What are Statuses?

Statuses are steps that tasks go through, commonly known as workflows. For example, a task can go from “To do” to “In progress” and finally, to “Complete” - each of these steps is a status. 

Statuses can be customized down to the List level in ClickUp, but defaults for statuses can be set at the Folder and Space levels. This means, if you set default statuses on the Space level, then everything below that, by default, will inherit statuses set from the Space— but you can override this anywhere you want. 

Spaces, Folders, and Lists in ClickUp can each have different statuses for their tasks.

How do Statuses help productivity?

  1. Transparency! Your entire Workspace knows what everyone is working on at any given moment. 

  2. Efficiency! When you use a status such as In progress, as soon as you start a task, you can stay focused on the exact task at hand, thereby increasing productivity.

  3. Organization! With statuses, you'll know exactly where tasks stand, which tasks need attention, and what's next in the pipeline. 

  4. Improved processes! Force your tasks (and teammates) through a process. Avoid things slipping through the cracks. 

Creating Statuses


Statuses set at the Space level ensure that by default, Folders and Lists created in that Space will inherit these Statuses. When creating a Space, you’ll be asked to create statuses for your tasks:

Status Template Editing

You can choose to use one of our ready-made custom status template options on the left side of the menu, or create your own!

Admins can add or edit statuses in an existing Space:

  1. Hover over the Spaces bar on the left side of your screen to expand it

  2. Click the ellipses ... next to the Space you’d like to edit

  3. Select “Space Settings”

  4. Click “Tasks statuses” and make desired changes. Don’t forget to save them!

Editing Space Statuses


You can also create custom workflows for individual Folders!

  1. Hover over your left sidebar to expand it and select a Space. You’ll see the Space’s Folders and Lists expand as well.

  2. Click on the ellipses next to a Folder and navigate to the status menu


By default, Lists inherit the statuses of their parent Folders. However, to create separate statuses for an individual List:

  1. Click on the ellipses next to a List

  2. Select “Edit List statuses” to make changes

When creating Lists that don’t belong to Folders, they’ll inherit statuses of the Space by default. Just like Lists in Folders, you also can choose to have different statuses for Lists on their own: 

Inheriting Statuses

Once you create the List, you can choose to:

  • Create new statuses for this List

  • Have the List inherit the statuses of its parent item

Quickly edit Statuses in List and Board views

List View

  1. Click on the small ellipses next to a status in List View. 

  2. Choose from the following options for editing statuses:
    - “Collapse Group”: Hide this status group from your view
    - “Manage Statuses”: Change the color or title of the statuses in that List
    - “New Status”: Add another status to your workflow. If you’re adding a new status to a List that inherits statuses from a Folder, we’ll ask you if you want to add the status to that Folder too.

Editing Statuses From List View

Board View

  1. Click on the ellipses next to a status column in Board View. If you are grouping by something other than “status”, you’ll need to adjust that to see these options:

Editing Statuses Board View

2. Select an option from the dropdown menu:

  • “Rename status”- Edit the name of the status

  • “Edit statuses”- Make changes to the statuses of the List or Folder you’re viewing. Note that this option is only available when you’re viewing a board where tasks have all the same statuses. 

Done Statuses

Do you have more than one status where a task should be considered done from an assignee’s perspective? 

For example, you have a status for ‘Review complete’ and a status for ‘Complete’. In ‘Review complete’ - all the work has been done, and you don’t need any overdue reminders. This is exactly when you should mark the status as ‘Done’! 

Marking statuses as Done will:

  1. Ensure the task is not considered ‘overdue’ - so no overdue reminders will be sent, and the task won’t be sent to anyone’s Inbox 

  2. Unblock any dependencies that are ‘waiting on’ the task 

How to mark a Status as a "Done" status: 

  1. Go to the status menu for a Space, Folder, or List as indicated above

  2. Add a new status or drag and drop an existing one into the “Done” category

Creating Done Statuses

Not Started Statuses

Do you have tasks in statuses that shouldn't be considered active yet? Use "Not Started" statuses to separate statuses like Open, Backlog, Pending, and more in all areas of your Workspace!

Before you can use the "Not Started Statuses" in your status templates, you'll need to enable it in your ClickApp settings. Once enabled, you'll be able to easily help with reporting stats like Cycle Time!

When the Not Started ClickApp is turned on, we'll automatically organize statuses into groups in the dropdown, so it's easier to locate by status type.

How to mark a status as a 'Not Started' status:

  1. Go to the status menu for a Space, Folder, or List as indicated above

  2. Add a new status or drag and drop an existing one into the “Not Started” category

Not Started Status

Time in Status [ClickApp]

Know exactly how long a task has been in any status, and quickly find any tasks that might've fallen through the cracks with the Time in Status ClickApp!

Add the Time in Status field to any Space, Folder, or List by clicking the + in the top right corner of your List view columns.

Time In Status

Default Statuses: To do and Complete

By default, we’ll set up your Spaces, Folders, and Lists with default statuses (“To do” and “Complete”) to mark the beginnings and ends of your workflows.

However, if you’d prefer, you can edit the names of these statuses in two ways:

  1. Access the status menu for your Space, Folder or List. When you click on the ellipses next to “To do” or “Complete”, you’ll have the option to rename the status:

Editing Statuses

2. Click on a “To do” or “Complete” status header in List View to edit the status’ name.

Edit Status List View

Note: To ensure consistency in always knowing which color means complete, “closed” statuses cannot have their color changed.

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