Want to dive in? Here’s the need-to-know information to get going on the right foot and get your team onboarded today!
1. ClickUp's Hierarchy
Tasks in ClickUp are organized around a hierarchical structure broken down as follows: Workspace > Space > Folders (optional) > List > Task
Your Workspaces are at the top level. You can join or create as many Workspaces as you'd like - and easily switch between them in ClickUp.
Note: Each ClickUp Workspace is entirely separate, so it is not possible to view or transfer information between them. This is why most people prefer to keep everything in one Workspace! This includes paid plans.
Businesses love organizing Spaces into different departments, and agencies use Spaces to separate their clients. You might find Spaces best for separating work and personal life. This is because you can make Spaces public or private, as well as customize the workflows and features held within each.
Folders allow you to group Lists. This is useful when you’re aligning feature releases or marketing campaigns, but folders are optional.
Folders allow you to customize an entire group of contained Lists. You can set custom statuses and custom fields for the entire Folder.
This is where all of your tasks live. Lists act as the sections within your Folders. You can use them to organize people, phases, timelines, sprints, locations, or really anything you implement to keep your Spaces organized.
In addition to being grouped inside of Folders, Lists can also be created as standalone items.
These are the concrete action items where you'll be spending the majority of your time in ClickUp. Tasks can contain subtasks and checklists, and offer many customizable features. This doc and video will give you a complete overview of a ClickUp task!
Pro Tip for Optimizing the Hierarchy
2. Understanding the Views
Have you ever put post-it-notes on a board, used Trello, or taken an agile approach to manage a large goal? In ClickUp, you can view your tasks as cards on a board where each column is a stage in your custom status workflow. This view is great for managing bottlenecks.
The perfect place to gain insight into your teammates' workflows. With this view, you can quickly examine users' task counts and measure them against your own progress.
We heard you, project managers! We built our own beautiful Gantt View so you can plan out projects, manage time spent, and set deadlines.
Plan your work over time or create visual Roadmaps with Timeline view! Similar to Gantt (except you can have multiple Tasks per row), Timeline is a linear way to visualize your schedule with flexible organization.
Plan and monitor your team's work capacity with Workload view! Based on Timeline view, Workload allows you to visualize your team's capacity and manage resources.
Wonder what activity is happening in a List, Folder, Space, or your entire Workspace? Add an Activity view anywhere to get an aggregated view of all activity across that location. Filter for people and type to get granular with the activity you see.
In Table view, every row is the same height, every field is a column, and by default, there is no separation by List or status. Overall, Table view offers a more condensed view - great for viewing a ton of information at once.
Create your own free-form Mind Map for planning and organizing projects, ideas, or start building off of what you've already created in ClickUp. The world is your oyster!
Coupled with the Location Custom Field, clearly see where your tasks, destinations, or any relevant location falls on a map! Pins can be customized to display the color of the task status, priority, or even a custom dropdown field.
Create, collaborate, and keep all your work in one place by creating wikis and docs for whatever you're working on.
Host unique discussions in ClickUp outside of a specific task or project.
Embed almost any site or app that your Workspace needs within ClickUp so that ClickUp becomes the only app your team needs.
Streamline your intake process with Form view. Build beautiful forms to collect information and create tasks in ClickUp!
3. Customize Where You Work
These incorporate all of the major features in ClickUp and can be enabled or disabled based on what you need in each Space.
Default Personal Views [Enterprise]
Link tasks together based on their requirements to ensure the right tasks are completed in the right order. This provides your Workspace with organized direction in the flow of linked tasks.
Notifications can be a major distraction. ClickUp keeps things simple and only gives notifications for important items of relevance. Customize notification thresholds and keep things clear from your Dashboard.
Automatically import your data perfectly from every major project management platform. While we have imports with Todoist, Asana, Trello, Monday.com, Wrike, Basecamp, and Jira, our CSV import feature is also available if you're transitioning from another platform!
If you have any questions at all, just reach out to us at firstname.lastname@example.org!
Create your own mission control center for your entire team for things like sprint tracking, epics, high-level initiatives, team planning, and literally anything your creative mind can do.
Tasks aren't very useful until they're organized. Let ClickUp handle the tediousness and sort your tasks with one click! When the volume gets out of hand, add a filter!
Minimizing a task will dock the task into your tray, allowing you to come back at any point. Use this to keep active tasks at the front of your mind all day.
The Notepad makes it easy to record even the simplest ideas and convert thoughts into tasks at a later time.
Web - Works on any browser
Mobile - iOS and Android
Desktop - Mac, Windows, and Linux
Voice - Alexa, Google Assistant
Browser - Chrome Extension
For a rapid overview of our most important features, check out these on-demand demos!