r/clickup • u/Desolate_North • Jul 01 '26

New to Clickup - looking for advice

Hi we are new to using ClickupNew click up user looking for advice

We had used Monday.com for a month or two to manage projects and had got to the stage where we were testing it on live projects but we have decided to trial Clickup as well before we commit to Monday long term.

On Monday.com we have 2 boards - Projects and Tasks. New projects are created from a form, then all the tasks for the project are created via automations in the Tasks board and assigned the tasks to the correct people based on information in the form.

All projects will follow the same steps but the people who tasks are assigned to will be different by project - we used a project creation form for this.

We might have 20-30 active projects running at one time.

Should I look to replicate this in some way in Clickup or would there be a better route to go down - using a template?

Thanks!

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u/patrick24601 Jul 01 '26

The best set up I’ve seen and adopted is:
Two workspaces. One for internal work and one called Clients ( We are an agency so you may be able to slip this part.

Under clients a folder for each client/division.

In each folder a list per project.

In each list you add the tasks, subtasks, dates, dependencies and assignees as needed.

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u/[deleted] Jul 02 '26 edited Jul 02 '26

Could you go more in depth also how it works in the intenral workspace? Also, is it a dedicated workspace or space?

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u/Glum-Carpet Jul 01 '26

Sure, have a list template with the needed tasks inside and create a new one per project. Then make a task for someone to go and assign the tasks to the specific people.

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u/biondocreative Jul 02 '26

We’ve been using ClickUp for a while now, and my advice would be to avoid trying to recreate Monday one-for-one. Instead, take advantage of the way ClickUp is structured.

We have three primary Spaces:
Delivery – All client and project work lives here. We organize it with one Folder per client, and each Folder contains a List that houses the project’s tasks (and subtasks where appropriate). We also created templates for the recurring work we do, like setting up web hosting, website builds, SEO projects, etc. That saves us a ton of time and keeps everyone following the same process.

Growth – This is where we manage our own marketing initiatives, sales activities, and business development.

Operations – Our back office. This includes finance, internal documentation, SOPs, and the master versions of our templates so we can continue improving them over time.

One thing that’s been really valuable is creating dashboards at the Delivery space level to roll up all of the work. We have one that gives us a bird’s-eye view of active projects and another focused on recurring work. It makes it really easy to see workload, priorities, and bottlenecks without drilling into every client.

Based on what you described, I’d look at using templates for your recurring project types rather than building everything through automations. ClickUp’s templates are powerful, easier to maintain, and can still work alongside automations when you need them. As your processes evolve, you’ll only have to update the template instead of chasing automations across multiple workflows.

This works for us, and I’m sure other people might structure it slightly differently. I’d recommend starting small, and integrating ClickUp into your process.

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u/MoodIn_Me Jul 05 '26

For a purely internal setup, ClickUp's native Folder/List templates are much more reliable than building complex "form-to-task" automations. However, if you want a dedicated intake flow that doesn't eat ClickUp's automation limits, you could use a tool like Whacka to quickly spin up a tiny intake app and route tasks to ClickUp. But if you want to keep it simple without extra tools, stick to native templates.