Hello, everyone, and welcome to our ClickUp for Construction Management webinar. My name is Jonathan. I'm a trainer here at ClickUp. Thank you so much for being with us today. Before we get started, we'll go over a few housekeeping items.
First, this webinar will last around 45 minutes. If you have questions that come up during the webinar, visit our Help Center at help.clickup.com. where you can find answers to almost any question about ClickUp.
And you can reach out to our customer support team if you can't find an answer yourself. In the description of the video below, you will find links to a number of different resources, including a feedback form where you can let us know about your experience today. We'd really appreciate you taking the time to do that.
So we'll begin our discussion about why you would want to use ClickUp to manage your construction projects. Well, here at ClickUp, our mission is to save you time by making you more productive. And we do that in a few different ways. First, by using ClickUp and all of the features that it provides, we allow you to minimize context switching.
This means you're not having to look in four or five different places to find things. So for the tools that we can provide to you, those are available in platform. For any tool that you're using outside of ClickUp, For a lot of them, we offer integrations that allow you to connect your workspace to those other tools.
And for anything with which we can't integrate, we offer embed views and other ways to bring those tools into your workspace. We also here at ClickUp don't have an opinion about the way that you manage your work. ClickUp is set up as a platform where you can build out the solution you need so that you can work the way that you want to work.
By adopting ClickUp. managing your work and all of the communications around that work in your workspace, ClickUp becomes your source of record or your single source of truth. This means you just have one place to go to find answers about what happened when.
Now, during the session today, you're going to be learning about how to set up a workspace using ClickApps. So we'll discuss what those are. We'll talk about some that you definitely want to turn on to enjoy that functionality in your workspace. We'll also talk about inviting your team to the workspace and setting up your members and your admins.
We will also discuss setting up new construction management projects by using templates from our Template Center. And we'll also talk about ways for you and your team to stay productive and communicate effectively. Let's get started by taking a look at a sample workspace. We'll begin our discussion with ClickApps. Now, ClickApps are modules of functionality that you can turn on or turn off to add or remove functionality from the workspace.
We access ClickApps from the avatar menu. And access to the workspace settings, which ClickApps are a part of, is restricted to workspace owners and administrators. So if you're not an administrator or the workspace owner, you won't be able to access these settings.
But if you are, click here on ClickApp. Now here we find a listing of all of the different Qlik App modules available. There are currently 40 of them.
We're going to walk through some of the ones that are really important that I highly recommend that you enable in your workspace if they are not already enabled. So the first here would be the custom fields. Now custom fields are very important.
They're going to be used a lot in the templates that we're going to look at today. and they are extraordinarily useful because they allow you to store information in tasks which there's not a predefined place. Note that custom fields can be controlled at the space level. So if there are spaces in which you don't need custom fields, you can disable that at the space level. Another good one to add is the dependency warning.
Now this will come into play when you have set up task dependencies. where you map out the order in which tasks should be completed in a project. This will let a user know if they try to close a task that is waiting on another task that has not yet been completed. You also will want to turn on the incomplete warning.
This means that if you try to close a parent task and there are unclosed subtasks or unclear checklist items on that task, ClickUp will prompt you and say, hey, are you really sure you want to do this? There's still stuff outstanding here. We also want to enable multiple assignees so that we can assign more than one person to a task. And we also want to enable our nested subtasks. This allow us to have subtasks within other subtasks, and we can do that up to seven levels deep.
Also recommend that you enable the remap subtask due dates so that ClickUp can do some of that heavy lifting for you. And we also recommend that you enable time estimates and the time estimates roll up. By adding time estimates, you're able to sort of estimate how long a task should take.
And with the roll up enabled, if you add time estimates to subtasks, those time estimates roll up so that you can see at the parent level all. of the time estimate for the parent and all the subtasks together. You also want to enable time tracking and the time tracking roll-up, which does something very similar that time estimates roll-up does.
It's just for tracked time. Now, if you're not requiring your people to track time, then don't worry about turning this on. But if you do want to keep up with how long it takes people to do certain tasks, definitely keep this enabled.
Now, there are a lot more here. And so what I would encourage you to do is to come through and carefully review these. To learn more about any of them, just click here on the Learn More link.
That will take you into our Help Center and provide you with a detailed article that explains what that particular Click App does. So once we set up our options, then we are ready to begin bringing our team into the workspace. And we do that by again clicking on our avatar and going here to this convenient invite button.
When I click there, it's going to take me to the people page in my workspace settings. And this is where I can see the members of my workspace. I can see what role they occupy. And I can even change that role straight from here.
So if I wanted to elevate Jake here to an admin role, that is how I would do it. You can see here when they were listed. less active.
And if you want to remove someone from the workspace, you can do so here. So inviting new people to the workspace is handled in this field here. All you have to do is type in an email address.
Note that you can, if you have maybe email addresses in a spreadsheet, you can copy that column with all of those addresses in it and paste that in here. Click up, well, no, to separate them, or you can just type in comments. So email address one, email address two, et cetera.
Just type all of them in. And you want to be sure that all of the people you're putting into this field will occupy the same role because here we're going to select what role they will have. Our options are member and admin.
Note that if you are on Business Plus or Enterprise and create a custom role, you'll be able to access that here as well. Once you've entered in the email address or email addresses, you've made the selection as to what role they should occupy, click the invite button. Once we bring our team members into the workspace, we can now organize teams by using the ClickUp Teams feature.
I'm going to click here. And teams are user groups. So rather than referring to an individual person, we can actually assign a task or even mention an entire team in a comment. Now, I don't have any teams created here, so let's create one. Let's say that we want to have a team representing our site supervisors.
So what I will do is I will click here on new team and I will type in the name site supervisors and I'm going to click the save button. Now, what I do, it creates an avatar icon and a handle representing the team. I can customize this by clicking here, choosing a color.
I'll pick this nice purple color and let's see if we can find a good icon to use. We'll just go with, how about this one? That's fine.
Okay, so we've now added a color and an image to sort of set off what this team is. I recommend creating a unique avatar for each team just to make it easier to distinguish between them. Now, currently, there's no one on this particular team. So let's add some folks.
I'm going to add Elliot and Logan here to the team. And not sure why it's making me do it that way. Okay. This is allowing us to add to the team.
Note, if we just want to remove the team altogether, we can. Now that the team has been created, how do we use it? Well, if we go back out into our workspace and we go to a list such as this one, rather than assigning a task to an individual, I can actually assign it to an entire team at once.
And so by changing the assignee here to the team, I have now sent a notification to everybody that's a member of that team. letting them know that this task has been assigned to them. Another way that I can leverage a team is by using a mention.
Now in task comments, if you want to direct the comment to a particular individual, you do so by typing in an app symbol and then choosing their name. But notice that teams are down here too. So I can direct a comment to the entire team. So here I'm directing this comment to that entire team. Everyone on that team will receive a notification and they'll see that this is for them.
and they'll know what to do from there. So we can assign tasks to teams and we can use them in mentions. Another way that we can use teams is sharing.
Now currently you can only share with a team from the folder level down. So let's say that I wanted to give the team access to this particular list. What I can do is I can click here and notice site supervisors is listed.
I'm going to enable that and maybe I don't really want them to create anything new, I may just let them edit what is currently there. So I can give them access and I have a little bit of control over what they're able to do in that location. Now, you can't currently share with a team from the space level down, but that is in the works. So keep your eye out for that feature to roll out, hopefully in the next couple of months.
Don't have a guaranteed date on that. Don't hold me to it, but it is in the works. Okay, so now that we have brought people into our workspace, now that we have set up teams for us to use, let's now talk about setting up some work in our workspace. The easiest way to get started is by using a template. So all of the templates that are available in your workspace for spaces, folders, lists, tasks, docs, and checklists are all located in the template center.
Now you can access the Template Center in a variety of ways, but the most straightforward way is to get to it through your avatar menu. Once again, we're going to click here. And for those of us that are owners and admins, our link to the Template Center will be here on the left.
If you are a regular member and you're not an admin or the owner, you will see a link to Template Center here in your personal settings. But either way that you get to it, this is what the Template Center looks like. Now, there are two categories of templates.
The first are workspace templates. These are the ones that we create ourselves and save in our workspace. The other is a set of community templates.
Community templates are provided to you out of the box. We build these based upon industry best practices and you can browse by use case. So you can find your use case listed here or you can search by keyword. So what we're going to do is we're going to start using the keyword construction.
All right, so when we do, as we're typing, the template center begins filtering the list of templates that it shows us. So at the top, we have some featured ones, and then it gets into repeating some of those down here. But let's focus on some of the ones that we see here.
So here we have an entire construction project management space template. So this will set up an entire space. And like all community templates, this does contain sample data.
We have a preview image here of what one of the lists in this space looks like. We have a description here of the purpose of this template. Below here, we can see the different status groups that are in use in various locations.
We can see what custom fields are listed. We can see which click apps are going to be enabled in this space. And we see what the required views are. Now, I can, if I choose, add this to my library. It's just going to put a copy in my workspace templates.
Or I can leave it in the community templates because I can always pull it from there. But when I'm ready to use it, I will click use template. But before we do that, let's go back and look at a couple more. Now, here we have a construction management folder.
Again, we have a preview, a description, and we can see statuses, custom fields, and views and use. Now, the space template that I showed you will allow you to set up multiple projects in the same space. This folder template really is set up for an individual project.
So we're actually going to be using both of these templates today, but let's look at the others that are available. Now there's a construction daily report where you can keep track of activities that happen. This is like a daily record.
This is a good convenient thing to use if you're managing that kind of work. If you want a handy doc template to use in a meeting, this is a template. related specifically to the construction industry for that purpose. So doc templates are in here as well and there are others that are available.
But again we're just going to focus on the space template and the folder template. So let's begin by setting up that construction projects space. So I'm going to click here and we're going to choose use template. Now, this screen allows us to have some choice, some control over what is created in this new space via the template. The first thing we have to do is to give our new space a name.
Now you see that it will default to the name of the template. but we can override this enter in any name in here that we want. For convenience, I'm going to leave it as it is, but remember you can click here and type in your own name. In the import options area, we can bring over everything just like it is or we can decide to exclude certain things.
So maybe if there are comments on the tasks in this template, I don't really want those because it's not really related to my work. I can leave those out or I can bring them over if I want to. but you have some control here. Now this is a really powerful feature of ClickUp templates.
If a template contains scheduled tasks, meaning that start and or due dates have been added to them, ClickUp can either bring them in so the old dates will appear or it can remap. So what we can do is we can specify a new start date for the project. So I'm going to pick this Monday here.
And we can also do this from an end date. I usually like to do it from the start date. But if you know when the project needs to be over, we can schedule backward. I want to enable the options to skip weekends so that ClickUp does not schedule work when no one's working.
And we want to make sure that all of our tasks come over as open. Once I have made these selections, we can click use template. Now, it does take several moments for a space template to appear. and we can see here that ClickUp is working on creating the space.
So in a moment we're going to see a message letting us know the space has been created and we will see it appear here in our navigation sidebar. All right so we now have this new construction management space here. It creates some folders for us and then there are lists with tasks on them here in the folder. So this would represent one, two, three, four different projects.
and each one is going to contain the same lists. So let's start our tour by going to the space level. Now here at the space level, we are able to see all of the work in the space. So in other words, at this level, we can manage all of our projects at one time. There is a convenient start here dock, and this gives you sort of a walkthrough to kind of explain the purpose and how to use this template.
documentation on the structure and how you can configure this for yourself and a little checklist for how to use the space. Now let's talk a little bit about some of the other features in use. Now as you can see here there are several different views available. These are just different ways of looking at our tasks and here this is a list view where we see our tasks horizontally in rows.
They are grouped using a custom field called tracking. And so we see a custom field here for the project number for a stage. This is a custom dropdown field.
Now, there are a number of options here, but note that you can add, rename, change, delete, and even expand this yourself. So once this template is created, it is yours to modify as you choose. So let's take a look and see what all of the custom fields in use in the space are. So we do that by hovering over the space's name in the navigation sidebar.
clicking on the ellipsis, choosing more settings, and then custom task fields. So we see here a complete listing of all of the different fields that are in use at the space level in this template. We want to edit any of them.
We just hover over it, click the pencil, and here, for example, this is where we could rearrange the order or change colors, change options, add new options, etc. Again, these custom fields are completely customizable. once they are created.
Let's step down to a folder level. So here we're looking at an individual project. Here at the folder level, our views will show us literally all of the tasks across these.
Although I will say in this one, we're looking for a particular set of tasks, but here we can see all project tasks. So across all of the folders, I'm sorry, all the lists in this folder, we can see all of the tasks here. Now again, this is a list view. We can customize this by adding new columns that exist, adding brand new custom fields here.
We can rearrange, we can hide, remove, etc. We can tweak these however we want them. We have a board view where we can quickly update tasks by dragging and dropping from one column to another.
Note that this one is in me mode, meaning that whenever you come to it, it's only going to show you the tasks that are assigned to you. So let's say I want to see them all. I'll just disable that And it looks like we don't have any tasks that fit the filter criteria here.
No worries. We'll move on. And here we can see a timeline view and a Gantt view. So the point here is to just show you that these templates will contain a lot of pre-configured information for you. And the really wonderful thing about these templates is that it allows you to get things set up quickly.
And then if you like what you see, maybe you want to change a few things. make your changes, delete all of the data that's in here currently, and then start adding your own. Now, another thing to think about in addition to custom fields are statuses.
Now, we saw the ones that were in use when we looked at the template, but let's take a look here at the space level what statuses are in use. So here we can see the ones that were set up for us. Again, we can rename these, we can change colors, we can rearrange the order, etc. Any way we see fit once this has been created.
Now, let's say that we want to bring a guest into our workspace. Maybe this project is for a particular customer and we want them to be able to see what's going on with their work. So I can share with a guest from the folder level down and I would go to the ellipsis, sharing and permissions. and then click here and type in the email address. So let's just say client at email.com, and then I can invite them as a guest, and then I can control what they can do.
Maybe you just want them to come in and see things. Give them view only access. Maybe you want them to be able to comment on things.
Give them comment access. But be careful about these two. Full means that they can edit or delete tasks and even create new ones.
Edit allows them to edit what is currently there, but they can't add any new ones. But again, if you just want them to have it for information or you want them to provide feedback, you can use one of these options. I'm going to go with the comment. And then if I click invite, it would send an email message to this client inviting them to join the workspace as a guest. Now, let's say maybe that here we have this project summary and we want our client to be able to see it.
But we don't really necessarily want them coming into our workspace in order to do that. We have the option to share this as a public view and we do that through the share button here. Now when I click here, I can choose share this view and share it via a public link. So this way I can give this link to anyone.
They can view this page and it won't be within the workspace. It's going to look a little different. I'll show you in a moment what that looks like. I also have some additional settings. Maybe I only want them to be able to access this for maybe the next 30 days.
And after that, that access will be taken down automatically. If for whatever reason I would want this indexed by Google or Bing or another search engine, I can enable this here. By default, it won't be.
I can also allow a viewer of this to open up tasks. Now, again, it would only be view only. And I am able to specify perhaps. what they can and cannot see. So maybe I don't want them to see comments, for example.
All right, once I have made these settings and I copy the public link, I can email that out to anyone and they can go to that URL and they will see a view only version of this list. Because I enabled them to open tasks, they can click on it and it will open up the task information in view only mode. But note, because I disabled comments, there's no way for them to see those comments, but they can see other things.
But notice I can click. They can't change anything. Later, if I decide I want to disable that, I just turn the public view off there.
Now, one of the tools in ClickUp that you have that makes it easy to analyze and have oversight over a project or even multiple projects at one time is by leveraging our dashboards. Now, I have pre-configured one that I'll show you, and I called this one Construction Projects. And this is tied to data in the workspace. And I'll just kind of walk you through some of what you see here on the screen so you know what type of widgets were used to build this dashboard, because each little piece here is called a widget.
So here I have a couple of calculation widgets, and those allow you to do counting. You can do sums, you can do all sorts of different calculations, sums, averages, etc. And here would be the total budget for all of the projects, and this would be how much we've currently spent out of that budget. Here is a workload by status pie chart. This tells us for the tasks that are connected to this dashboard, how many of them are in which status.
So here you can see there are four that are canceled, 17 on hold, seven scheduled, 130 that are still open, haven't started, etc. This is a portfolio widget, and we can add folders and individual lists to this to get a very high level perspective of what's going on with that project. So for example here we can see the total budget.
We can see there are 13 tasks completed out of the 54 in that project. Again 13 completed, 33 of the open ones are now overdue. And there are other things that I can add here if I choose to.
Below here is a widget that allows us to see time estimates rolled up by assignee. And we can see how much time was estimated, how much time they tracked. And once time tracking is started, how much available from the estimate is left. This is a chat widget so we can have a running conversation around the data that we see here on this dashboard. If you want to learn more about dashboards, check out the Help Center where there are a number of articles.
Also, check out ClickUp University where there is a good dashboards course that will help you get started with this tool. We're going to go back here to the workspace. And now that we've explored setting up an entire space with a template, I now want to take a look at that construction management folder template. Now, I'm going to add that here into this space. And because I know where I want it to go, I can access Template Center in a way so that it knows exactly where this folder should live.
I do that by initiating the creation from the space level. When I hover over the space's name in the sidebar, I reveal the little plus sign. When I click there, I can choose from template.
Now again, we're going to search for the keyword construction and I'm going to choose the construction management folder template. I'm going to call this one ABC company building. We're building a brand new building for a company and because I initiated it from that particular space, ClickUp already knows where the folder We're going to bring in everything, but I am going to remap the dates to start on this Monday here. Skip weekends, bring everything in as open and use template.
So once again, the folder is being built based upon the template. Again, it does take a few moments before that folder creation is complete. And we should see here, and I'll force a refresh because I am impatient, and we will see now that our folder has been created. If I had waited a half a second more, we wouldn't have had to refresh. All right, so here we go.
Here is our new folder. And here, again, if we go to the folder level, we have an identity guide that walks us through how to use this particular template, explains the statuses, custom fields, and views that are in use. Again, here I have a list view. And because it is here at the folder level, I can see all of the tasks across all three of those project phases in one go. Notice here that I also have a ClickUp doc living directly here in the sidebar.
And this contains the project design plan. So my design schematics. I have place here for some exterior shots. Here's one for the kitchen. So there's some really great.
things in here that you would be able to reuse and customize to your own tastes. So here on this individual list we can see the task related to preparing the site for construction. Phase two here would be the different things involved in getting the construction and phase three where we finalize things.
So again this is a good example of using a folder to represent the overall project and then different lists in that folder to represent different phases of that. project. So again, we have some custom fields that are in use.
All of these are, of course, completely customizable, just like in the space template. And what I recommend you do, and this is kind of how I approach templates. When I go to cook something, I go find a cookbook, and I'll look at a number of different recipes, and then I'll cobble together my own idea. So I'll pick an idea from this one. I'll take an idea from this one.
I might leave out an ingredient from this one until I craft the dish that I want that's perfect for me. templates are the same way. I will find a template that's about what I want to do. I'll restore it, get a look at how it works, and I'll steal some ideas and then go build my own.
But if you want to do it that way, great. If you want to take one of these templates because it really is set up the way you would want it, just strip out the tasks that are there and start plugging in your own work. So that shows you how to set up a brand new space where you can manage multiple construction projects or an individual folder to represent a single project.
Those give you a couple of really good options to get started very quickly. Now, I want to show you another list. that I created. Now, this was not done from a template. I built this out from scratch, but I did so for the purpose of having a centralized listing of all of the different properties that perhaps we own or that we are developing.
Now, in this case, a task is being used to represent one of the properties, and then I've added some custom fields here to make managing the information easier. So, for example, I created a state. custom field of the task type where I could type in a state abbreviation. The property address is being stored in a location custom field. Now let me show you, let me just bring up the custom fields here for the list.
So for the property address, we're using a location field. And what this does is it allows you, let me just create a new one here. So let's say 898 Clifton Drive.
So we come over here and we say 898, start typing in the address. OK, there we go. That's close enough. Clifton Road.
Let me just rename that real quick. Cool. All right. And that is in the state of Georgia. And let's say that that property is worth one point two million dollars.
If I have a photo, I can click here and I can upload that photo like I have done with these others. and I can assign the property manager something myself in charge of that one. Let's actually go in and explore one of these in detail. So again, I'm using the task name to represent the property. I'm just using a street and a street number and name.
Here I have the actual address and remember this is going to be pulled from an actual database. So you start typing in the address and ClickUp will feed you options that would match. This is where I have added a photo. And so here is a nice photo of this particular property, which kind of is a reference specifying the state.
And I'm also specifying the property value. And then down here, because this was added in this files custom field is also going to appear here. Now, one of the reasons, by the way, that I took the time to add this separate state field is because you can change your grouping to use certain types of custom fields.
And it looks like in this case, we can't group. on state. If I did this maybe as a drop-down field, we would be able to.
But in any case, it does allow me perhaps to sort so I can keep all my Georgia properties together, and then properties from other states would fall together as well. One of the reasons why I chose to do this property address is because I want to be able to see on a map where these properties are located. And I do that by adding a map view. And the map view works with the location custom field to put pins literally on a map showing you where these properties are located.
Now, here is the map view that I configured. This is where we specify the field that we'll use to feed the location data. And here, because we are zoomed way out, you can see I've got properties here in Georgia and I have properties up here in Michigan.
I can use the zoom controls here to zoom in. You can even move the map around by clicking, holding, dragging and dropping. And we see here, OK, we've got a property up here in Rome, Georgia, and we have properties over here in Atlanta. And notice that whenever I click on one of these pins, it brings up this little card and I can click here and I can bring up that task and look at it in detail in a completely separate browser tab.
I've got these pins labeled as red, but I can choose them to a different color. But this is really helpful to kind of get a geographic understanding of where these properties are located. So this is really good for construction use cases, real estate, property management. Map views are a lot of fun.
Now, aside from just having this as information, another thing that I can do is I can actually connect a task in another location. with one of these properties. Now, one way that I can do that is simply by just doing a task link. So let's say here in this particular phase one, I want to connect this task with its related property.
So I'm going to click here. I'm going to scroll down on the left hand side until I see the relationships area. I'm going to click and choose task.
Now, ClickUp will show me the ones I have access most frequently. So if I don't see the one I want here, I can browse and find it. But we'll go here with this address. And now I have connected this task with this property. And if I click, I can jump over and see.
the property details and again I can see what tasks it links back to. Now that's convenient for just a one-to-one, but let's say I want to be very clear with the relationship as to what it represents. So to do that I will create a relationship custom field.
Now I have to set this field up at the list level. I can't set this up at a folder or a space level because this type of field does a one-to-one relationship between one list and another. So I'm going to come here for this phase one list, click on the ellipsis, choose list settings, and then custom fields. I'm going to add a new custom field using the relationship field type. And then I'm going to call this one property name.
And I'm going to specify that this data comes out of the properties index. Now, in addition to the task name, which would just be the property address. I can also bring over additional data so that I can see it from the related task without having to click all the way through. So let's say that in addition to the name, I want to see its value. I want to see a photo that we've saved for it, and I want to see the state that it is in.
All right. So now when I go back into this contract execution, I'm going to delete this. tab this relationship because we don't need it anymore and i now should be able i may have to do a refresh here i should see the new custom field listed here in the relationships area and so here we go now we have property name click here it's only going to allow me to pick properties on that particular list so i'll choose this one and sorry it looks like it uh hiccup there let me force a refresh to see if that change stuck okay here we go So we have for our Clifton Road address, we have our property value, we have the photo, which we don't currently have here, and we have the state.
But the important thing is I can see all of this information from here. If I click through, I can now see that this is related to this task in the phase one preparing list. So this is a great way for you to provide additional information in a task, in this case, about the related property. Now, there are a few other ways that ClickUp makes it easy for you to manage your team.
And for this purpose, I'm going to jump to a list that I have prepared with some sample data. This, what I'm about to show you, will apply to these views when you add them to any location. So one of the handy views for resource management is our box view. And box view allows you to get a sense of individual workload. So, for example, you can see here that there is a single task that is currently unassigned.
And then there are tasks assigned to Jake. There are also tasks assigned to me. Now, you see, I've got several here that I'm working on. But I think that Jake has bandwidth to take on another one. So to assign this task to him, all that I have to do is drag it and drop it.
And now I have moved it into his group. And maybe let's say that. This task is something I need to handle instead.
So I can reassign that just by dragging and dropping. Now the workload is based upon the number of tasks, but it could also be based on a time estimate or if you're using sprints with sprint points. If I change it to a time estimate, you'll see here it will tell me how many hours of work are not done, how many are done.
Let's say that I go into this task and I move it into a closed status. This is that dependency warning, by the way. I'm going to go ahead and close it just for the purpose of illustration. And we will see here, if I refresh the screen, that this will now update to indicate that one of those tasks has been completed. We'll see a progress here on the little bar.
And so I'll expand all of these out. This also kind of gives me just a visual to see I've got more work than he does, but maybe he's a little further along in getting his work done than I am. And there are some other options that you can enable here. To learn more about BoxView, visit our Help Center. The next view that I want to show you is our timeline view.
And timeline view is something I really like because it allows me to do two things at one time. If I group by assignee here, then I'm going to see tasks represented by bars. And I'm going to see rows for each of the individuals who are members of this workspace. I have a timeline here flowing horizontally. And I can see that I'm currently at a day.
I could do this week by week. I could also do it month by month. A little easier to manage, though, day by day. Let's say that this task that I'm assigned to do today, I'm really going to have to have someone else handle that. So Elliot doesn't have anything on his plate.
Let me give that to him. And so I can reassign that by dragging and dropping. And let's say maybe, OK. That really can be done tomorrow.
I just move that into the appropriate column, and I have now scheduled. If any tasks are unscheduled, I can assign and schedule them just by dragging and dropping them here. Let's say that this is going to take longer than originally expected. I can extend the duration by grabbing on the end of the bar or the task card here and dragging it out. And speaking of task cards...
I can include additional information here. So let's say I want to see the, I don't want to see weekends, so I can avoid scheduling work accidentally. I do want to see subtasks, and I want to see on the card who the assignee is.
I can enrich my cards that way. When you make this kind of change, you'll be prompted to either save it or roll it back. I'll just roll it back for convenience's sake.
Now, note that if you are exploring the timeline and you want to quickly jump back to the current day, Just click here. And again, you can learn more about this view in our Help Center. Finally, workload view.
Now, workload view sort of takes a little bit from box view and a little bit from timeline view and puts it together. And here I can see for a date range here, we'll just do it by one week, but I could also do it for two weeks at a time where I can see who has work and who doesn't. These bars tell me how much availability someone has. And then here with the darker color shows me how much of that capacity has been allocated already. If I want to see details, I simply expand this out here.
And just like in timeline view, I have these convenient bars. I can reschedule by dragging and dropping. I can reassign by dragging and dropping. Workload view makes it really, really easy to get a sense of how much work someone has on a day where I can see how much the capacity is. Now, speaking of capacity.
I can specify capacity here. So Elliot and I are both full time. So we work 40 hours a week and we're going to apply this to both.
When I hit save, that will show, OK, we got 40 hours we can we can assign here. But let's say that let's see Yassir here. Yassir is a consultant and maybe he can only give us 20 hours of his time a week. So I can adjust his availability.
Note that the bar shortens because there is. less time for him to be able to get his work done. And so again, I can drag and drop this anywhere and it will automatically update things for me. So again, if you want to learn about any of these views, just go to help.clickup.com.
Let's say we want to learn more about that workload view. Here's an article that explains all about it. Now I want to focus on some different ways that you and your team can stay productive and get the most out of ClickUp.
So let's first take a look at our home screen. Now, home is a really great way for you to be able to see your work without having to go hunt for it in the workplace. And here we can see our work presented in different groups.
So I see things that are due today, things that are overdue. things that are assigned and scheduled but not yet due, and things that are assigned to me but have not yet been scheduled. One of the things I love about HomeView is that here where I have this overdue task, if I want to reschedule it and work on it today, boom, drag and drop.
Love that. So HomeScreen is going to pull all your work in from across the entire workspace. Makes it much easier to find and manage.
If you are a Google Calendar, user, you can integrate your Google Calendar here with your calendar on the home screen and throughout ClickUp by clicking here. And if you have already integrated your calendar, you can choose which calendar that you want to display events from. If you want to add another calendar, you can do so here.
This will allow you to see in your ClickUp calendars all of the different events from your Google Calendar without having to leave. Now, another effective way for you to use ClickUp is to communicate through comments on tasks. Now, imagine for a moment if you were to want to communicate something about this task to your colleague.
And let's say you did it the old fashioned way. So you would switch to your email program. You would open up a new message. You would address it.
You would add a subject. Then you would type in your message and then you would send it. So that's six steps right there.
And even after all of that effort, that communication is now completely disconnected from the work that it's involved with. You have spread out your data across multiple systems. And now you will have to go and look in your email as well as in ClickUp to have an idea of what's going on. The most effective way to avoid that is to simply use ClickUp to communicate.
We do that through comments. When I click here, let's say that I want to ask my colleague Logan a question. I can type in the at symbol, choose his name, whatever. I can send the message to him, and when I post the comment, it will trigger a notification that he will receive, and he will know that this message is for him. If there's something for him to do, I can actually assign this comment to him so that when he does whatever I've asked him to do, he can check this box and it will let me know that, hey, he's handled it.
By adding a comment, we are triggering notifications. Now, notifications in ClickUp are similar in some ways to notifications on social media in that you will see them appear with a little dot and a number that tells us that we have unread ones and how many there are. When I click here, this is going to allow me to see the notifications.
Now, you remember it said that I had three. Well, there were three different actions that took place on this task. And so ClickUp has rolled these up together into one block so that I can see it all at one time.
If I want to open this task, all I have to do is click on the name, see whatever I want to see, do whatever I want to do. And when I close it, I return here. I can click here to clear. the notification. And I get that little confetti throw in this inspirational quote to keep me motivated.
Now, notifications are important for you to stay on top of. This is how you're going to communicate with your team. And you want to be sure that you're checking your notifications frequently so that no one is waiting on you to answer a question that you maybe haven't seen. And in doing so, you're holding up their work. I recommend you check your notifications no less than three times a day.
First thing in the morning. right after coming back from a meal break and right before you wrap up your day. I'm a little more obsessive.
I check them constantly throughout the day, but at a minimum you want to be sure that you keep work flowing by staying on top of those notifications. Now there is more I could tell you about notifications, but check out our beginner webinar or ClickUp University or read the help article related notifications and learn how you can set granular permissions for your notifications. to make sure you're only getting notified about the things that you really care about. Now the final tool that I want to mention here, and I don't have a visual for you, but it is our mobile application. Now with the ClickUp mobile app, you can stay connected to your workspace on the go.
It's available for Android devices as well as Apple devices. So your iPhone, your iPad, your Android phone, your Android tablet. All of these can connect you to your workspace and the apps are free. They're available for Android in the Google Play Store and for iOS in the Apple App Store. Download it for free, sign into your workspace, and then practically everything that you see in your ClickUp workspace on the web, you will also see there.
And we are in the process of aggressively developing this app to bring it up to full parity with the web app. So right now you can't do everything in the mobile app that you can do on the web. So.
but we are working toward that goal. But imagine you're out in the field. You need to look something up quickly, or you want to mark a task done, or maybe you just want to jot something down. By opening up your phone, opening up that mobile app, interacting with your workspace through that mobile app, you're saving yourself time, you're capturing ideas in the moment, and you are updating it in real time so that everyone else knows what you have done, even if you're away from your desk. So everyone, that does bring us to the end of the presentation.
I want to thank you all again very much for your kind attention. Let me show you a few ways you can learn more about ClickUp. The resources are all located here in your help menu.
And when I click here, I will see the Resource Center and we're going to focus on these three icons. Now, I've talked about Help Center a number of times. That is because it is such a valuable tool.
You can search here by keyword or browse by category and find articles all about every different feature in the platform. If you do some research, you're digging, you can't find your answer, you want some help, just click here to reach out. via chat to our customer support team.
They'd be happy to answer your questions and help resolve any issue that you might have. Also check out our video library. So in addition to our YouTube channel, you can find other videos on our website and some of them are short like this one or some of them are longer like this one.
But there is a lot of value in these videos and we do encourage you to check out our other videos on our YouTube channel as well as the ones listed here on our website. And finally, ClickUp University. ClickUp University is free, self-paced training. It's available to everyone, anywhere, anytime.
ClickUp University only requires that you have a ClickUp account. Whether you're on the free plan or the enterprise plan, it doesn't matter to us. This resource is here available for you to use. There are all sorts of different courses that are available here.
Now to find the courses that are right for you. You can either search here by keyword or you can browse all courses and use this handy filter to focus just on the ones that you want to. For example, if you're brand new to ClickUp, choose the novice level. And here are all of the different courses that will quickly help you get up to speed on using the platform. Let's say maybe that you are bringing in someone as a guest.
We have training specifically for guests to get them started. and how they can manage their work in the workspace as a guest. We also now have a certification program where you can earn a certificate to show that you are a ClickUp expert, and you can share these on LinkedIn so they effectively become part of your resume, and you can let everybody know that you're a ClickUp expert.
Again, ClickUp University is free, self-paced training. For those of you that are workspace owners and administrators, I highly recommend that you take advantage of that. when you're bringing new people onto your team to help them get up to speed very quickly on using ClickUp.
So everyone, again, thank you for your time. We look forward to hearing from you. So please do click on that link to provide us with your feedback. Let us know what you liked. Let us know what you might want to see added into this webinar in future to make it more valuable to you.
Have a wonderful rest of your day. And please do join us for other webinars. Thanks.