Our AI usage survey shows that 88% of people use AI tools at work. However, only 12% actually use AI features built into productivity tools.
Why? Because these standalone AI tools lack the context to help you do your work.
In simple terms:
❗️They are isolated from the workflows and data that define daily tasks
❗️This disconnect results in fragmented experiences and limited practical value
ClickUp Brain, ClickUp’s AI assistant, is designed to tackle these all-to-familiar situations. It takes care of the busy work so you can focus on decisions instead of tiny details.
Need a project brief based on the discussions from that meeting last week? Done in seconds. Messy meeting notes? Organized without effort. Are tasks piling up? Prioritized instantly. All without having to open up another tab and explain your work all over again!
Want to learn how to use ClickUp AI to make your workday feel like a win rather than a slog? This blog post has you covered.
How to Use ClickUp AI for Enhanced Productivity and Efficiency
Summarize this article for me please⏰ 60-Second Summary
- Standalone AI tools operate in silos, requiring extra effort to apply insights to real work
- ClickUp AI is built directly into your workspace, providing real-time recommendations and automation without switching tools
- Automate writing, task management, and project planning with AI-powered content generation, summaries, and smart suggestions
- Retrieve key insights instantly with AI-powered knowledge management—no more searching through endless docs and threads
- Simplify workflows with AI-driven automation, from task assignments to project updates and follow-ups
- Save time and reduce busywork by summarizing tasks, generating reports, and transcribing meetings effortlessly
- Work smarter, not harder—ClickUp AI streamlines your workflow so you can focus on meaningful work
Summarize this article for me pleaseWhat is ClickUp AI?
ClickUp AI, also known as ClickUp Brain, is your built-in productivity assistant, designed to make work faster and easier—without the hassle of standalone AI tools. Since it’s fully integrated into ClickUp, it understands your team’s tasks, documents, and workflows, giving you smarter suggestions in real time.
With its automated summaries and workflow automation, you’ll spend less time on busy work and more time on what actually matters. In short, ClickUp AI adapts to the way you work. Whether you’re drafting marketing content, brainstorming ideas, or summarizing complex projects, it provides tailored insights to keep you moving.
Summarize this article for me pleaseKey Features of ClickUp AI
AI powers every aspect of ClickUp, from your Custom Fields to automation. But if we have to pick three top capabilities, here is what we recommend:
1. AI Writing Assistant
Stuck on a draft? ClickUp Brain helps you write, edit, and translate different types of content, such as meeting notes, emails, or blog posts. It can also:
- Fix spelling and grammar, adjust tone, and generate ideas when you’re out of them
- Summarize long documents instantly
- Format content to keep it clear and structured
- Create tables for structured data
- Generate reusable AI templates to maintain consistency across projects
2. AI Knowledge Manager
ClickUp Brain is like a digital memory bank. It quickly scans your workspace and retrieves the right information, such as project details, meeting notes, or client requests.
Let’s say you’re in a meeting:
- Ask ClickUp Brain to retrieve key decisions and relevant data from past discussions without switching tabs
- When a client asks for an update, you can ask ClickUp Brain to fetch the latest project status and key milestones quickly
- Use ClickUp Brain to summarize complex documents automatically
📮ClickUp Insight: We recently discovered that about 33% of knowledge workers message 1 to 3 people daily to get the context they need.
But what if you had all the information documented and readily available? With ClickUp Brain’s AI Knowledge Manager by your side, context switching becomes a thing of the past. Simply ask the question right from your workspace, and ClickUp Brain will pull up the information from your workspace and/or connected third-party apps!
3. AI Project Manager
Would you rather have a personal project manager who keeps your projects moving without manual effort? ClickUp’s AI Project Manager revolutionizes productivity by automating project management tasks and simplifying workflows. From generating standups, task updates, and subtasks to creating detailed project plans and tracking progress, it ensures nothing falls through the cracks.
It can help you with:
- Task assignment: Suggests subtasks and helps streamline task creation
- Task prioritization: Organize and manage tasks effectively based on the priority levels of your tasks or to generate insights for better decision-making
- Timeline predictions: Assist in creating detailed project plans and timelines using prompts and historical data
➡️ Read More: ClickUp AI Vs. Notion AI: Which AI Tool is Best?
Summarize this article for me pleaseHow to Use ClickUp AI?
Ready to make your workday productive? Here’s how ClickUp’s AI assistant helps:
👉🏽 Note: You can access ClickUp AI for free but with certain limitations on the features. For advanced AI capabilities, opt for a paid plan—starting from $7 per month.
1. Launch from anywhere in ClickUp
ClickUp Brain is integrated throughout the platform. This means you can access AI from virtually any part of the platform. Here’s how:
- Toolbar access: The ClickUp AI icon is always in the toolbar, ready to assist instantly
- Ask AI button: Available in Tasks, Docs, Comments, and Chat, so you can ask AI questions right where you need them
- Floating AI icon: When you’re not in a task or Doc, look for the AI icon in the lower-right corner for quick access without switching screens
⚠️ Not sure what to ask? ClickUp AI comes with pre-designed prompts to help you get started fast. No need to learn prompt engineering. Select and refine a prompt, and let AI do the heavy lifting.
2. Create and manage tasks
ClickUp Brain generates tasks instantly from Docs, Comments, Inbox comments, Chat messages, and even whiteboards.
Hover over any comment or message and select the ClickUp AI icon. Then, click Create a task with AI.
ClickUp Brain can help you:
✅ Create the task within the right List and Space
✅ Write a clear, context-rich title and description
✅ Link it to the original comment thread
ClickUp Brain also drafts task descriptions so your team knows exactly what to do.
Plus, it breaks down large tasks into subtasks. Just open the task and click the generate substacks option below the task title. You can rename any subtask and unselect unwanted ones by clicking the checkbox next to them.
3. Ask questions about tasks and Docs
Instead of digging through endless tasks while managing multiple projects, teams, or stakeholders, ClickUp Brain enables project managers to get instant, real-time answers based on task data.
It’s the perfect feature for balancing urgent work with big-picture goals. 🔭
📌 Example prompts:
- What are the most urgent tasks across my projects?
- Which deadlines should I focus on today?
- What tasks are overdue?
- Which tasks are still open and assigned to my team?
4. Summarize tasks, Docs, and Comment threads
Long tasks, endless documents, and never-ending comment threads make it hard to find what matters. ClickUp Brain instantly summarizes key points so you get the most important updates—without the scroll.
For example, a project update drops, and suddenly, there are 30+ comments debating a roadblock. Deadlines, decisions, and action items? Critical details like deadlines and action items get lost in the process. To fix this, click Summarize with AI, and within seconds you get:
✅ Project Overview
✅ Key decision made
✅ Next steps
✅ Action items
You can also prompt ClickUp Brain to:
- Identify blockers, risks, and priorities: Summarize your tasks to see what’s holding up progress
- Summarize Docs effortlessly: AI drafts a summary of the documents and inserts it as the Doc’s subtitle for easy reference
- Track progress instantly: AI-generated updates highlight changes in task priorities, due dates, and team collaboration in seconds
- Summarize chat messages or updates from channels: Ask the AI to catch you up on updates from a specific period
📌 Example prompts:
- Summarize the latest updates on the website redesign task.
- Condense this product requirements doc into key decisions and action items.
- Give me a quick overview of this sprint’s progress.
- Summarize what’s changed in this task over the past week.
5. Draft emails, blog posts, or reports
Writing any communication takes time, and fine-tuning it for clarity only adds to your workload.
ClickUp Brain speeds up this process by generating structured drafts, summaries, and reports based on your needs. Refine the AI-generated text instead of starting from scratch.
Here’s how it helps:
- Emails: Generate professional emails for project updates, client communication, or internal messages
- Blog posts: Create outlines or full drafts based on specific input
- Reports: Extract key insights from discussions or data and format them into structured reports
- Meeting notes: Summarize key takeaways from meetings for reference
- Editing and rewriting: Ask AI to refine the draft or make it more scannable with bullet points, subheadings, and shorter paragraphs
📌 Example prompts:
- Draft an email updating stakeholders on the project timeline.
- Summarize this meeting discussion into action items.
- Create a blog post outline on improving workplace productivity.
6. Translate and localize your content
Communicating with global teams and customers is difficult when content needs to be adapted for different languages and cultural contexts.
ClickUp Brain steps in as your AI-powered translator. Currently, it supports 12 languages, including English, French, Spanish, German, Korean, Arabic, and more.
You can:
- Convert emails and documents into multiple languages with a single click
- Adapt tone, phrasing, and cultural nuances for different target audiences
📌 Example prompts:
- Translate this client update into Spanish with a formal tone.
- Convert this marketing email/ ad copy into French while keeping it conversational.
- Localize this product guide for German customers.
7. Transcribe voice clips
You’re in a meeting, taking voice notes on the go, or receiving an audio update from a teammate. Later, you have to replay the clip multiple times to catch key details—a slow and frustrating process.
ClickUp Brain can easily transcribe voice clips, converting them into text for easy info review, editing, and sharing.
You can also reprompt AI to get exactly the information you need. For example, ask: Do these meeting notes include any action items for me or my team?
🎤 Some practical applications:
- Meeting recordings: Transcribe discussions into notes and action points
- Brainstorming sessions: Capture and structure key ideas from spoken notes
- Client feedback: Convert verbal insights into actionable recommendations
8. Get role-specific answers
Finding relevant updates, reports, and insights for different stakeholders often means sifting through endless data.
ClickUp Brain simplifies this for you. It references your Profile title, scans Workspace Docs and tasks you have access to, and pulls only the most relevant insights—so you get exactly what you need.
Here’s what AI scans for every role:
🚀 Project managers: Tasks and reports, highlighting potential bottlenecks
👥 Team leads: Pending tasks and their assignees
📊 Executives: Clear snapshot of deliverables and deadlines
💬 Sales teams: Tickets and comments to identify common issues
💻 Developers: Outstanding issues and ranks them by urgency
➡️ Read more: How to use AI for improved workplace efficiency
9. Build custom automations using natural language
The last thing you want to do, as a team lead, is manually update simple tasks that come up daily/weekly/frequently.
ClickUp’s intuitive AI Builder does it for you. Type what you need in plain language, and ClickUp Brain configures the automation across any Space, Folder, or List.
📌 Some automation examples:
- Task progression: When a task is marked ‘Complete,’ move it to ‘Review’ and assign it to QA
- Project tracking: Automatically update the project status when 80% of tasks are completed
- Team notifications: Send a Slack notification when a high-priority task is added
- Task assignments: When a new marketing request is submitted, auto-assign it to the content team
⚠️ Remember: Not all automations run perfectly at first. ClickUp Brain helps you clarify steps and refine instructions to ensure your automation runs smoothly.
➡️ Read More: Best AI Collaboration Tools to Use
Instant meeting summaries and action items
ClickUp’s AI notetaker can help you streamline meeting workflows by automatically transcribing and summarizing discussions and extracting actionable items. It alleviates the burden of manual note-taking, allowing participants to focus on the conversation!
- Automated summarization: The AI generates a concise summary of the key points discussed in a private ClickUp Docs
- Action items: It identifies and extracts action items from the transcript, making the follow-up easier
- Integration with ClickUp Tasks: Action items and summaries can be seamlessly integrated into existing or new ClickUp Tasks and workflow
AI Agents in ClickUp
Chat agents in ClickUp are designed to autonomously handle queries and execute actions based on team member requests. These agents exhibit autonomy, reactivity, and proactivity, allowing them to make decisions, adapt to real-time changes, and take initiative toward specific goals.
Among the agent types, the Answers Agent responds to questions within channels using designated knowledge sources, while the Triage Agent ensures tasks are appropriately connected to relevant channel threads based on defined criteria. Users can create or customize these agents within ClickUp Chat by accessing the “lightning bolt” icon, enabling them to define conditions, tools, and knowledge sources for tailored actions.
Note: Agents are available in Beta as of this article’s publishing date
Summarize this article for me pleaseHow to Implement ClickUp AI in Your Workflow?
Now that you know what ClickUp AI tools can do, it’s time to integrate them into your workspace.
ClickUp Brain adapts to any workflow, whether you’re managing projects, running marketing campaigns, or tracking engineering tasks.
For example, Jamie is a project team lead responsible for planning and executing multiple projects across teams. The biggest challenges:
🛑 Slow project planning: Constant back-and-forth to finalize timelines and deliverables
🛑 Complicated task assignments: Manually checking availability and balancing workloads
🛑 Time-consuming status meetings: Decisions and action items get lost in long chat threads
🛑 Chaotic progress tracking: Manual follow-ups and endless email chains complicate things
To keep tasks moving without delays, she turns to ClickUp Brain. Here’s how it optimizes her workflows effortlessly:
1. Brainstorm and write a project plan in minutes
For a new project kicking off—a website redesign—Jamie needs a structured project plan with timelines, deliverables, risks, and milestones.
Here’s how the process looks with ClickUp’s AI:
- Opens a new ClickUp Doc
- Uses the Write with AI feature
- Inputs a detailed prompt in the text box
📌 Example prompt: Create a project plan for a website redesign. Include key milestones, timelines, scope of work, and potential risks. Make it suitable for a marketing team and a project manager.
- AI generates a structured plan covering deliverables, deadlines, dependencies, and risk assessments
- Jamie reviews and refines the plan in minutes instead of hours
Jamie can also paste a previously used project plan into the AI prompt and ask: Use the following project plan as a template and refine it for our new project.
💡 Pro Tip: After inserting the project plan into the ClickUp Doc, share it with the team for feedback. You can also convert it into a wiki to serve as the go-to source for project details, guidelines, and key updates.
2. Create and assign tasks from the project plan
Next, turn the plan into actionable tasks for the team.
Within the ClickUp Doc, Jamie highlights key action items in the Doc, such as ‘Create wireframes and design mockups.’ ClickUp Brain creates the task and links it back to the Doc, keeping everything connected and including details like status, assignee, and priority.
Additionally, ClickUp’s AI quickly generates the task description with essential details, which she reviews and refines before finalizing it.
📌 Example prompt: Create a detailed task description for ‘Create wireframes and design mockups.’ The design should follow the brand guidelines, be responsive for mobile and desktop, and include variations for A/B testing.
3. Generate team standups and progress updates
Jamie’s project is moving fast, but keeping up with the progress?
ClickUp Brain generates real-time standups and progress reports, saving time and keeping everyone aligned.
Team standups come in three format options:
- Bulleted list: A quick snapshot of completed tasks
- Short: A concise overview of completed tasks
- Traditional: A detailed breakdown of progress, blockers, and next steps
📌 Example: Jamie needs a quick update on her team’s work. She opens ClickUp Brain, clicks Write StandUp, selects her design team members, and sets the time range to the last 24 hours. AI generates a summary in:
🔢 Bulleted list format:
- ✅ Completed: Homepage wireframes finalized
- ⏳ In Progress: Mobile UI design
- 🛑 Blocked: Feedback pending from the client
📝 Short format:
The design team completed the homepage wireframes. The mobile UI design is still in progress but delayed due to pending client feedback. Lisa is waiting for approval before moving forward.
📜 Traditional format:
In the last 24 hours, the design team finalized the homepage wireframes. The mobile UI design is ongoing but currently blocked as Lisa is waiting for client approval. If the feedback isn’t received by tomorrow, it may impact the overall timeline. A follow-up has been sent to the client for an update.
➡️ Read More: AI Podcasts to Learn More About Artificial Intelligence
Summarize this article for me pleaseBest Practices for Using ClickUp AI Effectively
ClickUp’s AI is powerful, but only if you use it right. Here are some practical strategies to get the most out of it:
1. Write better prompts
ClickUp Brain can’t read minds (yet 😉 ). The more specific and clear your instructions, the better the results. Also, add details like audience, format, or tone.
| ❌ Summarize this report. | ✅ Summarize this report in three key takeaways for an update to the CEO. Capture the metrics that have made an impact. |
2. Save, share, and reuse AI prompts
If you find a prompt that gives great results, save it. ClickUp Brain allows you to save prompts within its interface. Having a library of well-crafted prompts can save time and maintain consistency.
3. Iterate on the output
AI-generated content isn’t always perfect on the first try. You will have to ask AI to refine the output until the response fits your needs.
4. Adjust tone based on your audience
ClickUp Brain can adapt its writing style to fit different audiences—but only if you guide it. Want a formal report or a casual update? Just set the tone, and it delivers.
| Use-case | Tone | Prompt |
| 📊 Leadership updates | Professional | Summarize this project update in a formal tone for an executive audience. Keep it concise, highlight key metrics, and focus on strategic insights. |
| 💬 Team chats, Slack updates | Casual | Summarize this project update in a friendly and casual tone for the team. Keep it short and motivating. |
| 🎯 Client communication | Confident, persuasive | Write a project update for a client, ensuring a confident and reassuring tone. Emphasize progress and next steps. |
5. Train your team to use AI efficiently
Set clear guidelines on where AI should be used (e.g., drafting reports, summarizing meetings, brainstorming ideas) and where human input is critical (e.g., strategic decision-making, creative storytelling).
Consider hosting an AI workshop or creating a resource guide with prompt examples to help your team get started.
Summarize this article for me pleasePut Your Productivity on Autopilot With ClickUp Brain
AI should work for you—not the other way around—and with ClickUp Brain, it finally does.
Standalone AI tools may offer automation, but they often lack the context needed to truly streamline work. They operate in silos, requiring extra effort to integrate into your processes.
ClickUp Brain solves this by embedding AI directly into your workflow, making it an intuitive, seamless part of how you manage tasks, projects, and collaboration. The result? Less time spent switching between tools and more time focused on meaningful work.
Want to spend less time managing and more time doing? Sign up for ClickUp today! 🙌
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