delete statuses from Board view:

Make sure your view is arranged by status:

  1. Under the Views Bar, click Group and select Status.  
  2. Hover in a status column and click the ellipses ... icon.
    CreateAndManageCustomStatusesBoardView.png
  3. From the dropdown menu, choose from these status options:
  • Rename status: Change the status name.
    • Only available when you’re viewing a board where tasks have all the same statuses.
  • Edit statuses: Make changes to the statuses of the List you’re viewing.
    • Only available when you’re viewing a board where tasks have all the same statuses.
  • Archive all tasks in this column: Archiving a task removes it from view but allows you to restore it at any time. All tasks are preserved and are still searchable.
  • Collapse this column: Collapses the column and pins it to the side of the view.
  • Select All: Selects all tasks in the List that share the same status. Opens the Multitask Toolbar where you can make bulk changes to those tasks.

See all Space statuses

Owners and admins can see all Space statuses in their settings.

To view all Space statuses:

  1. Click your Workspace avatar.
    • In ClickUp 2.0, this is located in the lower-left corner.
    • In ClickUp 3.0, this is located in the upper-left corner.
  2. Open your Spaces page.
    • In ClickUp 2.0, in your Workspace avatar menu click Spaces.
    • In ClickUp 3.0, in your Workspace avatar menu click Settings then Spaces.
      Screenshot of the Spaces page in a Workspace owner's settings.

Reorder statuses

To adjust the order of your statuses:

  1. Click the ellipses ... next to the Space, Folder, or List.
  2. Select More settings, Folder settings, or List settings, depending on your location.
  3. Click Task statuses or List statuses, depending on your location. 
  4. From the Edit statuses modal, click the drag handle to the left of the status to move it.
    Screenshot highlighting the drag handles next to statuses.

 

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