8 types of data to organize in ClickUp (beyond just Tasks!)
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- Опубликовано: 13 июл 2024
- Looking for a way to use ClickUp beyond just managing your to-dos? Want to organize data inside your ClickUp account, but not sure how? Try using ClickUp Tasks as organizational tools, rather than just things you need to check off your list!
When we think of ClickUp as a "task management" tool, we tend to limit our thinking to the assumption that all "tasks" are just that by definition -- something that needs to be done or completed.
In this video, we're going over 8 different ways you can use "tasks" as so much more than just to-dos, just by changing how you view and use certain fields and details.
Here's what we'll cover:
00:00 - Introduction
00:41 - Picturing ClickUp Tasks as rows on a spreadsheet
02:55 - ClickUp Non-Task Example #1: Reference Files
03:23 - Example #2: Roles
04:01 - Example #3: Software
04:26 - Example #4: Subscription List
04:48 - Example #5: Automation Database
05:24 - Example #6: Expenses
05:57 - Example #7: Team Members/Humans
06:36 - Example #8: Events
07:38 - Quick Tip: Document what you're documenting
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Hallelujah! Somebody who thinks like I do ... but actually knows how to implement it in ClickUp! Thanks so much.
You are so welcome! I'm glad it helped :)
This is gold. I hadn't made that mindset shift, but now that I have... Excuse me, I have a thing to do
😂 I especially love how you have a “thing” to do and not a Task. Doubly perfect!
I consider you the authority on all things ClickUp. I also respect that you respond to most of your comments, even if the video was published a year ago! Please... Keep up the good work.
I'll be recommending your channel to my own viewers too!
Aww, thanks so much for commenting! It means a lot!
SUPER AWEsOMENEss thank you Layla and the person who suggested this video. i nominate the word "records". Bottomline Clickup is a Database and you can use a database for any type of Data. your ability to teach is crazy good
Vernon ahh so glad to hear this! Records would be great to see. 😍
Thanks, Layla, this is another great video! And I don't know if you need to hear this (as a woman who struggles with this herself) you have a fabulous voice and camera presence (and a great setup). It's very easy to watch your content. Well done!
Awww thanks Stephanie. It’s still an adjustment some days! 🤪
The best video about ClickUp ! Super inteligent and relevant ! Opened my mind !! Thanks Layla.
Hey Marco! I'm happy that it was helpful!
I love organizing data in various ways so this one really interests me! Thanks Layla!
Happy this resonated with you! ☺️
My favorite moment at LevelUp was when their own presenter demoing how to use ClickUp as a CRM said "don't think of theses as 'tasks' but as 'objects'"
YUP. 😂 I shouted that out in our LevelUp Recap, too. I look forward to that changing in CU 3.0!
I think of "tasks" as "cards". I have client cards, to do cards, and item cards of things that have their own to dos. Would love to see how one might use spaces and folders with different types of "tasks".
Great point!
Love it!
So glad!
Amazing ✨✨✨
Thank you!
I’ve just started putting some docs into ClickUp. Their own onboarding template showed me what it’s capable of. I still wouldn’t want to put a wiki in there but it’s great to keep track of RCAs and onboarding stuff.
Hey Will! Just getting caught up on comments🙈
I'm so glad you found what works for you!
I've been reviewing ClickUp having come from Notion, so I quickly understood that tasks could be used to represent anything you wanted, but I don't like the additional clutter that clickup introduces to the details screen by considering everything as a task, with an assignee, due date, checklists, subtasks, etc, even when the data wouldn't require them (I know you can hide the columns on the list views) - and the overhead of having to train other people to understand that the constant mention of a "task" in the interface isn't what they think it is (as you touched upon at the end of the video) whereas in Notion it is more customisable and clearer as to what items/records in your list/database are meant to be. Also, the concept that clickapps are enabled at a space level rather than a list level seems to introduce further possibility for clutter? Perhaps I'm missing something with ClickUp, so I'll keep exploring, as I love the automation features it has around webhooks, etc, but I'm put off by the lack of customisation that Notion had.
Databases are by far Notion’s killer feature. As far as I can tell, there is no other consumer-friendly note-taking or productivity application that uses databases as a fundamental organizational structure for all information. Notion is essentially pages and databases. Pages can exist inside databases, databases can live inside pages, databases can go inside other databases multiple layers deep, and so on. Once you wrap your head around these concepts, there really is no limit to what you can do.
I agree that the cognitive overhead required to ‘hack’ ClickUp tasks to mimic a database table is sub-optimal and upends semantics for ‘proper’ productivity standards. Even then, I have to admire the creativity that was displayed in implementing this hack. Points for ingenuity. 😊
😂 This! ^. We're basically hacking ClickUp to allow us to organize more than just Tasks.
Great stuff, as always. Questions abound, however. Do you have these "tasks" (events, people, etc) in the same Space as all of your other work? Do you have them in specific folders in the Space? I'd love to see an overall view of your setup. Thanks Layla!
They have their own List or Folder and our Everything and Space views are set to exclude them. ☺️
I have a list of all my articles published and planned with many fields - eg published date / secondary KW etc etc - it is quite large over 1000 rows - and each row has about 20 columns - with many different views and filters in airtable it is very quick to look at all my data presented just how I want it - I would have 10 plus different views saved.
I like the process and flow of clickup - In your experience can click manage this such a big list as well as airtable. I like to use minimal tools so moving everything to clickup is of interest. Thanks - Jim
It could handle that volume, but it won’t be as fast/snappy as Airtable. ☹️
Might just be me the untitiled spreadsheet was all I noticed when you shared those screens 😅
Great video and I agree that terminology can be changed, and should be changed to us!
I am so sorry about the Untitled, Danny. 🤣🤣
Thank you for this video! I am moving our company’s task and such from Notion. Your videos really help.
One question… in the task list page for important events, how do you sort the statuses? I would like the same order as you. Past (completed task) is lingering on the top.
Hey Anastasia! I'm just now getting caught up on all of these comments. Thank you for your patience!
If you're still looking for help in this area, I encourage you to check out the ProcessDriven Collective. This is our free Facebook group where members can come together and provide support with not only ClickUp but systems, processes and other project management platforms. Join us here: processdriven.co/group
Thank you so much for this excellent content! I am trying to build a centralized list of Students, then be able to add students to individual courses (a course roster) that I teach. I want to be able to add notes to each student within the context of the course roster but also see those changes transfer to the centralized list. Is this even possible?
Yes! I would have a Long Text field on your Students List called “Notes”. Then, build a relationship from Students Courses *with* a Rollup that shows that Notes field!
Your videos have been extremely helpful. Is there any possible way to export a Gantt chart without upgrading to business? I want to be able to use the Fanny chart as part of a presentation. It’s too big (requires scrolling) to take a screenshot so exporting to a pdf would be the best option but that feature is not available in anything lesser than business level. Any ideas? Thanks.
Hey Ricky! I hope your presentation went well! I'm just getting caught up on comments🙈
Unfortunately at this time the export is only available for Business plans.
@Layla , this video was so helpful. If you do a video on CRM. My question is, when dealing with a company who has staff involved in multiple projects, how to have a ‘master contact list’ that can then have those ‘data fields’ aka peoples names aka tasks, appear in 1) an org chart (the CRM) and 2) each person can be added to the projects those people may be involved with?
I am sure there is some way with ‘share’ tasks so it shows up in both places. We wouldn’t want to duplicate the person/task, because changes (say a new phone number) would have top be changed on each. And follow on, how to create this structure so its reads as an organization chart?
This would look like Jim Brown, VP of HR is listed in project A, B, C and his managers Jane Smith is in project A, Jill Doe is project B, Chris Hill is project C. So these people would appear in HRs Org chart and the contacts list for each individual project with Jim Brown as their supervisor.
We always run into trouble of who the contacts are for each project and how they integrate into the org of that companies and departments. Haven’t cracked this nut yet.
Also, some of those links you mentioned never popped up. Be great to see those videos you referenced!
Thanks for all your (and your team’s) time!!!
Hey Gavriel! I'm just now getting caught up on all of these comments. Thank you for your patience!
If you're still looking for help in this area, I encourage you to check out the ProcessDriven Collective. This is our free Facebook group where members can come together and provide support with not only ClickUp but systems, processes and other project management platforms. Join us here: processdriven.co/group
Do you have any specific reasons for not using Dashboards for some of these items- like document lists?
I’m using the heck out of Dashboards at the moment and wondering if there’s a reason that could bite me.
Thanks! Really appreciate your work!
Dashboards are a bit tough because they don't allow templating or automations...but, if those features don't matter as much, they can work very well! Do what works best for your work style, always!
Hello! Did you ever make a video about where you discuss 'Role Metrics' in the Roles list?
Have you checked out the "4 Steps to Balance Multiple Roles (& How to Prioritize Your Work on a Small Team)" video?ruclips.net/video/yU44p84EHJA/видео.html
Thank you for the sophisticated sharing, your channel is my go-to treehole whenever I am confused with Clickup. Cheered for "tasks" as "events! Been using it this way to create my event/ class schedule instead of syncing the phone calendar, really want to keep things in one place. One thing bugs me tho: When the activity is completed in real life, being the content for the next work stage, it's kept unchecked and moved to another list. Since my work flow is not mature, I'm not sure about custom fields automation, but the screaming red highlights of an "overdue" item becomes a false reminder. Knowing those are technically two activities- the event itself, and the content creation about the event, I can keep changing the due dates and names for the same item. Yet it is becoming too much work without the track of progress and sense of achievement. Please advice, thanks again if you do reach the end of this
Just getting caught up on comments🙈
This would be an excellent question to ask inside of the ProcessDriven Collective, our free Facebook group! There are people from all over the world in there sharing their experiences and giving advice and tutorials. I think you'll really enjoy it! Here's the link to jump in: processdriven.co/group
Is the video "How I Use ClickUp Automations for Social Media Content Creation" the one that you reference for Enforcement Automations?
Hey Tiffany! Just getting caught up on comments🙈
The video I was referring to is this one: ruclips.net/video/WZ5mkfH_akQ/видео.html
How would you suggest to structure this method inside marketing? For instance to keep track of the different "marketing activities". I was reccomended to do this in excel the other day, to track a corelation to the sales numbers for that month - but maybe it can be done like this?
Unfortunately, there's no way to do correlation testing inside of ClickUp. Beyond that, yes! You could track Marketing Activities and report on them in Dashboards using ClickUp.
I hope this helps!
@@LaylaPomper : do you have some content that shows how to do this?
i use tasks for my medicines schedule
Do you have any suggestion on how to "structure" this in the spaces etc inside the hierarchy?
I do! We have a few videos on it, but one of our most comprehensive is: ruclips.net/video/sEKTgarfHLk/видео.html
Hope that this is viewed as relatable ClickUp humor even if it not a positive post.
The irony that ClickUp gives us a toolbox and says, play with it how you want, but still enforces us their idea of organization like:
・everything is a task,
・list is a default view period ("we know you want it" ?)
・your view is initially named after the view type (board views are named board etc.)
I’m now not going to be able to stop thinking about “You know you want it” each time those annoying default List Views pop up. 🤣🤣
@@LaylaPomper Happy to make you laugh! It feels like ClickUp thinks they know what we want but despite begging them for ctrl + z, they don't act on it *confused* 😂 But hey, how about a podcast and a bad copy of Miro?
Hello, I Hope all is well in the new year for you. I came upon your extremely helpful videos. But, I became very confused and up against a wall with the calendar feature. So, it was said that if I delete a task in Click Up it "will not" delete the event it created in Google Calendar. But, it is being deleted from google calendar. So, in short I am trying to find out how to delete tasks I created with due dates from clickup "without" the event being deleted from my Google calendar. I like to keep the event saved in google calendar for client records and quick views of past events for tax purposes. I hope I made sense with all that, Could you help me out?
Hey Kin Art Wraps! Just getting caught up on comments🙈
Interesting question!
You're correct! Tasks synced to your Google Calendar should not be removed from the Calendar when deleted in ClickUp.
This seems like unintentional behavior, according to this Google Calendar FAQ doc (help.clickup.com/hc/en-us/articles/6304737187095-Calendar-Integrations-FAQ#:~:text=I%20want%20to%20remove%20the%20tasks%20added%20to%20my%20calendar.%20How%20do%20I%20do%20so%3F). Unless you're using a third-party integration tool like Zapier or Make to cause this result, I would definitely reach out to ClickUp Support to see why this is happening. Their email is help@clickup.com
In the meantime, I would recommend "completing" or "closing" tasks instead of deleting them. This should keep all events in your Google Calendar instead of removing them.
I hope this helps!
great examples and definitely big mistake on clickup part to use "task" instead of a more generic label ('Item?')
Seriously! It’s a big hang up for folks.
Cards would be nice!
For some reason I can't find the enforcement video? But I'm on mobile so IDK if the search is just being wonky?
Got you!
10 BEST ClickUp Automations for Small Businesses [ with Examples ]
ruclips.net/video/WZ5mkfH_akQ/видео.html
I wish list view rows could be more than tasks but also folders or lists. Can we do that? Seeing tasks everywhere is confusing for managers. They want a bigger picture thing, but keeping a list view.
Something like : Project Name (the List or folder), number of open tasks, total amount of X, etc etc. I guess the PRO view "Portfolio" could do that?
PS: thank you for all your videos!
I'd even go a step further and create a custom dashboard to show your mangers exactly what they need to see from the list(s) or folder(s)
I'm glad you find our videos helpful!
@@LaylaPomper great! I don't want to confuse "Lists" with "List views" haha. Basically I don't know if I can create a custom List View with my dashboard options and show any condensed information of my choosing.
I wonder if I could action my stakeholder mapping by linking across tasks actual people from the CRM
This could be very doable with relationships.
You have great ideas, suggestions and information! I have spent hours on your channel with many of your videos. However, I have ADD, and today noticed you speak so quickly - I got frustrated that I wasn't keeping up (I listen while working in Clickup to "see" what you are saying) that I just shut off the video. I am depressed by this since it is my brain and not your presentation, but I am wondering if you wouldn't mind slowing down just a bit for those of us who may be attention deficit anyway. This is no way intended as a criticism, just a point of information on my ADD brain, how it is reacting and a suggestion for a possible solution. I want to continue to learn from you!! Thanks!
You could slow down the video in RUclips. Actually I usually speed up some vlogs where presenters are slow but definitely not Layla :)
Hey! Just getting caught up on comments🙈
Thank you for letting me know! Like Tibor mentioned, you can use the gear to slow down the video. I hope this helps!
ok i have a hard time disassociating from the tasks terminology, i tried creating lists to track items, but then i thought if i’m using it this way why not just use airtable
I like to use it for data that’s really interconnected with Tasks. Those relationships in ClickUp are just way nicer than an external link.
Otherwise, Airtable all day!
Hi
do you have an Upwork account?
We've used Upwork before! What's on your mind?
@@LaylaPomper Yes I have an Upwork account I have experience in 1 year I have some skills I need client
need any projects
I wish ClickUp would rename TASKS to ITEMS or RECORDS
Agreed! 💯
👍🏻 - ok ... i see you more often than my girlfriend ...
😂😂😂
The problem with a video like this is that it gives me too many new ideas for things to work on implementing. I have feeling that this one will be on the backburner for a while. Sigh.
You have my full support to NOT add more to your plate! 🙊
ll)
:)