The Ultimate Guide to ClickUp Terms & Features

40% of digital workers use more apps than they need, and 5% bounce between 26+ tools every single day. That’s not productivity. That’s tool sprawl.

And the cost of this constant switching is a staggering $625B in lost productivity across the global workforce.

ClickUp delivers the world’s first Converged AI Workspace in the form of a digital environment where your work, teammates, and tools operate in context. It’s powerful because of its extensive customization options, but it’s easy to miss features that could simplify half your workflow.

So in this ClickUp terms and features guide, we’ll explore everything you need to know. Start taking notes! 📝

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ClickUp Hierarchy and Terminology

ClickUp’s Project Hierarchy organizes your work into a simple, scalable structure: Workspace > Space > Folder > List > Tasks > Subtasks.

Let’s understand the benefits that make ClickUp unique. 👇

Workspace

Your ClickUp Workspace is the home base for your entire organization. It contains all your Spaces, Folders, Lists, Tasks, people, and workspace-wide settings.

Suppose you’re a small digital marketing agency setting up ClickUp to manage client projects. Your entire company can operate inside a single Workspace titled ‘Swift Sites Agency’. 

Spaces

ClickUp Spaces divide your workspace into major groups. Think of them as departments, teams, clients, or big initiatives. Each Space has its own:

• Permissions
• ClickApps
• Views
• Customization options

Inside your Workspace, you create a Space called ‘Client Work’ dedicated to all client-facing projects, complete with its own settings and permissions.

Folders

ClickUp Folders sit inside Spaces and help you group Lists for more complex workflows. They’re optional, but extremely useful when you’re running big or multi-stage projects.

Within the Space, you add a Folder named ‘Acme Corp Website’. This groups all the Lists related to that specific client project, such as:

• ‘Website Redesign’ List inside the Marketing Space
• ‘Sprints’ List  inside the Engineering Space
• ‘Client Deliverables’ List inside the Client Space

Lists

ClickUp Lists are containers that hold all the actionable Tasks for a specific project, workflow stage, or topic. They’re the core building blocks of your work in ClickUp, sitting within Spaces or Folders, and providing structure and clarity to your projects.

For small projects, a single List may be enough to manage all Tasks. For larger projects, use multiple Lists within a Folder to represent different phases or teams. Examples would be:

• Design
• SEO
• Assets
• FE dev
• BE dev

❗️Note: A List is not the same as a List View. A list is a location, whereas List View is one of the Customizable Views you can use to visualize Tasks.

Tasks

ClickUp Tasks are the basic units for organizing work within your projects. Each Task lets you break down actionable steps and hold every relevant detail in one place, so your team knows exactly what to do and what’s next. This is where you add:

• Assignees
• Due dates
• Priorities
• ClickUp Custom Fields
• Attachments
• Comments

❗️Note: Every Task can have Assignees (the people doing the work) and Followers (people who just need visibility). For instance, on a client deliverable, the account manager watches the Tasks while the designer is assigned. Both stay up to date, but only the assigned teammate is responsible for execution.

Subtasks

ClickUp Subtasks break a Task into smaller action items. You can add up to three layers of Subtasks by default or enable the Nested Subtasks ClickApp to create several more layers (perfect for complex work).

For example, within the ‘Create Wireframes’ Tasks, your UX designer adds Subtasks to break down the workflow:

• Draft Home Page Wireframe
• Create About Page Wireframe
• Apply Client Branding
• Prepare Review Deck for Presentation

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Core ClickUp Features Explained

Here’s the go-to cheat sheet for understanding ClickUp Features.

Tasks and Subtasks

Once you know what Tasks and Subtasks are, the next step is bringing them into your workflow in a way that keeps work clear, trackable, and easy to execute.

Start by creating Tasks directly inside the List that mirrors how your team works. You can add Tasks from any List, the Create button in your toolbar, the AI Command Bar, saved templates, and automations (e.g., ‘When a form is submitted → Create Tasks’). 

Whether you’re using ClickUp for small businesses or large enterprises, you can create Tasks for: 

• Adding briefs, acceptance criteria, meeting notes, or links to research
• Keeping discussions inside the Tasks, assigning follow-up items, and preventing action items from getting lost
• Uploading creative files, specs, screenshots, recordings, and Figma links
• Tracking micro-steps through checklists that don’t need Subtasks

Subtasks come in when work naturally breaks into different stages or roles. You’ll create manageable Subtasks when:

• The main Task includes multiple major steps
• Different people own different parts of the Tasks
• You need layered work breakdowns

Views

ClickUp Views are a flexible system for displaying your work in different formats. Visualize, manage, and organize multiple projects in a way that fits your workflow

Here’s how you can use them: 

List View

The ClickUp List View displays specific Tasks in a column-and-row format where every detail is visible at once. It’s the most precise view for editing fields, scanning statuses, and managing work in bulk.

Teams use it to:

• Review all Tasks with Custom Fields like effort, sprint, points, or cost in one grid 
• Sort Tasks to find blockers, such as procurement work without approvals
• Group and filter tasks to view precisely what they need

Board View

The ClickUp Board View is a Kanban-style layout for visual progress tracking that arranges Tasks into columns based on your grouping selection, such as status, assignee, and priority. It’s designed for drag-and-drop movement and quick status updates.

Teams use it to:

• Move creative assets through a pipeline like Brief > Draft > Review > Approved > Live
• Manage agile sprints and run standups by shifting cards between ClickUp Custom Statuses like To Do, Doing, and Done
• Visualize QA stages (Testing, Fix Needed, Re-test)

Calendar View

The ClickUp Calendar View is a date-based layout for scheduling and plotting Tasks on a monthly, weekly, or daily grid based on start and due dates. 

Teams use it to:

• Build editorial calendars and drag Tasks to shift publish dates without opening them
• Plan sales outreach sequences by seeing follow-ups and demos across the week
• Coordinate client deliverables in agencies to avoid overloading any single day

Gantt Chart View

The ClickUp Gantt Chart View displays Tasks as horizontal bars along a timeline, allowing you to plan durations, visualize dependencies, and manage milestones.

Teams use it to:

• Map multi-phase complex projects like app redesigns, marketing campaigns, or engineering sprints
• Show leadership a clear roadmap by exporting a PDF snapshot
• Identify bottlenecks and blockers (e.g., QA Testing starting before API Integration finishes)
• Adjust project timelines after scope changes by dragging Tasks along the timeline

Timeline View

The ClickUp Timeline View is a people-first schedule for workload balancing that shows Tasks in a linear timeline. You can group tasks by assignee, status, Team, and more. 

Workload View

Need help with capacity planning? This is your tool.

Teams use it to:

• Allocate resources effectively to avoid overworking employees 
• Map staffing for multi-client agencies where deliverables overlap across accounts
• Forecast hiring needs by visualizing resource load 6-8 weeks out

Table View

The ClickUp Table View displays Tasks in a spreadsheet format without hierarchy, making it ideal for high-volume editing, analysis, and operational tracking.

Teams use it to:

• Manage databases like SKU lists, asset inventories, or content libraries
• Filter Tasks by missing fields (e.g., no owner, no due date, missing metadata)
• Update 50+ items at once when standardizing fields like cost, category, or priority
• Run operational reviews where multiple Custom Fields matter more than status

Form View

ClickUp Forms automatically convert submissions into Tasks. Every answer is mapped to a Custom Field, ensuring that requests enter the system cleanly and consistently.

You can customize your Forms by adding different question types with dropdowns, text fields, dates, priorities, and file uploads. Use conditional logic (on Business Plus and above) to show or hide questions based on someone’s response, and brand your Form with custom layouts, themes, and cover images.

Teams use it to:

• Capture design requests with required fields like dimensions, brief, assets, and audience
• Standardize IT tickets so issues are entered with device type, urgency, and attachments
• Collect campaign ideas across departments
• Funnel customer requests directly into Lists like Bug Reports or Feature Suggestions

❗️Note: There is no functional difference between ClickUp Forms and ClickUp Form View. Forms is the general term for the online form itself that people fill out, and Forms View is the interface you add to a List, Folder, or Space to build, edit, and manage your Form.

Docs

ClickUp Docs are built-in collaborative documents designed to help teams create, organize, and maintain living knowledge. They sit alongside Tasks, Views, and projects, making them a central source of truth for everything from specs to wikis.

Here are some excellent features you can leverage: 

• Format content using headings, tables, embeds, checklists, code blocks, and more
• Collaborate in real time with multi-user editing and visible cursors
• Organize internal documentation using nested pages and subpages
• Control access with advanced Doc-level and location-level permissions
• Review and restore earlier versions with detailed version history
• Connect Docs to Tasks to ensure they stay connected to work 

Whiteboards

ClickUp Whiteboards give teams a shared visual canvas for brainstorming, mapping workflows, and turning ideas into actionable Tasks.

Here’s how to use a digital Whiteboard: 

• Create flexible canvases with shapes, text, images, sticky notes, and connectors
• Collaborate in real time with multi-user editing and live cursors
• Convert sticky notes or shapes into Tasks with a single click
• Drag and connect elements to map flows, systems, or information hierarchies

Mind Maps

ClickUp Mind Maps give you a visual, branching canvas to structure ideas, Tasks, and workflows. Unlike traditional lists or tables, they help you see how your project components connect with each other.

You can use them in two ways:

• Blank Mode for freeform brainstorming
• Tasks Mode to visualize real Tasks and rearrange their hierarchy directly from the map

Here’s how Mind Maps in ClickUp help: 

• Convert any node into a Task 
• Drag-and-drop nodes to change the parent–child relationship
• Select multiple task nodes to bulk-update Custom Fields like assignee, status, or due date

Each of these nodes can instantly become a ClickUp Task, and as priorities shift, the designer drags nodes around to restructure the hierarchy without losing context. 

Dashboards and reporting widgets

ClickUp Dashboards give you a high-level snapshot of your workspace for tracking work, understanding progress, and reporting outcomes using customizable cards. Each card pulls real-time data, providing quick visibility into different metrics of your project performance.

Create Dashboards to: 

• Pull data from any Space, Folder, List, or the entire Workspace
• Rearrange and resize cards to match your reporting style
• Filter, drill down, and export valuable insights
• Share them with teams or external stakeholders
• Embed third-party tools like Figma, YouTube, Sheets, or Miro

Automations and workflows

ClickUp Automations eliminate repetitive work by running actions based on custom ‘if this, then do that’ instructions. 

 They follow a simple logic: 

• Trigger: The event that starts the automation (e.g., Tasks created, status changes, due date arrives, custom field updated)
• Conditions (optional): Narrow the automation (e.g., only run if priority is Urgent, if Tasks contains a tag, if assignee is empty)
• Action: What the automation performs (e.g., assign a teammate, move Tasks, update a field, send an email, post a chat message)

ClickApps

ClickApps are optional features that admins can activate or deactivate in your Workspace.

Whether you’re using ClickUp for personal use or managing a growing team, this keeps your setup focused, avoids clutter, and lets workflows scale seamlessly as your needs evolve.

Examples of ClickApps you can enable:

• Custom Fields
• Tasks Relationships
• Dependencies
• Time Tracking
• Sprints
• Tags and Priorities
• Automations
• Multiple Assignees
• Reschedule Dependencies
• Work In Progress Limits
• Many more

Custom Fields

ClickUp Custom Fields are flexible, user-defined categories that let teams capture and organize specific data unique to their workflows, beyond the standard Task properties. They help you track, filter, and report on important project details unique to your workflow or team.

Custom Fields can live inside a specific List or Folder, Space, or your entire Workspace (global Custom Fields).

Some available field types include:

• Text, Number, Dropdown, Label, Checkbox
• Email, URL, Phone, Location, Money, Date, People
• Attachment, Formula, Rollup, and more
• AI Fields for automatic summaries, translations, or content generation
• Task Type fields that show only for specific custom Task types

Here’s what you can do with Custom Fields: 

• Pin fields for quick visibility (Business+)
• Set edit/view permissions
• Hide fields from guests
• Sort, filter, search, and group using field values
• Create formulas for calculations
• Use rollups to summarize data from related Tasks
• Set default values or require fields
• Merge, duplicate, and centrally manage fields in the Custom Fields manager

Relationships

ClickUp Relationships enable you to connect tasks, allowing you to reference related work, track dependencies, or surface data from other items. They add contextual intelligence to your workspace, especially for large or interconnected projects.

Here are the types of relationships: 

1. Dependency Relationships: Ideal for project plans, engineering workflows, and sequential work. It contains two types: 

• Blocking: For Tasks that prevent others from moving forward
• Blocked by: For Tasks that can’t proceed until others are completed

2. Linked Tasks: Simple references between related Tasks. You can use this for cross-functional work, shared resources, or parent/parallel efforts

3. Custom Relationships: Offer the most control and allow you to structure connections in two ways:

• Any Task in your Workspace: Relate this Task to a group of other Tasks in your Workspace
• Tasks from a specific List: Connect this Task to a group of Tasks from a specific List 

Templates

ClickUp Templates act as reusable blueprints for setting up work. So instead of rebuilding structures, Tasks, or Docs from scratch, you can create a template in ClickUp or choose one from the library and start immediately. They help teams maintain consistency, reduce setup time, and standardize workflows across projects and departments.

The best part is that ClickUp supports templates for almost every part of your workspace: 

• Project management: Sprints, product launches, roadmaps, event plans
• Marketing: Content calendars, campaign trackers, social media planners
• Sales and CRM: Pipelines, lead tracking, client onboarding
• Engineering: Bug tracking, feature requests, QA flows
• HR: Recruitment pipelines, employee onboarding
• Personal productivity: Daily planners, habit trackers
• Docs: SOPs, meeting notes, wikis, knowledge bases

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Collaboration and Management Terms

This section breaks down all the collaboration and management features that help teams stay aligned without switching apps.

Communication tools

Let’s start with ClickUp’s core communication tools.

Inbox

The ClickUp Inbox is your personal notification center within ClickUp. It collects updates, notifications, reminders, and important activities from across your workspace. Available to everyone (including guests), it’s unique to you. 

Here’s what you can do with the built-in inbox: 

• See updates categorized into Primary, Other, Later/Snoozed, and Cleared
• Filter by mentions, assignments, unread items, or reminders
• Mark notifications as read/unread, snooze, or clear them
• Favorite important notifications or add them to your priorities
• Customize what appears in Primary vs. Other

Reminders

ClickUp Reminders act as your personal to-dos, keeping small Tasks from being missed. They’re lightweight, fast, and accessible from almost anywhere; you can create them from the toolbar, My Tasks, Tasks, comments, Chat, or AI Command Bar.

Add necessary details to your Reminder, like a description, due date, and attachments. You can also delegate Reminders to teammates or adjust their notification settings.

Chat

ClickUp Chat is a real-time messaging tool that gives teams a dedicated space for conversations. It supports both Channels and Direct Messages, so you can talk to the whole team or keep things private.

Here are some of its features: 

• Send threaded messages for focused conversations
• @mention users, Tasks, Docs, Whiteboards, Channels, and locations
• Attach files, use rich text formatting, and forward messages
• Save messages for later or turn them into reminders
• Create Tasks directly from messages

Here’s why you should pick ClickUp Chat: 

🚀 ClickUp Advantage: Built right into Chat, ClickUp SyncUps let you hop onto quick voice and video meetings. You can start a SyncUp in your workspace, share your screen, and link Tasks to it for focused discussions. You can also record meetings and get AI-generated transcriptions and auto-summaries. 

Clips 

For moments when real-time conversations aren’t needed, ClickUp Clips let you share context just as effectively, on your own time.

Clips let you record your screen, your microphone, or both, making it perfect for async updates, feedback, training, or quick explanations. All recordings are organized in the Clips Hub, making them searchable and easy to share.

You can also add timestamped comments on Clips directly for precise feedback and share them using public links. 

Comments and assigned comments

ClickUp Comments are messages you can leave on Tasks, Docs, attachments, and other items for collaboration, feedback, questions, approvals, and general discussion. They support rich text, file attachments, emojis, and can be threaded for focused conversations.

You can create Tasks or Subtasks directly from comments, save them for later, turn them into reminders, use AI to summarize threads or generate replies, and even record Clips and attach them directly within comments. 

ClickUp Assign Comments takes things a step further by turning any comment into a clear, actionable item. When you assign a comment to a specific person, they’ll be notified immediately. If someone tries to close the task, they will be notified of any unresolved comments.

Task management tools

Below are the core organizational elements every ClickUp workspace relies on.

Custom Statuses

ClickUp Custom Statuses define the exact steps work must pass through before it’s considered complete. They replace one-size-fits-all workflows with stages that reflect how your team operates.

Here’s what you can do: 

• Create, rename, color-code, and reorder Statuses
• Organize Statuses into default groups, such as Active, Done,and Closed (with the optional Not Started group enabled by admins/owners)
• Apply or modify Status Templates (Agile, Kanban, Marketing, Support, etc.)
• Track Tasks progress using the Show Status Progress ClickApp (visual pie-chart progress trackers)

Tags

ClickUp Task Tags give you lightweight, flexible categorization that layers on top of your main structure. They act like metadata, perfect for labeling Tasks by theme, campaign, department, client, sprint, or status nuance that doesn’t need to become a formal Status.

Create colorful, reusable Tags at the Space level, apply several to the same Task, and quickly search using them. You can also filter, group, and sort your work across List, Board, and Table views using these labels.

Here’s what Ansh Prabhakar, Business Process Improvement Analyst, Airbnb, had to say about ClickUp: 

Priorities

ClickUp Task Priorities adds a clear signal of urgency to Tasks. They help teams understand what matters most right now, without needing to read through descriptions or comments.

Priority levels in ClickUp include Urgent (red), High (yellow), Normal (blue), and Low (grey). Filter, sort, or group Tasks by priority in any view and trigger automations based on them. You can also use Priority Breakdown and Priority Over Time cards in Dashboards. 

Milestones

ClickUp Milestones represent major checkpoints in a project, such as release dates, launch days, critical events, or stage and project completions. They’re a custom task type that helps teams track whether they’re on schedule for big outcomes.

Dependencies

ClickUp Dependencies define how Tasks relate to one another, specifically which Tasks must finish before others can start. They prevent scheduling conflicts, keep timelines realistic, and help teams understand what is stuck or blocked. 

Dependency types in ClickUp include: 

• Waiting on: Task cannot start until another is complete
• Blocking: Task prevents another from moving forward
• Linked Tasks: Related, but not sequentially dependent

Some advanced features include: 

• Dependency Warning ClickApp to flag blockers instantly
• Reschedule Dependencies ClickApp to auto-shift Tasks when timelines change

Permissions

ClickUp Permissions define the exact actions a user can take on any item or location in ClickUp. They can be applied at multiple levels, such as Workspace, Space, Folder, List, or individual Tasks and Docs.

Here’s how Permissions help: 

• Manage user roles from items or from the Manage People page
• Define default permissions for new users (admins/owners on Business Plus and Enterprise Plans only)
• Apply granular controls on a per-item basis when needed

User-level permissions include:

• Full edit: Create, edit, share, and delete items
• Edit: Make changes, including sharing, but cannot delete
• Comment: Leave comments and replies without editing content
• View only: Read-only access

Teams

Teams in ClickUp are shared user groups you can assign work to, mention in comments, or add as followers, making it easy to collaborate with entire departments or project squads at once. 

Furthermore, the Teams Hub gives you a centralized place to see every team in your Workspace, manage members, and review their work. 

Workspace owners and admins can create Teams, add members, set unique icons, and control permissions.

Time and productivity

Now that we’ve covered access controls, let’s move into the tools that help you save valuable time. 

Time Tracking

ClickUp Time Tracking is a built-in feature that allows you to log, track, and report time spent on Tasks directly within your workflow. It helps you monitor productivity, manage billable hours, and analyze how time is allocated across different activities.

You can add notes, labels, billable flags, and rollup totals to your time entries so every log is clear, categorized, and ready for accurate reporting.

It lets you: 

• Start and stop timers from desktop, mobile, or the Chrome extension
• Add time manually (retroactively or by date range)
• Track time even without a Task (Business Plan+)
• Sync external tools like Toggl, Harvest, or Everhour for centralized time-tracking data

Here you can:

• Review totals by user or task
• Expand entries for detailed insights
• Submit or approve time logs

Recurring Tasks

ClickUp Recurring Tasks automatically regenerate Tasks on a schedule you define (daily, weekly, monthly, yearly, or fully custom) so repeatable work happens without manual setup. They use due dates as the anchor, create the next instance either instantly or on schedule, and let you choose whether to update the same Tasks or generate a new one each time.

Use recurring tasks to:

• Set up tasks with completion-based or due-date-based recurrence rules
• Maintain consistency by using recurring approvals, meetings, reporting cycles, and maintenance tasks

Bulk Actions or Multitasking Tray

ClickUp’s Bulk Actions or Multi-Tasks Toolbar lets you update multiple Tasks at once. This is perfect for cleanup, reorganizing, or managing large projects.

Here’s what you can bulk-edit:

• Update statuses, assignees, due dates, priorities, and tags
• Archive, delete, or duplicate Tasks
• Convert Tasks to Subtasks
• Add or remove followers
• Set Dependencies or convert Tasks to Milestones

Sharing and public links

In ClickUp, you can share locations and items using public links without giving full access to your Workspace. Instead of adding others as members or guests, you can simply generate a link and let them view what you want them to see.

Most Workspace items can be shared publicly. People accessing the link don’t need a ClickUp account, and everything is view-only by default.

Favorites

Favorites in ClickUp give you a quick way to jump into the work you open every day, such as your go-to Lists, key Docs, high-priority Tasks, active Chats, or dashboards you monitor nonstop. Favorites are available to everyone on all plans (even guests) and are completely personal. 

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Advanced Features and Latest Updates

Now that you’ve seen the basics, let’s level up. ⬆️

Here are some powerful updates and advanced features that make ClickUp even more useful in your everyday work.

ClickUp Brain

Most teams today are juggling different AI tools: one for writing, one for search, one for project updates, one for meeting notes, one for image generation, and more.

That AI sprawl slows teams down.

ClickUp’s Brain is your intelligent assistant that brings all these capabilities into one place, so you’re not bouncing between disconnected apps just to get simple work done. And because it’s embedded in your workspace, it understands your work, surfaces real answers, and takes action.

Here’s how to use BraiGPT for optimized workflows: 

Run projects faster 

ClickUp Brain keeps projects moving, summarizes activity, highlights risks, and handles repetitive updates for you.

It helps you: 

• Understand project health instantly, without digging through Tasks
• Get progress updates you can share with stakeholders
• Identify stuck, overdue, or inactive Tasks
• Offload admin work like status updates or Task creation
• Search your Workspace for conversations, tasks, and more.

Suppose your launch sprint is slipping. ClickUp Brain flags three Tasks untouched for 7 days, summarizes the sprint in seconds, and tells you exactly what’s blocking progress. It suggests next steps, updates assignees automatically, and even creates a ‘Fix API Latency’ Task when you ask it to.

Just hover over the comment, click the Brain icon, and choose Create Subtasks.

Find answers instantly 

ClickUp Brain acts like your workspace-wide knowledge engine that connects your organization’s people, work, and information. 

It lets you: 

• Run Deep Search across Tasks, Docs, comments, the web and old project history to find relevant information that’s normally hard to track down
• Search across your entire ecosystem, including Google Drive, GitHub, Dropbox, and other connected tools, surfacing relevant files instantly
• Ask questions and get contextual answers powered by your workspace data
• Use wikis as your verified source of truth, so answers come from the most accurate, up-to-date documentation

Create high-quality documentation 

ClickUp Brain acts as a built-in writing assistant for drafting, editing, summarizing, and improving content. Here’s what you can do with it:

• Draft Tasks descriptions, briefs, product notes, or emails
• Clean up messy text and make it clear or concise
• Summarize long Docs, threads, or meetings
• Turn unstructured notes into actionable checklists or plans

Turn ideas into on-brand visuals 

You can also generate images with Brain to create or edit visuals directly inside ClickUp Whiteboards. It’s made for quick, contextual image creation during brainstorming, planning, or documenting work. 

Here’s what you can do: 

• Edit or refine images by adjusting prompts, changing styles, adding details, or regenerating variations
• Insert generated visuals into Docs, Tasks, Whiteboards, or share them instantly via Chat or DMs
• Map ideas, add illustrations, or create design references during collaborative sessions within Whiteboards 

Search your entire workspace 

The ClickUp AI Enterprise Search is a unified search engine that scans your entire workspace and all your connected apps from one place, giving you real answers, not just links. It pulls information from Tasks, Docs, chats, files, meetings, and external tools while respecting permissions and keeping your data fully secure.

Additionally, you don’t have to be worried about data security. ClickUp offers enterprise-grade protection with GDPR, SOC 2, HIPAA compliance, no third-party data training, and zero retention policies. 

ClickUp Brain MAX

ClickUp Brain MAX is the next-generation AI super-app that pulls all your tools, data, and workflows under one roof. This desktop-based, standalone offering from ClickUp is built to solve work sprawl by giving you a single, unified hub for search, automation, content creation, and deep insights. 

Here’s how it helps: 

• Contextual intelligence: It’s deeply integrated with ClickUp’s work graph. This way, it knows your Tasks, Docs, projects, relationships, external tools, and team context
• A unified AI hub: Instead of maintaining multiple subscriptions, you can just use Brain MAX to access Claude, ChatGPT, Gemini, and other tools
• Cross-app automation: Find buried files, missed threads, or related tasks from connected apps like Google Drive, GitHub, OneDrive, SharePoint, and more

Brain MAX is designed with large teams and organizations in mind, supporting enterprise-grade security and privacy, as well as LLM-agnostic flexibility.

Here are some of its other benefits: 

• Upload screenshots or images to run visual searches
• Save prompts and customize your search scope
• Access multiple LLMs instantly with the floating bar and global shortcuts
• View Brain MAX’s home cards with calendar events, suggestions, and recent activity
• Export audio and play back transcripts for voice inputs

ClickUp Brain MAX’s Talk to Text

Talk-to-Text in ClickUp Brain MAX is a voice-to-action tool that turns your speech into written content. It helps capture notes, draft long-form content, or quickly log updates before they slip away.

Here’s how it helps: 

• Record effortlessly with a floating bar that shows live status and lets you stop dictation instantly
• Build a personal vocabulary by teaching Brain MAX your industry terms, product names, and custom dictionary entries

A floating bar indicates that you’re recording. Brain MAX captures your voice in real-time so your spoken ideas instantly appear wherever your cursor is or in its search bar.

ClickUp AI Notetaker

Let ClickUp AI Notetaker join your Zoom, Google Meet, or Teams calls automatically, listen in, and build a clean, structured Doc for you afterward.

You can: 

• Get instant meeting summaries that highlight key takeaways, decisions, open questions, and next steps
• Review organized transcripts stored in your private Docs, making it easy to search who said what across any meeting
• Turn action items into Tasks automatically, complete with owners, due dates, and context pulled directly from your calls
• Ask the AI assistant questions about your meetings (‘What did we decide on the launch plan?’), and get answers sourced from every related note and transcript

AI Cards

ClickUp’s AI Cards let you add live, auto-generated insights to your Dashboard. They pull real data from your Workspace to give you summaries, status updates, and quick reports.

These cards are divided into prebuilt cards (with set functions) and custom cards (where you can define your own prompts): 

1. Prebuilt AI Cards

Here are the main prebuilt AI cards available in ClickUp:

• AI StandUp: Summarize your recent activity during a selected time period
• AI Team StandUp: Get an instant recap of recent activity from selected people or teams over any time period you choose
• AI Executive Summary: Generate an up-to-date executive summary showing the health and status of your department, team, or projects
• AI Project Update: Create a high-level overview of your project status and progress

2. Custom AI Cards

• AI Brain (Custom prompt): Write your own prompt for the AI, use saved prompts, mention specific items from your workspace, or attach files for the tool to use

AI Agents and logic conditions

ClickUp AI Agents are no-code coworkers that handle repetitive, predictable, or time-sensitive work for you.

Prebuilt AI Agents are ready-made, easy-to-use agents designed for common workflows. They respond to specific triggers and perform actions like posting updates, reports, or answers.

📌 Examples of Prebuilt Agents:

• Weekly Report Agent: Posts a weekly update in a chosen location at a set time
• Daily Report Agent: Posts a daily update every workday at a specified time
• Team StandUp Agent: Summarizes what your team has been working on, posting updates at scheduled times
• Answers Agent (Auto-Answers): Responds to questions in Chat Channels by searching workspace knowledge and replying in threads

On the other hand, Custom AI Agents are fully configurable and built using a no-code builder. They allow you to define your own triggers, conditions, actions, instructions, and knowledge sources, making them highly flexible for unique workflows.

They let you: 

• Respond to a wide range of triggers (e.g., task status changes, comments added, tags added, etc.)
• Set detailed conditions for when the agent should act

Build your own agent: 

AI Autopilot Bundle

Forget about repetitive tasks like manually assigning Tasks, setting priorities, filling fields, or blocking time on your calendar. The AI Autopilot Bundle does the heavy lifting for you. Once enabled for your Workspace, every member gets unlimited access to its features.

Let’s walk through different parts of your bundle so you can see how they fit into your day. ⌚

AI Assign

AI Assign helps you stop guessing who should take on what. Once you define the logic, whether it’s based on task type, keywords in the description, workload, or your own custom criteria, it steps in to assign Tasks to the right person automatically.

Turn to either of these two ways: 

1. Using AI Assign

• Go to the Space, Folder, or List where you want Task assignments to run
• Click the Assignee column header
• Select Set up fill with AI
• Once enabled, AI will auto-assign new Tasks in that location based on your assignment logic and available Tasks data

2. Using the Brain Assistant

• Open the Brain Assistant from the Ask button on any Task or location
• Use or customize prompts to generate Tasks and assign them instantly. Examples:
  • Outline key responsibilities from this project brief and assign them to the right roles
  • Generate three Task breakdowns for this sprint and include deadlines + owners
  • Create an onboarding plan and assign each step to the appropriate team member

The AI creates Tasks, fills in owners, and organizes everything based on your prompt. 

AI Prioritize

AI Prioritize automatically assigns the right priority to every Task based on the logic you define. You can set it up directly from the Priority column or through Autopilot Agents.

Here’s a step-by-step guide: 

Method #1: Setting up AI Prioritize from the Priority column

1. Open the Folder or List where you want priorities to be applied
2. Click the Priority column header and choose Set up fill with AI
3. Add prompts for each priority level (Urgent, High, Normal, Low)
   • You can use variables like Task Description, Assignee, and more
   • Click Suggest prompts if you want AI to recommend logic
4. Choose how to apply your setup:
   • Save & Generate: Apply priorities to all Tasks (shown only when Autofill unprioritized Tasks is on)
   • Try in view: Preview results on the first three Tasks in your view

Method#2: Setting up AI Prioritize using Autopilot Agents

1. Open the Folder or List where the logic should run
2. Click Agents from the upper-right corner, then select Priority under AI Project Manager
3. Add or refine prompts for each priority level
   • Include field variables, or use Suggest prompts to let AI help you define your rules
4. Enable or disable automations:
   • Autofill when Tasks are created
   • Auto update (excludes manual changes)
   • Autofill unprioritized Tasks
5. Apply your setup

AI Fields

AI Fields in ClickUp automatically interpret, summarize, categorize, or translate Task information based on prompts you define. Unlike traditional Custom Fields that simply store data, AI Fields continuously generate insights using context.

Use them to eliminate repetitive updates, standardize Task information, and surface insights directly inside your views.

AI Fields can be added within Short Text, Long Text, and Dropdown Custom Fields.

1. Short Text

• Sentiment

2. Long Text

• Summary
• Progress Updates
• Translation
• Action Items
• Custom Text

3. Dropdown

• Categorize
• Custom Dropdown
• T-Shirt Size

AI time-blocking

The AI helps you turn an overwhelming task list into a focused, realistic daily plan. ClickUp Brain automatically analyzes your Tasks, priorities, deadlines, and work habits to build a time-blocked project schedule that adapts as your day changes.

Here’s how you can deal with change management using ClickUp:

• Build an optimized daily schedule by assigning Tasks to time blocks based on priority, effort, and deadlines
• Adapt your plan automatically when meetings shift, or new Tasks appear, intelligently rescheduling low-urgency work
• Prioritize Tasks by urgency and impact, placing critical work in your peak productivity hours to reduce procrastination
• Get suggested deep-work blocks during your most productive periods and recommendations on appropriate break intervals
• Detect scheduling conflicts and get alternative times to keep your day realistic and manageable

Calendar Integrations

With Calendar Integrations, your team gets a unified view of Tasks and events, so everything you plan in ClickUp matches what shows up on connected calendars. 

You’ll see events appear right inside ClickUp’s Calendar view, and you can open, join, or edit them without jumping back and forth. 

When you update a Task’s dates, it reflects in your Google Calendar and Outlook calendar automatically. And if you prefer steering everything with natural language, you can use ClickUp Brain to create or update events just by typing a quick prompt. 

Time tracking upgrades

ClickUp’s time tracking integrations connect with popular tools so you can log hours, analyze workloads, and sync timesheets without changing your team’s existing workflow.

Here are some popular integrations: 

• Clockify: Track time directly inside Tasks and view free Clockify reports. Task names auto-sync, and timers can be controlled from Clockify’s web, mobile, or desktop apps
• Everhour: Use the Chrome extension to track time, edit entries, and add estimates; it includes flexible reporting, sharing, and a real-time view of team activity
• Harvest: Sync time logged in ClickUp to Harvest, including Task titles and IDs
• Hubstaff: Assigned ClickUp Tasks appear in Hubstaff’s apps for easy start/stop tracking across desktop, mobile, and web
• Timely: Add time log entries, invoice clients, and review activity in Timely’s dashboards
• Toggl: Start and stop Toggl timers from ClickUp with automatic Task syncing

Workspace Authenticated Forms

With ClickUp’s Workspace Authenticated Forms enabled, only people who have joined your Workspace and are signed into their ClickUp account can access your Forms. This keeps internal workflows secure and ensures sensitive requests, submissions, and data stay within your organization.

Global Action Bar

ClickUp’s Global Navigation is the vertical bar on the left side of ClickUp that keeps all your core tools in reach. It gives you quick access to the essentials such as your notifications, AI Command Bar, settings, and the ‘Create’ button.

Enterprise AI Command Bar

For enterprise teams, finding the right information fast is everything. The ClickUp Enterprise AI Command Bar pulls data from anywhere, and you can instantly jump to what you need.

Start typing, and you can search Tasks, Docs, Lists, Spaces, people, files, comments, and even content from connected apps like Dropbox or Box. 

With keyboard shortcuts, connected search, and cross-workspace visibility, the AI Command Bar becomes the fastest way to move around your growing ClickUp environment.

App Center

As your tech stack expands, ClickUp’s App Center becomes the single place to manage all your integrations. It’s where you connect tools like Slack, GitHub, Google Drive, Salesforce, or Figma, bringing your team’s files, conversations, and workflows closer to the work they support.

You can manage personal connections, workspace-level integrations, and even enable Connected Search, which allows your ClickUp search results to include files from your external apps. Admins can review, disconnect, or re-authenticate Workspace connections directly from here, making it easy to keep your environment clean and secure.

Org Chart

ClickUp’s AI Organizational Chart gives your entire company a clear picture of who reports to whom and how teams are structured. It’s especially helpful for onboarding new hires, coordinating cross-department projects, and aligning roles and responsibilities.

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How to Use This Guide in Your Workflow

Think of this guide as a blueprint you can plug directly into your team’s day-to-day operations. You can treat it like an internal handbook, one you can reference, adapt, and share across your organization. 

Here are some tips. 📚

1. Build an internal ‘Glossary’ Doc

Create a central Doc in ClickUp that explains how your team uses each AI feature. Map each feature to a real scenario in your operations.

For instance: 

• ClickUp Chat: Daily escalation space for customer issues with a thread for each ticket
• ClickUp AI Notetaker: Used for onboarding calls, partner syncs, and weekly standups
• Create Subtasks with ClickUp Brain: Break down incoming requests into engineering-ready steps
• Calendar Integrations: Use AI Command Bar shortcuts to join meetings instantly

2. Map your workflows end-to-end

Once your glossary of complex concepts and SOPs is ready, outline how AI fits into your processes.

• Choose the Views your team works from daily (List, Board, Calendar, Timeline)
• Define the Custom Fields that power reporting and automations (Status, Priority, SLA timers, Approval steps)
• Add Automations that eliminate repetitive handoffs (assigning owners, updating statuses, notifying channels)
• Layer AI features where they naturally remove friction (drafting messages, generating task breakdowns, creating docs, summarizing updates)

This step helps you operationalize AI instead of treating it as an add-on.

3. Create a ‘Getting started’ AI checklist

Use this checklist to onboard teammates and new hires quickly, so everyone can ramp up on your AI setup without extra training.

• Enable ClickUp AI in your Workspace and download Brain MAX
• Connect Google or Outlook calendars
• Test the AI Notetaker on one internal and one external meeting
• Save your most-used ClickUp Brain prompts
• Run one automation test (status > assignment > comment generation)
• Create Subtasks with ClickUp Brain for an upcoming project

This ensures every user experiences the core features before diving deeper.

4. Review new features and refresh processes

ClickUp Brain evolves weekly, sometimes daily. Make it a habit to evaluate new updates and decide if your workflow benefits from change.

• Review new ClickUp Brain features during team retros
• Replace manual effort that could now be automated
• Update the internal glossary when roles or processes shift
• Archive old workflows that no longer add value
• Re-train automations and AI prompts if they no longer match current processes

Keeping your system fresh ensures your team always benefits from the latest improvements.

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Start Using ClickUp ASAP! 

Now that you’re at the end of this ClickUp terms and features guide, it’s safe to say that you have a pretty good grasp of what the platform is. From Views and Workspaces to AI-powered Automations, and everything in between, we’ve got you covered.

This guide is like a playbook for building a smarter, more unified workflow. Whether you’re just getting started or optimizing for scale, you know what each part of ClickUp means and how to use it.

The real win? As your team grows, you’ll be unlocking new ways to work better, faster, and more collaboratively.

Sign up to ClickUp for free and start building a workspace that works exactly the way you do. ✅

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