30 Claude Prompts for ClickUp

You are a ClickUp workspace architect who designs account structures for growing teams. <context> A new team is joining our ClickUp workspace and I need to propose a Space, Folder, and List structure before we start creating tasks. </context> <inputs> - Team name: [TEAM NAME] - Team function: [TEAM FUNCTION] - Main types of work they do: [WORK TYPES] - Number of active projects at once: [NUMBER] - Existing workspace naming conventions: [NAMING CONVENTION] </inputs> <task> Propose a full Space, Folder, and List hierarchy for this team, explaining what belongs at each level and why, plus one example task title at the List level. </task> <constraints> Do not propose more than 3 levels of nesting, ClickUp gets hard to navigate past that. Match the naming convention given exactly. Explain the reasoning in one sentence per level, not a long essay. </constraints> <format> Return as a nested markdown outline, Space at the top level, Folders indented once, Lists indented twice, with a one line reasoning note after each item. </format>

You are a delivery manager who breaks large initiatives into executable task trees. <context> I have a big initiative approved and I need it broken into parent tasks and subtasks before I can assign anything in ClickUp. </context> <inputs> - Initiative name: [INITIATIVE NAME] - Desired outcome: [OUTCOME] - Known workstreams: [WORKSTREAM LIST] - Team members available: [TEAM MEMBER NAMES] - Target completion date: [TARGET DATE] </inputs> <task> Break the initiative into 4 to 6 parent tasks, one per workstream, and list 3 to 5 subtasks under each parent that would actually move the work forward. </task> <constraints> Subtasks must be concrete and assignable to one person, not vague phases. Do not assign specific people, leave that as [ASSIGN OWNER] for me to fill in. Keep parent task names under 8 words. </constraints> <format> Return as a nested list, parent task as a bold line, subtasks indented below as a checklist, ready to paste into ClickUp as a task with subtasks. </format>

You are an operations coordinator who standardizes recurring workflows in ClickUp. <context> We run the same process on a regular schedule and I want a repeatable task template with the right subtasks instead of rebuilding it from scratch each cycle. </context> <inputs> - Process name: [PROCESS NAME] - Frequency: [WEEKLY OR MONTHLY OR QUARTERLY] - Steps involved each cycle: [STEP LIST] - Typical owner per step: [OWNER ROLES] - Deadline relative to cycle start: [DAYS FROM START] </inputs> <task> Design a recurring task template with a parent task and subtasks for each step, including a suggested due date offset for each subtask relative to the cycle start date. </task> <constraints> Due date offsets must be realistic, not all on day one. Keep the total subtask count to what fits on one screen, no more than 8. Note where a subtask depends on another finishing first. </constraints> <format> Return as a table with columns Subtask, Owner Role, Due Date Offset, and Depends On, ready to recreate as a recurring task in ClickUp. </format>

You are a project management consultant who fixes messy ClickUp lists for overwhelmed teams. <context> Our ClickUp List has 40 plus tasks sitting flat with no structure and I need to group them into a sane hierarchy before our next sprint. </context> <inputs> - List name: [LIST NAME] - Flat task titles: [PASTE TASK TITLES] - Project goal: [PROJECT GOAL] - Team size: [NUMBER OF PEOPLE] </inputs> <task> Group the flat task list into logical parent tasks with the original tasks reassigned as subtasks underneath, and flag any duplicate or unclear tasks. </task> <constraints> Do not delete or invent tasks, only reorganize what was given. Flag unclear titles with [CLARIFY] rather than guessing intent. Aim for no more than 8 parent groupings. </constraints> <format> Return as a nested markdown list, parent group as a heading, original tasks listed underneath as subtasks, with a separate short list of flagged duplicates at the end. </format>

You are a release manager who maps task dependencies before a product launch. <context> We have a launch date locked in and I need to understand which tasks block which before I set them up as dependencies in ClickUp. </context> <inputs> - Launch name: [LAUNCH NAME] - Launch date: [LAUNCH DATE] - Task list involved: [PASTE TASK LIST] - Teams involved: [TEAM NAMES] </inputs> <task> Identify which tasks are blocking dependencies for others, and lay out a sequence showing what must finish before the next task can start, working backward from the launch date. </task> <constraints> Only mark a dependency where one task genuinely cannot start before another finishes, not just related work. Flag any task with no clear owner as [NEEDS OWNER]. Keep the sequence realistic given the launch date. </constraints> <format> Return as a table with columns Task, Depends On, Team, and Suggested Start Date, ready to set up as ClickUp dependencies. </format>

You are a ClickUp admin who standardizes custom fields across similar projects. <context> We run the same type of project repeatedly and every team member tracks slightly different details, so I want a standard custom field set before the next one starts. </context> <inputs> - Project type: [PROJECT TYPE] - Information currently tracked in spreadsheets or chat: [DATA POINTS] - Who needs to see this data: [ROLES] - Reporting needs: [REPORTING NEED] </inputs> <task> Propose a custom field set including field name, field type such as dropdown, number, or date, and the purpose of each field, tailored to this project type. </task> <constraints> Limit to 8 fields maximum, more than that gets ignored by the team. For dropdown fields, list the exact option values to configure. Do not duplicate information ClickUp already tracks natively like assignee or due date. </constraints> <format> Return as a table with columns Field Name, Field Type, Options If Dropdown, and Purpose, ready to create directly in ClickUp. </format>

You are a project manager who builds monitoring views to catch problems early. <context> I want a saved ClickUp view that surfaces tasks at risk of slipping so I do not find out about delays in a status meeting. </context> <inputs> - List or Folder to apply the view to: [LIST OR FOLDER NAME] - Custom fields already in use: [CUSTOM FIELD NAMES] - Definition of at risk for this team: [AT RISK CRITERIA] - How often this view should be checked: [FREQUENCY] </inputs> <task> Design the filter and grouping logic for a ClickUp view that shows only tasks matching the at risk criteria, grouped in a way that makes the biggest problems visible first. </task> <constraints> Use only fields and statuses that were mentioned as existing, do not invent new custom fields. Explain the exact filter conditions in plain language before listing them. Keep grouping to one level. </constraints> <format> Return as a short explanation paragraph followed by a bullet list of exact filter conditions and the grouping field, ready to configure as a ClickUp view. </format>

You are a workspace administrator cleaning up inconsistent status naming across ClickUp. <context> Different Lists in our workspace use different status names for the same stage of work, which breaks our reporting, and I need a standard set proposed. </context> <inputs> - Current status names in use across Lists: [PASTE STATUS NAMES] - Type of work these Lists track: [WORK TYPE] - Whether this is task based or approval based work: [WORK STYLE] </inputs> <task> Propose one standardized status workflow, in order, that covers the stages this type of work actually goes through, and map each existing status name to the new standard one. </task> <constraints> Keep the standardized list to 5 to 7 statuses total, including a not started and a done state. Do not lose any distinct stage that the current names represent. Use short, unambiguous status labels. </constraints> <format> Return as two sections: a numbered list of the new standard statuses in order, then a table mapping Old Status Name to New Status Name. </format>

You are a product operations lead who removes subjectivity from task prioritization. <context> Our team assigns priority based on gut feeling and I want a scoring custom field with real criteria so priority is consistent across people. </context> <inputs> - Type of work being prioritized: [WORK TYPE] - Business factors that matter: [BUSINESS FACTORS] - Team members who will apply the score: [ROLES] - Current priority labels in use: [CURRENT LABELS] </inputs> <task> Design a scoring rubric using the business factors given, resulting in a single priority score or label, along with clear criteria for what earns each score level. </task> <constraints> Keep the rubric to 4 levels maximum so it stays fast to apply. Each level needs a one sentence, objective description, not a vague feeling. Map the new levels back to the current labels in use. </constraints> <format> Return as a table with columns Priority Level, Criteria, and Maps To Current Label, ready to configure as a ClickUp dropdown custom field. </format>

You are a resourcing manager who tracks team capacity inside ClickUp. <context> I need a view that shows how much work each person is carrying, broken out by a capacity related custom field, so I can spot overload before it becomes a problem. </context> <inputs> - Team members to track: [TEAM MEMBER NAMES] - Custom field used for effort or hours: [FIELD NAME] - Capacity per person per week: [CAPACITY NUMBER] - Time period to view: [TIME PERIOD] </inputs> <task> Design a ClickUp view configuration, grouped by assignee, that totals the effort field per person and makes it easy to see who is over the stated capacity for the period. </task> <constraints> Use only the fields named, do not invent additional custom fields. State clearly what grouping, filter, and sort settings to apply. Call out that anyone over capacity should be visually easy to spot, using a filter or sort, not just a note. </constraints> <format> Return as a short setup paragraph followed by a numbered list of exact ClickUp view settings, grouping, filter, and sort, to configure. </format>

You are a program manager who reports project health to executive stakeholders. <context> I need to design a ClickUp Dashboard that gives leadership a quick read on project health without them having to dig into individual tasks. </context> <inputs> - Project or portfolio name: [PROJECT NAME] - Metrics leadership cares about: [METRICS] - Current data available in ClickUp: [AVAILABLE FIELDS] - Audience for the dashboard: [AUDIENCE] </inputs> <task> Propose a dashboard layout with specific widgets, such as a status breakdown, a burndown, or a table of overdue tasks, matched to the metrics leadership cares about. </task> <constraints> Limit the dashboard to 6 widgets so it fits on one screen without scrolling. Only propose widgets ClickUp actually supports natively. Explain in one line why each widget was chosen. </constraints> <format> Return as a numbered list of widgets, each with a name, a one line configuration note, and a one line reason it matters to this audience. </format>

You are a project manager who writes weekly status updates grounded in real task data. <context> I need to turn this week's raw ClickUp task data into a written status update I can send to stakeholders. </context> <inputs> - Project name: [PROJECT NAME] - Tasks completed this week: [PASTE COMPLETED TASKS] - Tasks at risk or overdue: [PASTE AT RISK TASKS] - Upcoming milestone: [MILESTONE AND DATE] </inputs> <task> Write a status update covering what shipped this week, what is at risk and why, and what is coming next, referencing the specific tasks provided. </task> <constraints> Do not use vague phrases like good progress was made, name the actual tasks and reasons for risk. Keep it under 250 words. Use a neutral, factual tone, not overly optimistic or alarming. </constraints> <format> Return as three short sections with headings: Completed, At Risk, and Next Up, each with 2 to 4 bullet points. </format>

You are a scrum master who prepares retrospective input from sprint task data. <context> Our sprint just ended and I want a factual summary of what happened before the retrospective meeting so the discussion starts from data, not memory. </context> <inputs> - Sprint name or number: [SPRINT NAME] - Tasks planned at sprint start: [NUMBER] - Tasks completed: [NUMBER] - Tasks carried over with reasons if known: [PASTE CARRYOVER TASKS] - Team members: [TEAM MEMBER NAMES] </inputs> <task> Summarize the sprint's completion rate, list the carried over tasks with their stated reasons, and suggest 2 to 3 discussion questions for the retrospective based on the pattern in the data. </task> <constraints> Do not assign blame to individuals, focus on process and workload patterns. If no reason was given for a carryover, mark it [REASON UNKNOWN] instead of guessing. Keep the summary under 300 words. </constraints> <format> Return as three sections: Summary Stats, Carried Over Tasks, and Discussion Questions, using short bullet points. </format>

You are an agile coach who sets up burndown tracking for teams new to sprints. <context> Our team just started running sprints in ClickUp and I want a clear plan for tracking a burndown so we know whether we are on pace mid sprint, not just at the end. </context> <inputs> - Sprint length: [NUMBER] days - Total points or tasks planned: [NUMBER] - Field used to size work, points or hours: [SIZING FIELD] - How the team currently updates task status: [UPDATE HABIT] </inputs> <task> Explain how to configure a ClickUp burndown chart widget for this sprint, and describe what a healthy versus unhealthy burndown line looks like partway through, given the update habit described. </task> <constraints> Be specific about what the team needs to do daily for the burndown to be accurate, not just theoretical. Flag if the described update habit will make the chart unreliable. Keep the explanation practical, not academic. </constraints> <format> Return as a short setup paragraph followed by a bullet list titled What Makes This Chart Accurate. </format>

You are a chief of staff who translates raw project metrics into executive summaries. <context> I have the raw numbers from our ClickUp dashboard and I need them turned into a two paragraph executive summary for a board update, not a data dump. </context> <inputs> - Project or program name: [PROJECT NAME] - Key metrics and current values: [PASTE METRICS] - Comparison to last period: [PASTE PRIOR PERIOD METRICS] - Biggest risk right now: [RISK DESCRIPTION] </inputs> <task> Write a two paragraph executive summary that states overall status, highlights the most important trend from the comparison, and names the biggest risk with what is being done about it. </task> <constraints> Do not list every metric, choose the two or three that matter most to this audience and explain why. Avoid hedging language, state the situation directly. Keep it to 180 words total. </constraints> <format> Return as two plain paragraphs with no headings or bullet points, ready to paste into a board deck notes section. </format>

You are a product owner who plans sprint backlogs for a software team. <context> I have a rough list of features and bugs and I need to shape it into a sprint backlog before our planning meeting in ClickUp. </context> <inputs> - Sprint length: [NUMBER] days - Team capacity in points or hours: [CAPACITY NUMBER] - Raw feature and bug list with rough sizes if known: [PASTE LIST] - Top business priority this sprint: [PRIORITY] </inputs> <task> Select and order items from the raw list that fit within capacity and align with the top priority, and flag any item too vague to size as needing refinement first. </task> <constraints> Do not exceed the stated capacity, leave a small buffer instead of filling it exactly. Mark unsized items as [NEEDS ESTIMATE] rather than guessing a size. Order items by priority, not by how they were listed. </constraints> <format> Return as a table with columns Item, Estimated Size, and Priority Rank, ready to drag into a ClickUp sprint List in that order. </format>

You are a business analyst who writes acceptance criteria that prevent rework. <context> A task description is too vague to hand to a developer and I need clear acceptance criteria written before it goes into the sprint. </context> <inputs> - Task title: [TASK TITLE] - Rough description as written: [PASTE DESCRIPTION] - User or system affected: [USER OR SYSTEM] - Known edge cases if any: [EDGE CASES] </inputs> <task> Write acceptance criteria in a given, when, then format that would let a developer know exactly when this task is done, including the edge cases mentioned. </task> <constraints> Write 3 to 6 criteria, not one giant paragraph. Do not restate the task description, only write testable conditions. If information is missing to write a criterion, mark it [NEEDS CLARIFICATION]. </constraints> <format> Return as a bulleted list, each bullet in given, when, then form, ready to paste into the ClickUp task description. </format>

You are an agile delivery lead standardizing sprint cadence across teams. <context> Our teams name sprints inconsistently and run different length cycles, and I want a single convention proposed before rolling it out across the ClickUp workspace. </context> <inputs> - Number of teams involved: [NUMBER] - Current sprint lengths in use: [CURRENT LENGTHS] - Fiscal year start date: [FISCAL YEAR START] - Preference for calendar aligned or rolling sprints: [PREFERENCE] </inputs> <task> Propose a single sprint length, a naming convention, and a start day of week that works across all teams, and explain how this would be reflected as ClickUp sprint Folders or Lists. </task> <constraints> Pick one sprint length, do not propose a range. Naming convention must sort correctly alphabetically and chronologically in ClickUp. Explain any tradeoff for teams currently on a different length. </constraints> <format> Return as a short recommendation paragraph followed by 3 example sprint names showing the naming convention in practice. </format>

You are a scrum master preparing a focused sprint planning session. <context> Our sprint planning meetings run long and lose focus, so I want a tight agenda built around our actual backlog before the next session. </context> <inputs> - Meeting length available: [NUMBER] minutes - Number of backlog items to review: [NUMBER] - Known blockers from last sprint: [BLOCKERS] - Attendees: [ATTENDEE NAMES] </inputs> <task> Build a time boxed agenda that covers reviewing last sprint's blockers, walking the backlog items, and confirming capacity and commitments, fitting within the meeting length given. </task> <constraints> Assign a specific number of minutes to each agenda item, they must sum to the total meeting length. Put blocker review first so it does not eat into backlog time later. Keep agenda items to single, clear actions. </constraints> <format> Return as a table with columns Time Block, Agenda Item, and Owner, ready to paste into the ClickUp task or Doc for the meeting. </format>

You are a delivery manager who protects sprint scope from last minute additions. <context> I want a check on our proposed sprint backlog to catch scope creep risk before we commit, since past sprints have blown up mid cycle. </context> <inputs> - Proposed sprint backlog: [PASTE BACKLOG ITEMS] - Team capacity: [CAPACITY NUMBER] - Stakeholders known to request changes mid sprint: [STAKEHOLDER NAMES] - History of past sprint overruns if known: [PAST OVERRUN NOTES] </inputs> <task> Review the proposed backlog against capacity, flag any item that looks likely to grow in scope based on the notes given, and suggest a specific mitigation for each flagged item. </task> <constraints> Only flag items with a concrete reason tied to the notes provided, not general caution. Suggest one practical mitigation per flagged item, such as splitting the task or setting a hard scope boundary. Keep mitigations actionable, not just warnings. </constraints> <format> Return as a table with columns Item, Scope Creep Risk Reason, and Suggested Mitigation, ready to review in sprint planning. </format>

You are a workflow automation specialist who configures ClickUp automations for operations teams. <context> Our team manually notifies people and moves tasks when a status changes, and I want to design an automation rule to replace that manual step. </context> <inputs> - Trigger status: [STATUS NAME] - Resulting action needed: [ACTION, SUCH AS NOTIFY OR MOVE OR ASSIGN] - Who should be notified or assigned: [PERSON OR ROLE] - List or Folder this applies to: [LIST OR FOLDER NAME] </inputs> <task> Design the exact automation rule, trigger condition, and resulting action, that would replace this manual step in ClickUp Automations. </task> <constraints> Use only trigger and action types ClickUp automations actually support. State the rule as a plain when this then that sentence before the technical setup. Flag if the described action needs more than one automation rule to achieve. </constraints> <format> Return as a one sentence rule summary followed by a numbered list of exact configuration steps for the ClickUp Automation builder. </format>

You are an intake coordinator who routes incoming requests into ClickUp fairly and quickly. <context> Requests come into our team through a form and currently get assigned manually, and I want clear rules for how they should be routed and assigned instead. </context> <inputs> - Request types received: [REQUEST TYPES] - Team members who can take requests: [TEAM MEMBER NAMES] - Current assignment method: [CURRENT METHOD] - Any specialty per team member: [SPECIALTIES] </inputs> <task> Write a clear routing rule set that assigns each request type to the right person based on specialty, with a fallback rule for when the specialist is unavailable. </task> <constraints> Cover every request type listed, none left unassigned. Keep the fallback rule simple, such as round robin among the remaining team, not a complex exception list. State rules as plain if then statements. </constraints> <format> Return as a numbered list of if then routing rules, ready to translate into a ClickUp Form and Automation setup. </format>

You are a workspace administrator responsible for permissions and settings on new Spaces. <context> A new Space is being created and I need to decide which ClickApps to enable and what permission level each role should get before people start working in it. </context> <inputs> - Space purpose: [SPACE PURPOSE] - Roles that will use it: [ROLES] - Sensitive data involved, if any: [SENSITIVE DATA NOTE] - Features the team specifically asked for: [REQUESTED FEATURES] </inputs> <task> Recommend which ClickApps to enable for this Space and what permission level, such as full access, edit, comment, or view only, each role should have, based on the sensitivity and features described. </task> <constraints> Default to the least access needed for each role, then explain any exception. Only recommend ClickApps relevant to the stated purpose, not every available one. Call out any sensitive data handling risk explicitly. </constraints> <format> Return as two tables, one titled ClickApps to Enable with a reason column, and one titled Role Permissions with a role and access level column. </format>

You are a client account manager who keeps external stakeholders updated through task comments. <context> I update clients through ClickUp task comments and want a consistent template so updates are clear and I do not forget key information. </context> <inputs> - Task or deliverable name: [DELIVERABLE NAME] - Client name: [CLIENT NAME] - Current stage: [STAGE] - What is needed from the client, if anything: [ACTION NEEDED FROM CLIENT] </inputs> <task> Write a comment template with placeholders that covers current status, what changed since the last update, and any action needed from the client, in a tone appropriate for a client to read directly. </task> <constraints> Keep the template short enough to fill in under two minutes each time. Make the action needed section impossible to miss, bold or clearly labeled. Avoid internal jargon the client would not understand. </constraints> <format> Return as a markdown template with bracketed placeholders, ready to save as a canned response and paste into ClickUp task comments. </format>

You are a process improvement consultant who finds automation opportunities in existing workflows. <context> Our team follows a workflow that feels heavier than it should, and I want it audited for steps that could be automated or removed inside ClickUp. </context> <inputs> - Workflow name: [WORKFLOW NAME] - Current steps in order: [PASTE CURRENT STEPS] - Tools currently touched: [TOOL LIST] - Where the team says time gets wasted: [PAIN POINT] </inputs> <task> Review the current steps and identify which ones could be automated with ClickUp Automations, which could be removed entirely, and which genuinely need a human, explaining why for each. </task> <constraints> Do not recommend automating a step that requires human judgment, call those out as keep manual instead. Base recommendations on the pain point mentioned, not generic advice. Keep the explanation for each step to one sentence. </constraints> <format> Return as a table with columns Step, Recommendation, and Reason, covering every step provided in order. </format>