ClickUp is a top-notch project management tool. It has many features like task lists, calendar views, and assignees. But, there’s more to it. You can unlock smarter workflows and boost efficiency with advanced tools.
Are you managing a team, juggling projects, or looking to work faster? These advanced ClickUp tips will elevate your productivity.
1. Master the Use of Custom Fields
What it is:
Custom fields let you add extra data to tasks. It’s more than just due dates and who’s assigned to it.
How to use:
- Add fields like “Client Name”, “Budget”, “Stage”, or “Campaign Type”
- Filter, sort, and group tasks by custom fields
- Use them across lists, folders, or spaces for consistency
Pro Tip:
Use dropdown fields for approval stages and status. Then, automate actions based on selections (e.g. when “Needs Approval” is selected, notify the reviewer).
2. Build and Use Task Templates
What it is:
Task templates are great for repeatable tasks or workflows. They help standardise and easily replicate them.
How to use:
- Create a task > Click the ellipsis (…) > Save as Template
- Include subtasks, checklists, assignees, and due date logic
Pro Tip:
Use task templates for onboarding, creative briefs, client projects, or content publishing. It saves a lot of time.
3. Automate Routine Workflows
What it is:
ClickUp’s automation engine lets you cut down on manual updates and repetitive steps. You can set up custom rules.
How to use:
- Navigate to any List or Space > Click Automations
- Select a trigger (e.g., task moved to “In Progress”)
- Set conditions (e.g., tag is “Urgent”)
- Choose an action (e.g., assign to manager, update due date)
Pro Tip:
Set an automation to:
- Auto-close tasks after 7 days in “Done”
- Notify stakeholders when a high-priority task is overdue
- Create follow-up tasks when a task is marked complete
4. Create Custom Dashboards
What it is:
Dashboards give you real-time reporting and visual insights. They use various widgets.
How to use:
- Go to Dashboards > Create new
- Add widgets like task count, workload, time tracked, sprint burndown, or status breakdown
- Customise filters by user, tag, list, or custom field
Pro Tip:
Build separate dashboards for:
- Weekly team stand-ups
- Department KPIs
- Client reporting
- Project health tracking
5. Set Up Nested Subtasks and Checklists
What it is:
Break down big tasks into smaller subtasks and checklists. This makes it easier to see and track progress.
How to use:
- Start with a task > Add Subtasks > Then add more Subtasks under them
- Use Checklists for quick, simple tasks
- Assign checklist items to team members
Pro Tip:
Make a task hierarchy for big projects. For example, Planning > Design > Review > Launch. This helps track progress at each step.
6. Use Goals and Targets to Align Teams
What it is:
Goals in ClickUp help track progress towards specific outcomes. This could be revenue, tasks, or milestones.
How to use:
- Go to Goals in the sidebar > Create New
- Set measurable targets (like numbers, task completion, or money)
- Link these targets to real ClickUp tasks
Pro Tip:
Use Goals for quarterly OKRs, sales targets, or sprint goals. You can watch progress in real-time.
7. Master ClickUp AI and Slash Commands
What it is:
ClickUp’s built-in AI (for certain plans) and slash commands help you work faster. You can write, format, and input data quicker.
How to use:
- Use “/” in tasks, Docs, or comments to add things fast (like /table, /date, /task)
- ClickUp AI can:
- Summarise tasks or meetings
- Draft task descriptions
- Generate action items
Pro Tip:
Teach your team to use slash commands in Docs and comments. It makes teamwork faster.
8. Enable ClickApps for Extra Functionality
What it is:
ClickApps are features you can turn on or off in each Workspace or Space. They let you customise ClickUp for your team’s needs.
How to use:
- Go to Workspace Settings > ClickApps
- Turn on features like:
- Time Tracking
- Milestones
- Tags
- Sprint Points
- Custom Task IDs
Pro Tip:
Use Milestones for project management to highlight key achievements. Sprint Points help agile teams estimate effort.
9. Integrate Your Favourite Tools
What it is:
ClickUp connects with Slack, Zoom, Google Drive, GitHub, Outlook, Zapier, and more.
How to use:
- Go to Settings > Integrations
- Follow the prompts to connect tools
- Use these integrations to:
- Create ClickUp tasks from emails
- Add Zoom meeting links to tasks
- Post task updates to Slack
Pro Tip:
Use Zapier to automate complex workflows like creating ClickUp tasks from Google Forms or syncing data with CRMs.
10. Use Advanced Filters, Sorting & Saved Views
What it is:
ClickUp lets you filter and sort tasks with deep granularity — and save these configurations for easy access.
How to use:
- In any view, click Filter
- Add rules like:
- “Assignee is Me”
- “Status is not Done”
- “Due Date is within 7 days”
- Click “Save as View” for quick access
Pro Tip:
Create shared views for team members (e.g. “This Week’s Priorities”) and private views for your own workflows.
Final Thoughts: Elevate Your Workflow with ClickUp
ClickUp is a powerful tool — but true efficiency comes when you move beyond the basics. These advanced features and tips are designed to help you:
- Save time with automation
- Make smarter decisions with real-time dashboards
- Align your team with clear goals
- Optimise every part of your workflow
If you’ve been using ClickUp like a to-do list, now’s the time to transform it into your productivity command centre.
Ready to supercharge your ClickUp experience? Start implementing one advanced tip at a time and watch your workflow become faster, smarter, and more collaborative.