Note: This doc outlines ClickUp 2.0 features. If you're looking for a 1.0 doc, check out this link!
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?
- Transparency! Your entire Workplace knows what everyone is working on at any given moment.
- 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.
- Organization! With statuses, you'll know exactly where tasks stand, which tasks need attention, and what's next in the pipeline.
- Improved processes! Force your tasks (and teammates) through a process. Avoid things slipping through the cracks.
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:
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:
- Hover over the Spaces bar on the left side of your screen to expand it
- Click the ellipses
...next to the Space you’d like to edit
- Select “Settings”
- Click “Tasks statuses” and make desired changes. Don’t forget to save!
You can also create custom workflows for individual Folders!
- Hover over your left sidebar to expand it and select a Space. You’ll see the Space’s Folders and Lists expand as well.
- 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:
- Click on the ellipses next to a List
- 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:
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
- Click on the small downward arrow next to a status in List View.
- Choose from the following options for editing Statuses:
- “Collapse Group”: Hide this status group from your view
- “Edit status”: Change the color or title of the status you’ve selected
- “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.
- 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:
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 of the same 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 of 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
- 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
- Unblock any dependencies that are ‘waiting on’ the task
How to mark a Status as a "Done" status:
- Go to the status menu for a Space, Folder or List as indicated above
- Add a new status or drag and drop and existing one into the “Done” category
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:
- Access the status menu for your Space, Project or List. When you click on the ellipses next to “To do” or “Complete”, you’ll have the option to rename the status:
2. Click on a “To do” or “Complete” status header in List View to edit the status’ name.
Note: To ensure consistency in always knowing which color means complete, “closed” statuses cannot have their color changed.