How to Use ClickUp: Day Three

One app to replace them all

Okay, welcome back to How to Use ClickUp.

This is day three in case you stumbled in here by mistake.

On day one, we set up ClickUp and created a space, folder, and task.

On day two, we went through all of those boring settings.

Now, it’s time to get some work done.

In today’s lesson, we will take a look at:

  • Spaces
  • Statuses
  • ClickApps
  • Default Views

First, let’s talk about Spaces in general. For these tutorials, Spaces is the highest level of the ClickUp hierarchy. In reality, Workspaces is the highest level, but separate Workspaces are, in effect, different instances of the program. They are separate from each other. There are case uses in which more than one Workspace makes sense, but for most people, a single Workspace is best. You still have (at least) three levels of hierarchy, and within a Workspace, you can view everything at once.

In my live ClickUp view, I have two primary Spaces, Business and Personal. I also have a third called Input, which we will discuss on another day. This is how I have set up my Spaces. You do you. There are many discussions and examples of Spaces on the ClickUp site, so do some research. Remember, it’s easier to start small and build on success than to try to lay out the whole thing from day one. But also remember, you can move things around any time, and if you get really frustrated, scrap the entire thing and start over.

So, that is what we will do with our sample setup. I have deleted my two test Spaces, and so ClickUp presents me with the Create New Space dialog. You saw this on Day One. If you are starting from scratch, I urge you to review Day One and Day Two before proceeding as we covered a lot of basics.

Image for post
Image for post

As with Day One, we don’t have any Templates yet. We will cover those on another day. Enter your space name and click Next. If you haven’t quite ironed out your processes yet, don’t worry. Like everything else, you can rename this Space later. I’m going to start with a Personal Space. On the next page, click Next again as we only have one Workspace and we will not deal with Private Spaces in this course.

The next page is where you will choose what statuses you want to use. The Learn More link has a lot of excellent information. ClickUp has created 6 status templates you can select from. One of these is Custom, where you build your own statuses. The one we created on Day One was Normal. If you recall, we had one space with the default Normal statuses, and one without the In Progress status.

Image for post
Image for post

As we saw then, if you only have two statuses Open and Closed, then when you are looking at tasks, the status is represented by a simple Checkmark. Click the check and the task is closed. If you have more than two, the status is represented by a Checkbox. When you click on it, it presents you with a list of all the statuses available. Here is the list from my ClickUp for the task of writing this article.

Image for post
Image for post

For simple, everyday tasks, it is much easier to use the Normal statuses without In Progress. As you complete a task, click and it’s done. For more complex tasks, particularly those that are part of a workflow, more statuses are better. This comes in particularly well when using a board or Kanban view, with all tasks listed by status and you simply drag and drop the tasks as you progress. We will cover those views on another day.

Look through the templates and see if there is a list of statuses that reflects what you need. Everything is customizable in ClickUp and choosing a list of statuses isn’t carved in stone. If one of these isn’t exactly what you want, it may be easier to start with the Custom template. This is basically a blank slate you can design as you want.

Note, there are two special status areas you need to be aware of; Done and Complete. While these may sound redundant, they are treated differently by ClickUp. Complete is, as the prompt says, closed. It’s like the simple checkmark status, you click it and it’s completed and disappears from the list. Know that you can always look at Completed tasks from another view.

If you have multiple statuses, whatever you call the Closed status will be at the bottom of the list, and will always have a green color (you can change the color of any other status). If you select it, the task is closed and is removed from that view. Notice in the list of statuses above, my Completed status is called Archived. I will discuss creative uses of ‘tasks’ on another day but know that the list I am using those statuses for is a list of articles, so archived makes more sense to me than Complete.

You can designate any status as your Done status if you choose. This is useful if you want to consider the task finished, but you don’t want it to close and go away. Again, this is useful in Kanban views for processes. You could name any status Done, but the one placed in the Done category is treated differently by ClickUp. The Done status:

  • Never overdue
  • Clears dependencies
  • Moves goals forward
  • Tasks in Portfolio and Inbox views will show as complete

Use one of the templates, or create a few statuses to get started with. It’s easy to add or change them later, so don’t get too caught up in planning now. You can also have unique statuses at the Folder and List level, which we will look at when we get to those areas.

For now, I will start with the Normal template and add a Waiting status. To do so, click on the Add Status button and type in the name. It will ask you to choose a color for this status. When you finish, the new status is there, but also a Save Template button. If I click this, the current list will become the ‘New Normal,’ rather than create a new template. If I wanted to leave Normal alone (who wouldn’t?) and create a new template, I would click on the New Template button and give this template a name.

When you finish with Statuses, click Next and proceed to:

ClickApps are a set of tools that add functionality to your ClickUp. The developers are adding new ClickApps all the time, so check back often. Currently, the list includes:

  • Priority
  • Tags
  • Custom Fields
  • Multiple Assignees
  • Time Tracking
  • Time Estimates
  • Incomplete Warning
  • Dependency Warning
  • Remap Subtask Due Dates
  • Reschedule Dependencies
  • Milestones

There is a flyaway help balloon with a brief description of each behind the (i) button, with a link for more information. Some of these will only apply for teams, which we aren’t covering. Some, like Custom Fields, have limits on their use for the free version.

The quick answer, as far as I know, is there is no downside to toggle the button that says, Turn Off All ClickApps, and then clicking it back on, enabling all of them. You don’t have to use them, but they are there when you need them. Personally, I use Priority, Tags, and Custom Fields a lot, and occasionally use Time Tracking and Time Estimates.

Click Nex to move on to:

Currently, ClickUp has Five views:

  • List (Always required)
  • Board
  • Calendar
  • Box
  • Gantt

A map view will come soon, and maybe out by the time you read this.

By default, List is the Default view and List and Boards are the only Required Views. Setting the Default views really only does two things. If it is a view you will use often, such as Calendar, you don’t have to create it each time (although it’s only a click or two.), and the Required Views can’t be deleted. The Box view is really for teams, but it’s worth looking at some time as it is a unique view and gives some useful info in a compact space. Those of you that know project management will be familiar with Gantt views.

It is better to be conservative here since you can’t delete a required view, but I typically start with List, Board, and Calendar. Choose the views you want to begin with and click Review Space to do just that.

Image for post
Image for post

Here, you get a snapshot of everything you have chosen and the option to Create Space. You can click on each option here and change it if you want before you move on. I will repeat this a lot, but almost everything can be changed later as well.

When you are happy, Create Space.

You now have an empty Space similar to the ones we created on Day One. From here you would create more Spaces or start creating Folders and Lists. As a reminder, Lists contain tasks. Folders, which are completely optional, are a way to group lists.

But I’m afraid this is as far as we go today. We’ve covered a lot of territories and given you plenty to play with. And I encourage you to play. Once again, nothing is carved in stone. Move things around and rename them anytime you want to. Once you’ve played for a while, it is likely you will want to start over. It only takes a few seconds to delete a Space, which gets rid of everything below it.

Thanks for reading, as and always, please reach out with any questions or comments.

See you on Day Four.

Written by

Photographer and Writer-I shoot what I see. I write what I feel. Read me in Publishous, Better Marketing, The Startup & Live Your Life on Purpose. You Do You.

Get the Medium app

A button that says 'Download on the App Store', and if clicked it will lead you to the iOS App store
A button that says 'Get it on, Google Play', and if clicked it will lead you to the Google Play store