ClickUp Cheat Sheet
Overview
ClickUp is an all-in-one productivity platform that combines project management, task tracking, time management, and team collaboration tools. It offers customizable workflows, multiple project views, and extensive integration capabilities to help teams of all sizes organize work and increase productivity.
⚠️ Note: Free plan available with limited features. Paid plans start at $7/user/month for unlimited features.
Getting Started
Account Setup
# Sign up process:
# 1. Visit clickup.com
# 2. Create account with email or Google/Microsoft
# 3. Choose workspace name and type
# 4. Invite team members
# 5. Set up first space and project
# Workspace hierarchy:
# Workspace → Spaces → Folders → Lists → Tasks → Subtasks
Workspace Configuration
# Initial setup steps:
# 1. Configure workspace settings
# 2. Set up user roles and permissions
# 3. Create spaces for different departments
# 4. Establish folder structure
# 5. Define custom fields and statuses
# 6. Set up integrations and automations
Navigation Structure
# Hierarchy levels:
# - Workspace: Top-level organization
# - Spaces: Major areas (Marketing, Development, Sales)
# - Folders: Project categories (Q1 Projects, Campaigns)
# - Lists: Specific projects (Website Redesign, Product Launch)
# - Tasks: Individual work items
# - Subtasks: Breakdown of complex tasks
Task Management
Creating Tasks
# Quick task creation:
# Keyboard shortcut: T (from anywhere)
# Or click "+" button in any list
# Task properties:
# - Title: Clear, actionable description
# - Assignees: Team members responsible
# - Due date: Deadline for completion
# - Priority: Urgent, High, Normal, Low
# - Status: To Do, In Progress, Review, Done
# - Tags: Custom labels for categorization
# - Time estimate: Expected effort required
# - Custom fields: Additional metadata
Task Templates
# Bug Report Template
**Bug Summary:**
Brief description of the issue
**Steps to Reproduce:**
1. Navigate to [page/feature]
2. Perform [action]
3. Observe [result]
**Expected Result:**
What should happen
**Actual Result:**
What actually happens
**Environment:**
- Browser: [Chrome/Firefox/Safari]
- OS: [Windows/Mac/Linux]
- Version: [App version]
**Priority:** [High/Medium/Low]
**Severity:** [Critical/Major/Minor]
**Screenshots:**
[Attach relevant images]
# Feature Request Template
**Feature Title:**
Clear, descriptive name
**Problem Statement:**
What problem does this solve?
**Proposed Solution:**
Detailed description of the feature
**User Stories:**
- As a [user type], I want [goal] so that [benefit]
- As a [user type], I want [goal] so that [benefit]
**Acceptance Criteria:**
- [ ] Criterion 1
- [ ] Criterion 2
- [ ] Criterion 3
**Design Requirements:**
- UI/UX considerations
- Technical constraints
- Performance requirements
**Success Metrics:**
How will we measure success?
Task Organization
# Status workflows:
# Basic: To Do → In Progress → Done
# Advanced: Backlog → To Do → In Progress → Review → Testing → Done
# Custom: Create status columns specific to your workflow
# Priority system:
# Urgent (Red): Critical issues, blockers
# High (Orange): Important features, deadlines
# Normal (Blue): Standard tasks
# Low (Gray): Nice-to-have items
# Task relationships:
# - Dependencies: Task A must complete before Task B
# - Blocking: Task prevents others from starting
# - Linked: Related tasks that reference each other
# - Subtasks: Breakdown of larger tasks
Views and Layouts
List View
# List view features:
# - Traditional task list format
# - Sortable columns
# - Bulk editing capabilities
# - Custom field display
# - Grouping options
# List customization:
# - Show/hide columns
# - Adjust column width
# - Set default sorting
# - Apply filters
# - Save view settings
Board View (Kanban)
# Board view benefits:
# - Visual workflow representation
# - Drag-and-drop task movement
# - Status-based columns
# - WIP limit enforcement
# - Swimlane organization
# Board configuration:
# - Group by status, assignee, priority
# - Customize column names
# - Set column limits
# - Add custom fields to cards
# - Configure card templates
Calendar View
# Calendar features:
# - Due date visualization
# - Drag-and-drop scheduling
# - Multiple calendar overlay
# - Time blocking
# - Recurring task support
# Calendar types:
# - Monthly overview
# - Weekly detailed view
# - Daily schedule
# - Timeline view
# - Resource calendar
Gantt Chart
# Gantt chart capabilities:
# - Project timeline visualization
# - Dependency mapping
# - Critical path analysis
# - Resource allocation
# - Progress tracking
# Gantt features:
# - Milestone markers
# - Baseline comparison
# - Zoom levels (days to years)
# - Export to PDF/image
# - Real-time collaboration
Timeline View
# Timeline benefits:
# - High-level project overview
# - Multi-project visualization
# - Resource planning
# - Deadline tracking
# - Capacity management
# Timeline customization:
# - Time scale adjustment
# - Color coding
# - Grouping options
# - Filter controls
# - Export capabilities
Collaboration Features
Comments and Mentions
# Comment features:
# - @mention team members
# - Rich text formatting
# - File attachments
# - Emoji reactions
# - Comment threads
# Mention types:
@username # Mention specific user
@team-name # Mention entire team
@everyone # Mention all workspace members
@here # Mention online users only
Proofing and Approval
# Proofing workflow:
# 1. Upload design/document
# 2. Add reviewers
# 3. Reviewers add comments/annotations
# 4. Creator addresses feedback
# 5. Final approval granted
# Approval process:
# - Multi-stage approvals
# - Conditional approvals
# - Approval templates
# - Notification workflows
# - Audit trail
Real-time Collaboration
# Live collaboration:
# - Real-time editing
# - Cursor tracking
# - Live comments
# - Instant notifications
# - Conflict resolution
# Collaboration indicators:
# - Who's online
# - Current viewers
# - Recent activity
# - Edit history
# - Version control
Time Tracking
Time Tracking Setup
# Enable time tracking:
# 1. Go to Space settings
# 2. Enable "Time Tracking"
# 3. Configure time estimate fields
# 4. Set up billable rates (if needed)
# 5. Define time tracking permissions
# Time tracking methods:
# - Manual time entry
# - Start/stop timer
# - Automatic tracking
# - Time estimates vs. actual
# - Bulk time entry
Time Tracking Usage
# Start timer:
# Click play button on task
# Or use keyboard shortcut: Alt + T
# Manual time entry:
# Click time tracked field
# Enter hours and minutes
# Add description (optional)
# Set billable status
# Time tracking views:
# - Individual timesheets
# - Team time reports
# - Project time analysis
# - Billable hours summary
# - Time tracking dashboard
Time Reports
# Report types:
# - Time tracked by user
# - Time tracked by project
# - Billable vs. non-billable
# - Estimated vs. actual time
# - Time tracking trends
# Report customization:
# - Date range selection
# - User/team filtering
# - Project/task filtering
# - Export options (PDF, CSV)
# - Scheduled reports
Automation
Automation Rules
# Trigger types:
# - Task created
# - Status changed
# - Assignee changed
# - Due date approaching
# - Custom field updated
# - Time tracked
# - Comment added
# Action types:
# - Change status
# - Assign to user
# - Set due date
# - Add/remove tags
# - Create subtask
# - Send notification
# - Update custom field
# - Move to different list
Automation Examples
# Bug triage automation:
# When task with "bug" tag is created
# → Set priority to "High"
# → Assign to QA lead
# → Move to "Bug Triage" list
# → Add "needs-review" tag
# Project completion automation:
# When all subtasks are marked "Done"
# → Change parent task status to "Complete"
# → Notify project manager
# → Create follow-up task for review
# → Update project progress
# Overdue task automation:
# When task is 1 day overdue
# → Send notification to assignee
# → Add "overdue" tag
# → Escalate to manager
# → Create reminder task
Recurring Tasks
# Recurring patterns:
# - Daily (every day, weekdays only)
# - Weekly (specific days)
# - Monthly (specific date or day)
# - Yearly (anniversary dates)
# - Custom intervals
# Recurring task settings:
# - Start date
# - End date (optional)
# - Number of occurrences
# - Task template
# - Assignee rotation
# - Due date calculation
Custom Fields
Field Types
# Available field types:
# - Text: Short text input
# - Long text: Multi-line text area
# - Number: Numeric values
# - Money: Currency amounts
# - Date: Date picker
# - Time: Time picker
# - Dropdown: Single selection
# - Labels: Multiple selection
# - Checkbox: Boolean values
# - URL: Web links
# - Email: Email addresses
# - Phone: Phone numbers
# - Rating: Star ratings
# - Progress: Percentage completion
Custom Field Usage
# Common use cases:
# - Client information
# - Project budget
# - Technical complexity
# - Business value
# - Risk level
# - Component affected
# - Version number
# - Customer impact
# Field configuration:
# - Required vs. optional
# - Default values
# - Validation rules
# - Conditional logic
# - Permission settings
Field Templates
# Software development fields:
# - Story points (Number)
# - Epic (Dropdown)
# - Component (Labels)
# - Browser (Dropdown)
# - Environment (Labels)
# Marketing campaign fields:
# - Campaign budget (Money)
# - Target audience (Labels)
# - Channel (Dropdown)
# - Launch date (Date)
# - Success metrics (Text)
# Sales process fields:
# - Deal value (Money)
# - Probability (Progress)
# - Lead source (Dropdown)
# - Contact info (Email/Phone)
# - Next action (Date)
Integrations
Popular Integrations
# Development tools:
# - GitHub: Link commits and PRs
# - GitLab: Repository integration
# - Bitbucket: Code management
# - Figma: Design collaboration
# - Slack: Team communication
# Productivity tools:
# - Google Workspace: Docs, Sheets, Calendar
# - Microsoft 365: Office apps integration
# - Zoom: Meeting scheduling
# - Calendly: Appointment booking
# - Toggl: Advanced time tracking
Slack Integration
# Slack features:
# - Task notifications
# - Create tasks from Slack
# - Status updates
# - Time tracking
# - Report sharing
# Slack commands:
/clickup create [task name] # Create new task
/clickup assign [task] [@user] # Assign task
/clickup status [task] [status] # Update status
/clickup time [task] [duration] # Log time
/clickup search [query] # Search tasks
Email Integration
# Email features:
# - Create tasks from emails
# - Email notifications
# - Task updates via email
# - Comment via email reply
# - Attachment handling
# Email-to-task setup:
# 1. Get unique email address for list
# 2. Forward emails to create tasks
# 3. Configure parsing rules
# 4. Set default assignees
# 5. Map email fields to custom fields
API Integration
# REST API endpoints:
# Base URL: https://api.clickup.com/api/v2/
# Authentication:
curl -H "Authorization: YOUR_API_TOKEN" \
https://api.clickup.com/api/v2/user
# Create task:
curl -X POST \
-H "Authorization: YOUR_API_TOKEN" \
-H "Content-Type: application/json" \
-d '{
"name": "New Task",
"description": "Task description",
"assignees": [123],
"status": "to do",
"priority": 3,
"due_date": 1567780450202
}' \
https://api.clickup.com/api/v2/list/LIST_ID/task
Reporting and Analytics
Dashboard Creation
# Dashboard widgets:
# - Task completion charts
# - Time tracking summaries
# - Team workload distribution
# - Project progress bars
# - Custom field analytics
# - Velocity tracking
# Dashboard customization:
# - Widget arrangement
# - Date range filters
# - Team/project filters
# - Refresh intervals
# - Export options
Built-in Reports
# Available reports:
# - Workspace overview
# - Team performance
# - Time tracking reports
# - Task completion trends
# - Workload distribution
# - Custom field analysis
# Report features:
# - Interactive charts
# - Drill-down capability
# - Export to PDF/CSV
# - Scheduled delivery
# - Sharing options
Custom Analytics
# Analytics setup:
# 1. Define key metrics
# 2. Configure data sources
# 3. Create custom charts
# 4. Set up automated reports
# 5. Share with stakeholders
# Metric examples:
# - Sprint velocity
# - Bug resolution time
# - Feature delivery rate
# - Team utilization
# - Customer satisfaction
Mobile App
Mobile Features
# iOS/Android capabilities:
# - Task creation and editing
# - Comment management
# - Time tracking
# - File attachments
# - Push notifications
# - Offline access
# Mobile-specific features:
# - Voice-to-text input
# - Photo capture
# - Location tagging
# - Quick actions
# - Widget support
Mobile Workflow
# On-the-go usage:
# - Quick task capture
# - Status updates
# - Time logging
# - Team communication
# - Progress checking
# Mobile optimization:
# - Touch-friendly interface
# - Gesture navigation
# - Offline synchronization
# - Battery efficiency
# - Data usage control
Advanced Features
Goals and OKRs
# Goal management:
# - Set measurable objectives
# - Define key results
# - Track progress automatically
# - Align team efforts
# - Report on outcomes
# OKR structure:
# Objective: What you want to achieve
# Key Results: How you measure success
# Initiatives: Projects that drive results
# Check-ins: Regular progress updates
Workload Management
# Workload features:
# - Capacity planning
# - Resource allocation
# - Workload visualization
# - Bottleneck identification
# - Team balancing
# Workload views:
# - Individual capacity
# - Team workload
# - Project resource needs
# - Timeline conflicts
# - Utilization reports
Portfolio Management
# Portfolio features:
# - Multi-project overview
# - Resource allocation
# - Priority management
# - Risk assessment
# - ROI tracking
# Portfolio views:
# - Project health dashboard
# - Resource utilization
# - Timeline dependencies
# - Budget tracking
# - Performance metrics
Keyboard Shortcuts
Global Shortcuts
# Navigation:
Cmd/Ctrl + K # Quick search
T # Create task
/ # Global search
G + H # Go to Home
G + N # Go to Notifications
G + I # Go to Inbox
? # Show shortcuts
# Task actions:
Enter # Open task
Esc # Close modal
Cmd/Ctrl + Enter # Save and close
Cmd/Ctrl + S # Save changes
Task Management
# Status changes:
1 # Set to first status
2 # Set to second status
3 # Set to third status
4 # Set to fourth status
# Priority changes:
Shift + 1 # Set to Urgent
Shift + 2 # Set to High
Shift + 3 # Set to Normal
Shift + 4 # Set to Low
# Assignment:
A # Assign to me
U # Unassign
M # Add assignee
View Navigation
# View switching:
V + L # List view
V + B # Board view
V + C # Calendar view
V + G # Gantt view
V + T # Timeline view
# View actions:
F # Filter view
S # Sort view
G # Group view
R # Refresh view
Best Practices
Workspace Organization
# Structure guidelines:
# - Use spaces for major departments
# - Create folders for project types
# - Name lists descriptively
# - Maintain consistent naming
# - Archive completed projects
# Permission management:
# - Set appropriate access levels
# - Use guest access for external users
# - Regular permission audits
# - Document access policies
# - Train team on security
Task Management
# Task creation best practices:
# - Write clear, actionable titles
# - Include detailed descriptions
# - Set realistic due dates
# - Assign appropriate priority
# - Add relevant tags and fields
# Task maintenance:
# - Regular status updates
# - Comment on progress
# - Update time estimates
# - Resolve dependencies
# - Archive completed tasks
Team Collaboration
# Communication guidelines:
# - Use @mentions appropriately
# - Provide context in comments
# - Keep discussions focused
# - Document decisions
# - Follow up on action items
# Meeting efficiency:
# - Create agenda tasks
# - Assign action items
# - Set follow-up reminders
# - Document outcomes
# - Track completion
Troubleshooting
Common Issues
# Performance problems:
# - Clear browser cache
# - Disable browser extensions
# - Check internet connection
# - Try different browser
# - Contact support
# Sync issues:
# - Refresh the page
# - Check integration status
# - Verify permissions
# - Re-authenticate
# - Review automation rules
Data Management
# Data export:
# - Task export (CSV, JSON)
# - Time tracking data
# - Comment history
# - File attachments
# - Custom field data
# Data import:
# - CSV task import
# - Migration from other tools
# - Bulk user creation
# - Template import
# - Integration data sync
Integration Issues
# Common integration problems:
# - Check API permissions
# - Verify webhook URLs
# - Test authentication
# - Review rate limits
# - Monitor error logs
# Troubleshooting steps:
# 1. Check integration status
# 2. Review configuration
# 3. Test with simple data
# 4. Check error messages
# 5. Contact support if needed