In ClickUp, you can work in different workspaces with one login. As a reminder: the workspace is the top level of the ClickUp hierarchy. ClickUp subscriptions and team members are managed at the workspace level. Below that are spaces, folders, lists, and tasks.
I personally have several employers and projects that use ClickUp. Unfortunately, ClickUp itself doesn’t yet offer a way to view and manage all my tasks across multiple workspaces in one place. The inbox is always limited to a single workspace. (If you want to change this, you can upvote the feature here)
Here are 3 existing ways to quickly gain an overview of all tasks across different workspaces.
1.) Calendar Feed
ClickUp can output tasks from a specific space, folder, or list as a calendar feed (I’ve described this method before here). You can then subscribe to this feed with a common calendar app. This makes it possible, for example, to display all tasks from ClickUp in the Mac’s native Calendar app and include them in daily schedule planning.
With Google Calendar, you can set up a 2-way sync. This means you can also change tasks directly in Google Calendar, and the changes will be written back to ClickUp. In my experience, the sync is occasionally a bit shaky, but I’ve been using this function reliably for quite some time.
For Apple and Outlook calendars, there’s a 1-way sync, where all tasks or optionally only my tasks are written to the feed. While I have to open ClickUp to make changes, it’s sufficient for an overview.
The calendar feeds in ClickUp are somewhat hidden, specifically in the personal settings under the “My Apps” section.
2.) Tab Group in Browser
Fortunately, the different workspaces in ClickUp are also accessible under different, unique URLs in the browser. I’ve therefore set up a bookmark folder in Safari and saved the most important view for each workspace there. In the morning, I open the browser and display all these saved tabs with one click.
The function of saved tab groups is available in the more well-known browsers.
For a quick overview, I usually use ClickUp’s calendar view. Note, this has nothing to do with the feeds mentioned above. Rather, you add the calendar view just like a list or board view on a specific space, folder, or list.
- Selection of the location for which the calendar should be displayed.
- All tasks with due dates are displayed in the calendar (month, week, or day).
- All tasks without due dates are listed here. You can easily drag them into the calendar.
- I can set whether I want to see all tasks or only my tasks.
- Tip: Here I can directly set up a sync with a Google Calendar (see above)
For a quick overview, I prefer to work with this view, which, as mentioned, can be saved via a URL. I can also customize the view – the latest state is always saved in ClickUp with autosave. Alternatively, I could of course simply look into the inboxes of my workspaces.
3.) Day Planner Apps
There are countless calendar apps. There are countless todo apps. But there aren’t yet many apps where I can combine different calendars and different todo lists. This new software genre is just emerging, and I believe it will become a big thing.
If you like to work with time blocking, daily or weekly planning, you need a display where you can dynamically see all your calendars on one hand, and on the other hand, arrange the collected tasks from different sources into the remaining calendar slots.
A software that can do exactly this is called Akiflow. Alternatives are Motion, Sunsama, or Friday. Akiflow and Sunsama have a ClickUp integration, so they can read all tasks from ClickUp. Alternatively, tasks can be collected from Todoist, Asana, Trello, or other common apps. For calendars, Google Calendar is supported. Unfortunately, integration with Mac and Microsoft calendars is not yet possible at the moment.
I have experimented a bit with Akiflow and Sunsama, and for me, such a planning routine would make a lot of sense. I would have all my appointments and tasks for a day or a week in view in a single app and could visually plan my workdays. I do this every morning anyway, but I still have to check all the different sources to make sure I don’t forget anything. A system that brings all the information together would be very welcome.
Let’s see how this develops. Maybe ClickUp will soon offer a clever solution for this as well.
