ClickUp is an incredibly customizable platform. Learn how to make these features work for you and your team!
Some of the following features have plan-based limits. Take a look at our plan comparison by feature for complete info. Many of these features require an admin or owner to set up and specific permissions to edit and use.
Intro to views
Use views to display your team's tasks in a way that suits your projects.
The location where your view is applied determines which tasks you'll see. When you add a view to a single List, you'll only see tasks in that List. When you add a view to a Folder or Space, you'll see all tasks within all the Lists in that location.
Add views to the Hierarchy
These are the Hierarchy locations where views can be added:
Everything: Create views here to see all of the tasks in your Workspace. Great for executives who need to track their entire organization's performance. You can also share page views, like Whiteboards and Docs here, so the info is accessible to teams across your Workspace.
You can add any view except Form view to the Everything level.
- Space, Folder, and List: Create views in a Space, Folder, or List to see all of the tasks in that location. Ideal for managers responsible for overseeing a team or departmental processes.
Task and page views
There are two types of views:
Task views: You can create views that organize your tasks in a particular way, like a Gantt chart, for example. From this view, easily locate specific tasks by grouping, sorting, and filtering.
Page views: Display additional resources, like Forms and Docs, alongside your tasks.
All views can be pinned to the Views Bar right above your tasks and can be made private or public!
Popular Task views
List and Board view are created at the Everything, Space, Folder, and List level by default. Only List view is required at every level.
List view: Ideal for managing and prioritizing tasks assigned to you.
Visualize each task within a list that you can sort by things like assignee or status.
Board view: The go-to view for agile teams.
Visualize each task as a card on the board, and each column as a stage in your custom-status workflow. Drag-and-drop to move tasks easily through each status from start to finish.
Popular Page views
Doc view: Add view to Everything, or a Space, Folder, or List to keep your Docs right alongside related tasks.
Use Docs to create one-page project plans or SOPs. Use pages and subpages to create a wiki.
Whiteboard view: Add view to Everything, or a Space, Folder, or List to keep your Whiteboards right alongside related tasks.
Whiteboards are creative spaces to collaborate and ideate. Add internal and external content, including tasks.
Views for software teams
Timeline view: Use this linear view to visualize your team's roadmap.
Form view: Use Forms to collect info from the rest of your organization, like bug reports or product requests. Pin the Form view to your Views Bar to streamline task creation.
Views for project managers
Gantt: Popular with project managers. See your work as an overview on a timeline from start to end, to manage deadlines and understand the overlap between tasks.
Calendar: Perfect for seeing time-dependent key events or milestones at a glance. Plan, schedule, and manage your tasks and resources in a calendar format. You can also sync this view with Google Calendar!
The Views Bar
The Views Bar is above your tasks.
It displays the views that have been added and pinned to your current location so you can quickly click between them. You can also add, access, filter, and sort views from here.
Intro to ClickApps
ClickApps make ClickUp extremely customizable. ClickApps are small apps that you can enable or disable. Choose only the ones that enhance your Workflow. Some ClickApps apply to your entire Workspace. Others can be enabled for individual Spaces.
Here are a few popular ClickApps:
Automations: Reduce manual, recurring work to save time and increase productivity. Use the Automations ClickApp to set up Triggers to automate recurring Actions within your tasks, like setting a new due date when there's a status change.
Custom Fields: Ensure consistency by adding fields like formulas, dropdowns, or automated progress bars to any location in your Workspace Hierarchy. Custom Fields are automatically included in all tasks in the location they're added to.
Multiple Assignees: Assign a task to multiple people. When this is disabled, tasks can only be assigned to one person.
Priority: Classify tasks by importance using colored flags labeled Urgent, High, Normal, and Low.
Sprints: Created especially for software teams. Add sprint-specific Folders and Lists to your entire Workspace or individual Spaces.
Business Plans and above can also set up Sprint Points, Sprint Automations, and Sprint cards!
Widgets were renamed to cards on March 9th, 2023.
Tags: Create colorful, custom tags and apply them to tasks from any location. Tags are added at the Space level, so you use them to filter or quickly identify related tasks that aren't grouped in any other way.
Time Tracking: Track time automatically or manually. Integrate time-entry data with our Dashboard feature for detailed reporting.
Incomplete Warning: Warn your team when they attempt to close incomplete tasks.
Dependency Warning: Warn your team when they attempt to close a task that's waiting on another task to be completed.
Intro to Status Templates and custom statuses
Create statuses at the Space, Folder, and List levels. Set statuses on tasks throughout the workflow, so progress is visible at a glance!
There are three default status groups: Active, Done, and Closed. Not Started is a fourth group that can be enabled by an owner or admin.
Your Workspace has Status Templates for different use cases, including Kanban, Marketing, and Scrum. You can change the name and color of existing status templates, or make your own! For example, you can create custom, color-coded statuses like Waiting on, Planned, or whatever best captures your workflow.
Intro to Sharing
Take control of who sees what in your Workspace with sharing. You can make items and locations public to everyone in your Workspace or make them private and choose who to share them with.
You can share something with the other people in your Workspace. You can also share something with a person and invite them to join your Workspace at the same time.
Share items with a public link
You can share tasks, views, and Docs with people outside your Workspace using public links.
Share items with a team
Teams are user groups that you can create, @mention, assign tasks to, and share items with.
Intro to Permissions
When you share locations and items with individual people and teams, you can set permissions to control what they can do.
There are four standard permission levels:
- View only: Read-only access.
- Comment: Can add and reply to comments.
- Edit: Can make changes, and share it with others. Can't delete.
- Full: Can create, edit, share, and delete.
Custom permissions are available on Business Plus and Enterprise Plans.
Be sure to explore these additional resources covering Core ClickUp features.
- See these features in action with the course, Configure Your Workspace Settings for Admins.
- Take the course Introduction to Views to learn which view types will best help you visualize your team's work.
ClickUp University Live
Do you prefer an interactive, collaborative experience? Get started with ClickUp Foundations, a hands-on workshop led by a ClickUp expert!