ClickUp Project Management Overview

Summary

Simon provided a detailed walkthrough on how to use ClickUp for project management, covering account setup, workspace structure, task management, customization, and collaboration features.
The tutorial explained the ClickUp hierarchy (workspace, spaces, folders, lists, tasks, subtasks), usage of templates, views, dashboards, and user and guest management.
Key features such as filters, custom fields, and permissions were demonstrated, with practical examples for marketing campaigns and content management.
The session was aimed at new users seeking to understand and efficiently set up ClickUp for personal or team use.

Guidance on signing up for a free account and initial verification steps.
Advice to keep the workspace private during setup, with member addition explained later.
Overview of different ClickUp plans, highlighting the limits of the Free Forever plan.

Explanation of ClickUp’s hierarchy: Workspace > Spaces > Folders > Lists > Tasks > Subtasks/Nested tasks.
Recommendation to create multiple workspaces for different contexts (e.g., company vs. personal projects).
Example of organizing spaces for different departments (Marketing, Sales, Product Development, Customer Support, Events).

Demo of deleting the default space and creating department-specific spaces.
Emphasis on keeping spaces general to stay within the limits of the free plan.
How to add, rename, and organize lists within spaces to reflect campaigns and projects.

Demonstration of grouping related lists into folders (e.g., campaigns, website).
Recommendation to use folders for clarity and organization as the workspace grows.

Steps to add documentation (Docs) and whiteboards to folders for SOPs, process documentation, and brainstorming.
Overview of available features for Docs (text, tables, pages) and Whiteboards (drawing, shapes, templates).

How to add tasks directly in lists or with the “Add Task” button.
Assigning tasks to users, setting due dates, and prioritization.
Marking tasks complete and viewing closed tasks via filters.
Adding subtasks to break down complex work; collapsing/expanding subtasks for clarity.

Modifying default and custom statuses for tasks (e.g., To-Do, In Progress, In Review, Complete).
Adding and managing columns and custom fields such as progress bars.
Example using progress bars to visualize subtask completion.

Switching between List, Board, and Calendar views to visualize tasks in different formats.
Using filters to group, search, and display tasks by status, assignee, priority, etc.
Advanced filters for custom queries (e.g., tasks due in the next 7 days, urgent priority).
Quick search for finding specific tasks by keywords.

Importing templates for lists, spaces, folders, documents, and whiteboards to save setup time.
Example: Adding a blog planner template for content management, along with a guide doc.

Creating dashboards for visualizing key metrics.
Use of templates (e.g., Simple Dashboard) for quick setup.
Adding cards for workload, status, and custom metrics; interactive features for data exploration.
Multiple dashboards can be created for different needs.

Adding users to the workspace with email invitations; assigning roles (member, guest, admin).
Setting space-level permissions (public/private) and adjusting access accordingly.
Adding guests to specific folders, lists, or tasks with defined access levels (full, edit, comment, view).

Keep spaces general for free plan users — To stay within the free plan’s maximum of five spaces.
Workspace starts private; add members post-setup — Recommended to avoid confusion during initial setup and organize access appropriately.