A Beginner’s Guide to ClickUp Terminology

One of the scariest parts about using any new software is the naming convention for all its features—especially since every developer calls them something different.

While some of the names are quite simple, others tend to take you by surprise. In this article you will find a quick overview of ClickUp terminology and explanations to help you get started with this user-friendly project management software.

1. ClickUp workspace

Your ClickUp Working space basically where everything happens. Here you will find all the colleagues and projects that belong to an organization.

For example, if you work for a company called ACME, everything in the ACME Workspace will be related to its day-to-day activities and projects on the go. Everyone in the company’s account will have access to its Workspace.

Your workspace can be your name or whatever you want to call it if you work alone.

2. ClickUp Spaces

In Workspaces you will find Space in your sidebar. Think of these as departments within the company.

Different teams work on separate projects with unique processes and working styles. So you can organize your Workspaces to reflect that, and give each Installation Space its own according to departmental and project needs.

Sort by department or customer so you and your colleagues can quickly find items based on name. It also prevents clutter, which means you won’t have to sift through tons of irrelevant information to find what you need.

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You can restrict Spaces to only those you need to keep in the loop if you so decide. Doing so creates privacy and creates a cleaner Workspace for your colleagues.

3. ClickUp List

Now you are participating in the race. List is where you plan games to tackle projects. Instead of just creating lists by project, you can also separate them by:

  • Place
  • Milestones
  • acceleration
  • Customer
  • Partner
  • Purpose — open project, ask for help, aggregate, etc.

You can even build a project requirements table in ClickUp to delegate tasks. One thing to note is that ClickUp Lists have multiple layout options or view. When working in List viewthe individual lists you’ll find inside are actually states, not sublists.

Alternatively, you can organize Similar Lists into Folder in your Space to keep them together, but you don’t have to. In fact, Folders can only complicate a clean and simple Workspace. The fewer clicks to get where you’re going, the better.

4. ClickUp Tasks

If your List is projects, then mission are individual action items that you need to deal with to complete them. Regardless of which mode you’re in, quests open up a tab where you can add or review information about the quest.

Here you can add a description, side tasks, comments, attachments, followers and more. When you perform a task, you can change its state to reflect its place in the process or workflow.

If you are curious what sidequests are, they are essentially smaller action items that you can use to break a task into even smaller steps. Like Directory, using these can be too complicated, especially for beginners. They may work for some people, but others may find sticking to tasks more productive.

5. Statuses in ClickUp

Status in ClickUp gives you and your colleagues a quick overview of the stages the task is in. For example, you can keep things simple with states Do, In progressand Accomplished.

Alternatively, you can use ClickUp to outline the steps in a particular process that you and your colleagues need to pass the baton. When the assignment moves to the next step, you tag your colleague in a comment so they know it’s ready.


You want to avoid getting too detailed, but think about the journey of each mission from start to finish and ask yourself:

  • What can you name projects that have not yet started? To-do, backlog, open, etc
  • What specific names do you want to give each step?
  • What steps can you put together?
  • Can you send the task to an earlier stage instead of creating another step? For example, a web developer sends a wireframe back Design instead of having another status for Review.
  • How can you reflect on someone who is stuck, or a project is on hold?
  • Do you want to display completed tasks? Or is it better to store them?

6. Columns in ClickUp

Want to add some context to your task? Columns play many roles in ClickUp.

  • First and foremost, they act almost like a template that you can use to fill out to add details to an assignment.
  • Second, they display that information in your List, allowing you to have a quick overview.
  • Third, they create consistency.

It’s easy to carry them around because there are so many types of Columns and so much to do with each. However, you can create an effective to-do list with just a few taps.

When adding Columns, it’s best to keep things simple and add columns that you know you’ll use consistently. To do so, think of the details your co-workers may need for all tasks.

For example, you might want to include a Date due, Priorityand Transferee Pillar. However, if you’re only showing budgets for a few projects, you’ll want to avoid setting Money Columns as fields will mostly remain empty. Instead, you can display that information in the action tag.

Other useful terms to know in ClickUp

You may not be using some of these right away, but here is a list of other terms to familiarize you with in ClickUp:

  • View—ClickUp offers multiple layouts for your List — some options are Table, Table, Calendar, and Timeline.
  • dashboard—You make these using widgets — like building blocks. The dashboard gives you an overview of your Workspace in ClickUp, whether it’s just for you or you supervise your colleagues.
  • Dependence—You can link tasks anywhere in your Workspace or in a specific List to lock them until the related task is completed Complete status.
  • White board—You can add a ClickUp Whiteboard to brainstorm ideas and projects with your colleagues.

Map your projects in ClickUp

Now that you are familiar with some of the items that make up software, it’s time to get started. Remember, the best thing you can do at this stage is to keep things simple.

It’s easy to get caught up in wanting to use all of ClickUp’s features. However, they may not be what you need to make the ideal board for you or your projects. You can always add items after thinking about them. If you’re not sure where to start, why not map out your own projects using List View and start from there?


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About the author

https://www.makeuseof.com/beginners-guide-clickup-terminology/ A Beginner’s Guide to ClickUp Terminology

Sarah Ridley

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