How NOT to Set Up ClickUp (4 ClickUp Hierarchy Mistakes)

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Want to learn how to set up ClickUp? Don't let common ClickUp mistakes keep you from learning how to use ClickUp the right way.
Let's walk through four ClickUp hierarchy mistakes to avoid when you're getting started with ClickUp's Spaces, Folders, and Lists. In this video, you'll learn how to build a STRONGER ClickUp that'll help you streamline your business operations!
Here's what we'll cover in this video:
00:00 - Introduction
01:06 - Mistake #1: Overbuilding
02:39 - Mistake #2: Consistency
04:55 - Mistake #3: Underbuilding
06:18 - Mistake #4: Hierarchy Addictions
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[@psycherevival2762]

Quick, to the point, no fluff - great delivery and instruction! Thank you!

[@LaylaPomper]

Glad it was helpful!

[@75blackviking]

This is a fantastic help. I'm new to Clickup, so very appreciated!

[@AccessAlly]

This is SO good. We just moved everything over in a one-to-one fashion from our Asana account and I'm realizing that it's super clunky to move around the hierarchy a lot. The number of spaces you recommend based on team size was super helpful, thank you for making this video to share your process magic!

[@LaylaPomper]

Thank you so much - I'm so glad this helped!

[@princemajere]

This is the first video I have watched from you and BRAVO! You pacing and structure (even on a talking head video) is perfect. You are obviously experienced in this field and I look forward to exploring your other content. Cheers from Portugal (a transplant from California).

[@LaylaPomper]

Oh thank you so much, Justin! 😄

[@macbwilson]

100 agree!

[@dr.shawngeraty]

Definitely helps you think through ClickUp hierarchy, thank you!

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 I'm so happy this was helpful!

[@user-zj3tz9dw5j]

Hi Layla, really enjoyed this. Best so far. You know your stuff and are great in distributing it. Thanks a million!

[@LaylaPomper]

Thank you so much! Glad you enjoyed it!

[@bkbrinton]

Thank you Layla! Our business is just starting out and we just switched over to ClickUp and your videos are helping us a ton!

[@LaylaPomper]

I’m so glad to hear that, Brian!

[@leighntx8989]

Very helpful. Validated some of my frustrations and gave me insight into how to move in a more productive, enjoyable direction.

[@LaylaPomper]

So happy to hear that!

[@brenttassell8011]

really great software - loving the experience, and the Layla's tutorials are brilliant...

[@LaylaPomper]

Aw, so happy to help!

[@creightonbertrand]

Your content is soo good and helpful. Thanks for all you do!

[@LaylaPomper]

Aw, happy to help! ☺️

[@macbwilson]

This was fantastic, well done!!!

[@LaylaPomper]

Thank you! Glad you enjoyed it!

[@g30rg3-c5]

Fast, Informative and focussed - Impressive ...thanks!

[@LaylaPomper]

So happy to help! 🙂

[@PrincessLeeLee2oo6]

Love this! I need to send this to some clients, ClickUp does have a learning curve. But that learning curve steepens if you haven't set it up correctly.

[@LaylaPomper]

💯- that’s a perfect way to phrase it!

[@abelardokham]

Hi! Nice content and I can feel the hard work and putting effort in this video. Keep it up!

[@LaylaPomper]

Thank you so much! I'm so glad you like the content!

[@mariabelenmascheroni1089]

This video is so helpful! Thank you so much!

[@LaylaPomper]

Happy to help!

[@jamie-fortin2]

thank you for this!!!

[@LaylaPomper]

You're very welcome! 🙂

[@financetips]

You giving too much information away! I love it 💜 this is definitely the starting point for any setup.

[@LaylaPomper]

🤭 Ha! Guilty as charged.☺️

[@paperlessmovement]

If you think this is much information., then wait until you see what Layla shares in her membership 🤯

[@CaratX_CEO]

This was well delivered. Thank you for sharing your content

[@LaylaPomper]

My pleasure! I'm glad it was helpful!

[@davechristy4860]

Thanks for the tips. The tip about more is less, love it!

[@LaylaPomper]

So glad this helped you, Dave! ☺️

[@n8_EUC]

Great overview. Thank you.

[@LaylaPomper]

Happy to help! ☺️

[@rexnario1660]

Great contents, problem solved. Thanks a lot.

[@LaylaPomper]

So glad it helped you, Rex!

[@jasonstrull2]

Thanks this was well thought out!

[@LaylaPomper]

Hey Jason! I'm happy it was helpful :)

[@oAngelux]

Thank you for the video !!!

[@LaylaPomper]

Happy to help! 🤓

[@parisblake9341]

Great advice, so helpful!

[@LaylaPomper]

Glad it was helpful! 😊

[@codedjava9124]

Very helpful. Thank you.

[@LaylaPomper]

You're welcome! I'm so glad it was helpful!

[@pdlrkpdlrk9971]

I'm so happy I found this channel thanks for your help kayla

[@LaylaPomper]

You are so welcome!

[@CarlaBriceno1]

Excellent tutorial!

[@LaylaPomper]

Thank you so much!

[@DanielleBest]

Thanks for the content.

[@LaylaPomper]

Happy to help! 😊

[@kokedesign5388]

Thank you! very very useful info.

[@LaylaPomper]

Glad it was helpful! Thanks for watching!

[@michaelsalafia1738]

Very helpful, thanks Layla!

[@LaylaPomper]

Of course! You're so welcome!

[@jiaelhassanthesocialikigai3101]

I'm the solopreneur with the 10 spaces and the 90 folders in each space 😅! YOU SAVED MY DAY! Thank you so much 🙌🏼

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 I'm so happy this was helpful!

[@daveojeda]

Great video!

[@paperbell]

super helpful, thank you

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 I'm so happy this was helpful!

[@TobiasSchoenke]

Thanks for this great Video

[@LaylaPomper]

Hey Ultralon! I'm happy to help :)

[@RelaxAndRevel]

Legit video. Thank you!

[@LaylaPomper]

Glad you liked it! You're welcome!

[@alvenbutanas1944]

I literally setup our click up 4x until I found the best setup that suits us. Simple yet comprehensive. We are outsourced by an audit firm btw and we have 3 audit engagement types with several number of clients/projects per audit type.

[@LaylaPomper]

“Simple yet comprehensive” is exactly the goal! I love that!

[@bernhardnestawal]

Your content is 🔥 Thank you!

[@LaylaPomper]

Hey Bernhard! So glad it was helpful!

[@Degli0001]

Thank you!

[@LaylaPomper]

You bet!

[@ThePlantParadigm]

Just getting into using ClickUp! Great video

[@LaylaPomper]

Thank you! Great to hear :)

[@uniearesende]

thanks for sharing. great video.

[@LaylaPomper]

Thanks for watching!

[@lauraparkfigueroa1465]

GAME CHANGER about not living in the hierarchy! This is gold. I'm binge watching all your videos now. Transitioning to clickup after almost 7 years running my businesses on Trello...and it is a steep learning curve. Thank you SO much for all of this helpful content.

[@LaylaPomper]

Hey Laura! I'm so glad this was helpful!

[@balb1427]

Enjoyed this video. Thanks Layla

[@LaylaPomper]

Glad you enjoyed it! 😊

[@aymanalmadani4663]

Thank you useful

[@LaylaPomper]

Glad it was helpful!

[@juansebastiansanchezlopez9312]

you explain so incredibly good!!!

[@LaylaPomper]

Glad it was helpful!

[@dougmiller4567]

What a great video, you are so Amazing... thank you for all your content

[@LaylaPomper]

So happy this was helpful to you.

[@erickillian313]

helpful again, thanks for your content!

[@LaylaPomper]

Thanks so much, I appreciate your support!

[@tuliomgui]

Great video... Thanks!

[@LaylaPomper]

Glad you liked it!

[@fighterpilot12]

Great tips!

[@LaylaPomper]

Glad it was helpful!

[@rosssadler7982]

Point 4 is the most important, we run a system where everyone uses an ‘everything board’ view filtered to them. The hierarchy is not accessed at all by 95% of the team and the majority of tasks are created from form entry. Using everything board view gives you the chance to see everything that any person in your system below you has on their workload and help them prioritise it if necessary as well as reassign if they are absent, transferred or absent.

[@LaylaPomper]

EXACTLY! This comment is gold.

[@mukulsingh6027]

The everything view is where the magic happens! I love clickup! Life changing for my business!

[@kc-rb3xp]

always a fan!

[@LaylaPomper]

🙏🙏🙏

[@ijeomaanyanwu3612]

Very helpful

[@LaylaPomper]

So happy this was helpful to you! 😄

[@mr_whitehair]

Thanks!

[@LaylaPomper]

You're very welcome!

[@fredstrattonjr.4043]

Very good video, thanks.

[@LaylaPomper]

Glad it helped

[@deathvision]

Cool video and very valuable information, thanks a lot.

[@LaylaPomper]

I'm glad it was helpful!

[@ArthurGomes-tg1ix]

AWESOME!

[@LaylaPomper]

Hey! Thank you so much!

[@barrynoyce617]

Just starting as a Project Manager. This helps.

[@LaylaPomper]

Hey Barry! I'm so glad! You've got this!

[@senseibas8199]

Solopreneur with a job, and a small dojo. So 3 spaces. Personal, job, dojo. I have one holy field and that is the active field. When this is checked the task will find it's way to my active task view. Awesome video layla. Thank you

[@LaylaPomper]

Oh that’s awesome! Haven’t heard of this strategy before, but really love how it would help you focus! 😍

[@jerrysuhrstedt5679]

Hey Layla... stumbled on your channel. Well done... you are engaging and smart. Your branding, graphics, and video production is on point. Good job! (from a picky old pro)

[@LaylaPomper]

That means a lot, Jerry! I appreciate your support. 🙂

[@paperlessmovement]

Love this so much! So much value Layla and 100% agree 👍 Team of 5 and using two spaces. Phew…did that right then 😅 Like to keep the „Leadership“ stuff separate from the operations. But I agree, working from Notifications, Home and custom views is something I keep telling my people too. Otherwise it is sooo confusing. Maybe “task in tray” is something to add here that I personally like to use to keep active tasks close to my mouse courser 😁

[@LaylaPomper]

🎯 Such good points here! Task tray would be a perfect addition to this.

[@WendyKeller]

You're a stupendous presenter! Wow! Thanks.

[@LaylaPomper]

Wow, thank you!

[@mtriodev]

Excellent and helpful. Just signed up and excited to get going for a big project in Costa Rica. Just on suggestion...synchronize your clocks in the background. 8-) Thanks Layla!

[@LaylaPomper]

I'm so glad! And thanks for the tip!

[@TobyChidolueT]

Your energy is enjoyable

[@LaylaPomper]

Thank you so much!

[@sionnanmaree]

Love your content here :-) I'm enjoying click up more because of this.

[@LaylaPomper]

Aw, thanks! Very glad to hear that. It's a great tool, but it definitely has a learning curve-- here to help!

[@HAPPYplaceQC]

Love your energy! And ty for the headsup 😁 ClickUp is on my shortlist... want to migrate from Jira

[@LaylaPomper]

Thank you! Happy to help :)

[@alexbootthanoo]

Thanks, Layla!

[@LaylaPomper]

You're welcome, Alex!

[@fuelyourlegacy]

Yes. Yes. Yes. Yes. On all 4 points. 🙌

[@LaylaPomper]

🥰🥰🥰

[@miguelalas]

Thanks Layla for great content about Click Up, very useful for building a path to better organize client projects. This an off topic question, what Wordpress plugin or web app de you use in your Hierarchy Quiz ?? thanks!

[@LaylaPomper]

Hey Miquel! That's created with Thrive Quiz. :)

[@experienceaddict898]

Wow #4 did blow my mind! I'm constantly in the various specific Spaces/Folders instead of Home/Notifications and didn't even know about Favorites view. I can't seem to wrap my head around not working first with adding tasks in the Spaces/Folders/List/Tasks first instead of working more so in the notifications/home views/automations. Not sure what it is I need to do then. Is there a video you can recommend that I watch that delves more in fixing the #4 mistake? Thanks! Pam

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Here's a video that may help! kzbin.info/www/bejne/m2q8Xmt8a85nn9E

[@JosephRayDiosana]

Super good Thanks for the clarity #HowdyFromHouston #ThePropertyJoes

[@LaylaPomper]

Hey Joseph! Just getting caught up on comments🙈 So glad this was helpful!

[@EngineerZX]

Great content, I'm happy that I found your channel.... And would like to request a topic to be covered.... How will ClickUp help me if I'm using it NOT as a team, But instead to organize my own projects, to-do task, and to increase my productivity.... because I'm starting to feel that ClickUp is mainly focused on teams, not for individual workflow! wish if you can examine the topic further... And keep up the good work... your videos are great and beneficial..

[@ShariKdfWorldwideOde]

Search Layla's KZbin for Personal Clickup, there's heaps of videos to learn from and get ideas. I'm doing it atm.

[@judd7699]

Great question

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Here's a video that may help: kzbin.info/www/bejne/bGPNequFaqd9eKM

[@thomasmeier8553]

Great video; hierarchy is probably one of the most important things; trying to wrap my head around ClickUp coming from Asana. So as a consultant the most appropriate setup is I create a workspace (i.e. my company) and within this single workspace I create spaces for my various clients (e.g. space A for client A, space B for client B etc.). Clients can be fully separated at the space level and don't have access across spaces (unless I specifically was to do so). All functionality e.g. time tracking, dashboard, docs, todos, gantt chart etc.) can be restricted at client (aka space) level. Did I get this right? Is this the most appropriate setup or is there a better way to run this for a consulting business?

[@LaylaPomper]

Hey Thomas! Just getting caught up on comments🙈 Here's a live showcasing how business model changes the ClickUp Hierarchy. I think this will help: kzbin.infosEKTgarfHLk

[@dina_sorrenti_art]

For a team of 1 what is your recommendation for spaces? I have my content production space and my e-commerce space. I’m a solopreneur

[@umersiddiqui5267]

great

[@wilberortiz813]

¡I love your videos! Don't load the quiz!!!

[@LaylaPomper]

Hey Wilber! Just getting caught up on comments🙈 Are you saying the quiz didn't load or something was wrong when you loaded it? If you remember, please let me know!

[@adellinho]

An interesting topic, for me, are colors! How can I use them to make my work easier?

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 This is such a great topic idea! I'll add it to our content ideas list :)

[@peers29]

Very helpful. However, what if I have 3 Spaces 1. Data Management - where my recurring data processing to do list will fall 2. Projects - system developement and a like 3. Salesforce - system development under Salesforce platform. Is it best practice to put the #3 inside #2? I am just worried about the projects inside #3, it can be multiple also. Hmmm

[@LaylaPomper]

Hey Peers! Just getting caught up on comments🙈 Here's a live showcasing how business model changes the ClickUp Hierarchy. I think this will help: kzbin.infosEKTgarfHLk

[@alexanderboswell9671]

I just wanted to say that I am LIVING for that thumbnail 😂👌 but also great tips!

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Haha thank you so much! I'm so happy this was helpful!

[@scepticchristian]

Hi Layla. Excellent resources. Can I share what I want and ask if/how ClickUp could work for me, e.g. structure/hierarchy? It's a few sentences, so it it best here or elsewhere? Thanks.

[@LaylaPomper]

Hey Steve! Just getting caught up on comments🙈 If you're looking for ClickUp support and services, please email us at [e-mail] :)

[@MartinSchabbauer]

Great

[@LaylaPomper]

Thanks!

[@adriennemccue-SUFMH]

Thanks, I'm just getting started, trying to leave another app to clickup. Still going through them.

[@LaylaPomper]

Happy to help! 🙂

[@mjoeuson]

What about making a space for each CEO? Even if they have overlapping tasks? Thanks for this!

[@LaylaPomper]

Hey Michelle! Just getting caught up on comments🙈 Here's a live showcasing how business model changes the ClickUp Hierarchy. I think this will help: kzbin.infosEKTgarfHLk

[@kemaila]

Yay!

[@justkailash]

I was looking for a Structure or Hierarchy for a Individual Freelancer Designer who some time work with few more outsource team... please make a details video how to make project management system for that... thank you

[@LaylaPomper]

Have you seen this one? kzbin.info/www/bejne/qXauhZqXp8t7gs0

[@justkailash]

@@LaylaPomper yes i have seen that.. there are structures for all other business... yeah i can inspire from them.. but i am just requesting for making a separate video for Freelancer (Designer and Developers) as lot of freelancer use this app or wanna use this... i have a example problem if you wanna know? may be you can use that for next video base.. may be i can mail you? it long to write... please share you mail..thanks

[@MaiaRaye]

Love all the tips, thank you!! I have a question that's kind unrelated to the video, but I think if anyone can answer it, it's you! So... can you make dependent dropdowns or dependent labels? For example, I use ClickUp to track inventory. With inventory, I like to track the fields "Department" and within those departments, "Category". For example, I sell various products so department examples might be: Women, Men, Kids, Home, Beauty, etc. Within a department (e.g., Women), I might have sub categories like "Bags, Jeans, Coats," etc. Is there a way to set things up so I have to first select a department for a task, and then depending on the department I select, the linked category options will become available? Thank you again!

[@LaylaPomper]

I would suggest looking into creating an automation! This may just be the key you are looking for!

[@adrianbackbeat8070]

Is there a way to track time separately for each "custom field" stage?

[@LaylaPomper]

Not at this time. 🧐

[@astesvideos]

One of the best videos. Stuff that applies to life too.... @Layla... read "Subtract" by Leidy Klotz... amazing book

[@LaylaPomper]

Thanks Tomas - I’ll add it to my list!

[@devarni]

A lot of useful tipsVery good tips, fast and to the point. The idea to use rather few statuses is I think also from you. When ClickUp 3.0 is available, you will surely make a video ;)

[@LaylaPomper]

Hey Frank! Thank you! Absolutely we will :)

[@skygarden]

Thanks for this! I watched twice and *allllmost* maybe understand... Is there an adhd-friendly basic entry point to be able to use this today without first mastering the entire depths of this terrifying, opaque program that I think maybe hates me? Trying to follow along but still overwhelmed and feeling like maybe this isn't for me. If not, is there another program (app - I don't know if this is a task-manager or a calendar thingy or a

[@LaylaPomper]

Hi, there! I'm so glad you asked! I really think that our How to ClickUp course can help you understand the main points of ClickUp without being overwhelmed by all of it's features. I absolutely agree that it can become so overwhelming trying to digest every single thing that ClickUp can do. However, going through our How to ClickUp course, you'll learn one feature at a time. The course has short lessons broken into a "problem" and "solution" approach. This helps maintain focus and helps you retain the information. I'll also recommend checking out SmartSuite, if ClickUp feels way too complicated, SmartSuite can be a viable solution. SmartSuite feels simpler and easier to manage. Please check out one of our videos to get an idea of what the layout is like and explore this option.

[@celerex8047]

TY , but for this dark mode on APP , how to get ??

[@LaylaPomper]

Check out this help doc! The visuals are a bit different but this should help you with the steps :) help.clickup.com/hc/en-us/articles/6309134405655-Dark-Mode

[@hamedizzy5137]

Hi Layla, I love your content. I’m a go-founder of a start up. I’m wondering if you do private workshops catered to spasmodic businesses? I think this will be useful. We are a team of 12 and really need help utilizing click up. I would love to hear back from you.

[@LaylaPomper]

Hey Hamed! We don't offer 1:1 or workshops at the moment, but if you want more ClickUp support, I suggest checking out the ProcessDriven Membership! processdriven.co/services/membership Let me know what you think :)

[@amandioreal2293]

Hi Layla, how can I create epic and stories in Clickup?

[@LaylaPomper]

Hey Amandio! Evri explains two different ways to do that in this video: kzbin.info/www/bejne/nZuwq39-ipaKnKM

[@pratikrajsah]

for me ClickUp is very overwhelming, I want to use it to organize my personal work flow and business workflow, but the more tutorials I watch the more confused I get. I thnk you need to make a video on freelancers, like how we freelancers can leverage this awesome tool, at personal and business level.

[@LaylaPomper]

Hey Pratik! Just getting caught up on comments🙈 This is a great idea! I absolutely will add this to our ideas list so we can get on it!

[@tarekdemiati9991]

If we sell different B2B enterprise software, shall we have one space per product ?

[@LaylaPomper]

Hey Tarek! Just getting caught up on comments🙈 Here's a live showcasing how business model changes the ClickUp Hierarchy. I think this will help: kzbin.infosEKTgarfHLk

[@imlistening3021]

Isn't she dynamite?! I always come to Layla's channel when I need to know the ClickUp how-tos-she's so smart, her videos are so well thought out, and Layla is really easy for me to listen to. Thank you, Layla!

[@LaylaPomper]

Thank you! 🙂

[@mario312]

Ok, where can I find that cabinet with the metal face.

[@LaylaPomper]

😂😂😂

[@samirdreamalot]

Do all team members see the same hierarchy structure that I (as CEO) set up in clickup?

[@LaylaPomper]

Hey Samir! Yes. The hierarchy structure applies to everyone :)

[@shannonvincent6363]

I couldn't agree with all these points more. So many times people are overcomplicating ClickUp and not taking advantage of features like favorites. Great video Layla!

[@LaylaPomper]

Thanks Shannon! Sometimes it’s the simple things we overlook, right? ☺️

[@mikemarian1089]

First, you nailed the statuses for me so quickly and effectively. Thank you! Plus, you are a great instructor with great ideas, great knowledge, experience. And great diction and expression! Wow! You communicate so very well with great tone and emotion. I'm wondering if you do poetry or singing? Cause you use your lips and mouth like a pro singer wrapping around your words that make you so expressive and such clarity. I googled to see if you do spoken word or artistic expression of some kind. Much appreciated!

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 I'm so glad this was helpful!

[@profetik777]

Great breakdown.... Things clicked lol when you compared to Asana lol no pun intended

[@LaylaPomper]

😝

[@LaylaPomper]

Mapping your hierarchy? Try out our⭐ FREE ⭐ Hierarchy Quiz (ClickUp Space vs. Folder vs. List) Tool: processdriven.co/hierarchy-quiz/

[@mukulsingh6027]

Hey Layla - just wanted to tell you that this link does not work. Takes me to a "404 page not found" page

[@mukulsingh6027]

I found the link, you forgot to include the forward slash at the end of the URL :)