Hierarchy structure in ClickUp

  • Updated

The ClickUp Hierarchy is at the heart of the platform. The Hierarchy provides an organized way to break work down into easily managed actionable items for your whole team to collaborate.

Animation showing the Hierarchy of ClickUp from Workspace to Nested Subtasks.

What you'll need

  • The ClickUp Hierarchy is available on all Plans

  • Every ClickUp account can create their own Workspace

  • Guests have access to the items that have been shared with them

Workspaces

Workspaces are the top level of our Hierarchy and represent everyone and everything within an organization. Each Workspace can be organized into one or more Spaces.

You can join or create as many Workspaces as you like. Each Workspace is completely separate from others, including the ClickUp Plan, all tasks, Docs, Whiteboards, and other content, and the people who have access.

 

Tip: It's best practice to keep all your work for each organization in one Workspace.

 

Click your Workspace avatar in the lower-left corner to:

  • Switch between Workspace by clicking on the Workspace Avatar

  • Create a new Workspace by clicking on the + icon

Screenshot of the settings menu highlighting Workspaces.

ClickApps

ClickApps are available to turn on and off for your entire Workspace. Some ClickApps can be enabled for specific Spaces.

Everything level and views

To see and work with all the tasks in your Workspace, you can create views at the Everything level. You can't add a Folder or List to the Everything level.

You can share items with everyone who's joined your Workspace, and add Custom Fields to every task in your Workspace.

Spaces

Easily accessed in your Workspace sidebar, Spaces act as the departments within your organization.

Spaces allow your team to separate work and meet the needs of various teams. You can create private Spaces and invite selected members.

Each Space has its own settings and certain ClickApps, so you can have a completely different workflows setup while seamlessly transferring information or switching between them.

Unless customized at the Folder or List level, Space settings like statuses and custom fields will be inherited by all tasks in the Space.

Many businesses use Spaces to separate their company's departments. They might create a Space for Sales, another one for Accounting, and one for Operations that includes Folders for Human Resources, Legal, and IT.

Depending on how many clients they work with, agencies, freelancers, and consultants may choose to create a different Space for each client, or create one Clients Space with a Folder or List for each client.

Folders

Folders exist within Spaces and are used to organize your Lists of tasks and Docs. Folders are groups of Lists.

Note: You can choose not to use Folders, and create Lists that live in Spaces instead.

Lists

Lists are containers for your tasks. Think of Lists as tabs within Folders. For example, you can use them to organize work for a specific timeframe such as sprints, by geographic location, or as phases of complex projects.

List info provides an extra layer of information about the tasks in the List. You can add context like a description, add List assignees, attach files, and more.

Lists can live in Spaces or inside Folders.

Note: List view is different than a List. You can create a List view on any level of your Hierarchy!

Accessing List Info.

While Lists do not have to be located within a Folder, every task in ClickUp must be located within a List.

Note: List view is different than a List. You can create a List view on any level of your Hierarchy!

Tasks

We round out the ClickUp Hierarchy with tasks. Tasks are the most important part of ClickUp project management! Tasks are the actionable items meant to progress from open to closed, using statuses.

Each task will always have one parent List, but they can be shared with other Lists for your convenience!

Tasks inherit features like Statuses or Custom Fields. To adjust those at the task level, you'll change them at the Space, Folder, or List level.

Docs

ClickUp Docs are a place for you to do so much than just write things down.

Use Docs to take quick notes in a meeting, write documentation about your product, or create marketing content. You can share your content with your team and the world!

Create a Doc as a team by collaborating in real-time. Seamlessly integrate Docs with your work by attaching Docs to tasks, adding them in the Sidebar alongside Lists and Folders, and using /Slash Commands to embed views into Docs.

Complementary Features

These features go hand in hand with the organization of your work in the ClickUp Hierarchy.

Assigned Comments

Assigned Comments are used within task comments, List info, and Docs. They notify the assigned user that they are responsible for an action item.

Assigned comments are shown in the To do section of tasks and can be resolved to show that the action item has been completed.

How to resolve an assigned comment.

Subtasks

Subtasks are created within a task, which is referred to as the 'parent task'. A subtask inherits the same workflow elements as its parent task. If your Space has statuses and multiple assignees, your subtasks will as well.

Nested Subtasks

Nested Subtasks provide an additional layer of Hierarchy organization. This is essentially like arranging subtasks within subtasks, so you're able to see how everything is connected and which subtask takes priority.

Checklists

Checklists can be added inside of tasks and subtasks. Checklists are a great way to track small items and mark them as done. You can assign checklist items, drag-and-drop them to reorder items, and organize multiple checklists on a task.

Templates

Templates can be created for items at any level of the Hierarchy from Spaces all the way down to nested subtasks. You can use templates for Docs, views, statuses, and task checklists.

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