How to organize your personal life in 1 ClickUp (with a SIMPLE ClickUp Hierarchy)

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Looking to organize your work and personal life in ClickUp but don't know whether you need 2 ClickUp Workspaces vs. ClickUp Spaces? We got you!
In this video, ClickUp Consultant Layla at ProcessDriven will show you how to set up the ClickUp hierarchy using one easy-to-set-up Folder structure. After this ClickUp training, you'll know how to design ClickUp for personal use so can you can be productive (and actually focus!) while doing daily tasks!
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00:00 How to organize your work and personal life inside ClickUp
00:39 3 Steps for organizing your personal and work life inside ClickUp
01:06 Which ClickUp Workspace to use for personal life organization?
01:53 Why I put personal and professional in 1 ClickUp Workspace (and not 2!)
03:34 Create ClickUp Spaces to organize your personal life in ClickUp
04:49 Folders and Lists for personal organization
05:42 One-Off Personal Tasks List
06:17 Routines, Adulting, or Chores Task List
07:03 Ideas, Backlog, or Someday List for potential tasks
07:50 Examples of life task organization in this ClickUp Folder
08:58 How to start your day in ClickUp for personal life organization using Home
09:28 How to use ClickUp Views to separate work tasks from personal tasks
10:46 Using the Favorites bar in ClickUp as a shortcut to these Views
11:08 Stop stressing about ClickUp. Worry about tasks themselves! Start simple.
12:10 Want to figure out what those routines are for work life?
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[@LaylaPomper]

⭐ If you found this helpful, odd are you'll really enjoy my free deep-dive training here: processdriven.co/blueprint/?

[@rafaellincoln7142]

Layla, THANK YOU SO @#$%#% MUCH! Jesus, I've been searching for a video like this for so many days. I don't know why the KZbin didn't recommend you before. Thank you, thank you, thank you.

[@LaylaPomper]

I'm so glad it helped! Thank YOU for watching!!!

[@spindrycycle]

Thank You, Thank You! This is a big step to me getting over "Clickup Overwhelm"😍

[@LaylaPomper]

Glad it was helpful!

[@puakela]

Simple is harder than complex and you always make it look so easy 🤪Love your channel!

[@LaylaPomper]

Thanks so much 😊

[@oursenioradventures8513]

You’re such a great teacher. I sincerely appreciate your guidance and support.

[@LaylaPomper]

You are so welcome! Thank YOU!

[@danaproducer]

Love this one, Layla! Always super helpful 🙏🏻

[@LaylaPomper]

Thank you! Glad it was helpful!

[@HeltonConnect]

Thank you so much for this video. There are many videos out there for clickup, but not that apply to real world applications, or presenting without assuming a higher level of understanding of the product. You do a really nice job of bringing us all along for the journey. Thank you!

[@LaylaPomper]

You're very welcome, Helton! I'm glad to help!! 🥳

[@user-gq7eo8ov8y]

Excellent tutorial, great instructional skills.

[@danwentzel7247]

You are the best ClickUp teacher on KZbin. Thank you. I intuitively feel five spaces within one workspace is the way to go.

[@LaylaPomper]

Hey Dan! Thank you for your kind words! It's one of the best places to start :)

[@YusufOsman-hg2jv]

Layla you are a superb teacher. Thank you very much.

[@LaylaPomper]

Hey Yusuf thank you so much! I'm so glad it was helpful :)

[@lisasingleton]

Great tutorial - I have so much on my plate that I wanted to simply find a way to track personal conversations with people! You gave me so many great ideas. I have overcomplicated the way I'm using ClickUp. Thank you for helping me realize that I can just keep it simple. I would love to learn more about how to customize my views and spaces to fit my personality more (if that's possible)!

[@LaylaPomper]

Absolutely! Almost everyone overcomplicates ClickUp at first...but there IS an easier way. Cheering you on!

[@ashleywritesUX]

Thank you! This is was super helpful!

[@LaylaPomper]

I'm so glad! You're so welcome!

[@canadug1]

Thank you so much!! I was making my hierarchy way too complex which caused me to completely got stuck trying manage my tasks rather than completing them! Maybe it's an ADHD thing having a simple hierarchy has helped me breathe again!

[@morganscroopynoopers9696]

this video is perfection!

[@LaylaPomper]

Hey Morgan! Thank you so much!

[@YahiyaJasem]

Thank you Layla

[@LaylaPomper]

You're so welcome!

[@mhknows]

Thank you so much. This was helpful

[@LaylaPomper]

Glad it was helpful!

[@WhereDoesMyHorseHurt]

You explain really well. Tx! :)

[@LaylaPomper]

You're welcome! Thanks for watching :)

[@hernanguerrerodigital]

I love it!

[@LaylaPomper]

Thank you!

[@forgetaja9883]

Great explaination, thanks!

[@LaylaPomper]

You're welcome!

[@noxtrom1]

Thank you!

[@LaylaPomper]

You bet!

[@kennystanleyjr]

Awesome! My only question is why use a folder instead of just 3 lists right under the space? Anyways, thanks for the helpful video!

[@marcmcdermott4742]

Great video, thanks. Quick question. How do you go about entering tasks with this type of setup? Like an inbox of tasks for quick entry that can later be moved to the correct workspace or list.

[@LaylaPomper]

If an inbox/sorting area is helpful, I’d create an addition Idea list just for that purpose with a form view! ☺️

[@MichelNilecam]

Awesome

[@LaylaPomper]

Thanks Michel!

[@davidvitale5508]

Hi Layla, Thanks for your videos! They are super helpful. I have created an account for my company. So the owner is the company email. The company is ruled by me and a partner. I also have a personal workspace. Following your tips I am going to move the stuff from my personal workspace to the company one. How can I make the personal folder accesible only to me and not to all the company? Looks like I can't delete the owner of the workspace ( company) from permission on spaces. Thanks for your help

[@user-zw7po1he1p]

thank you for the great explanation! What is the point of having a folder "Life Tasks" if you put everything on it?

[@LaylaPomper]

Great question! It's helpful to separate "Life" and "Work" inside their own folders.

[@user-zw7po1he1p]

@@LaylaPomper Let me be more clear: you create a unique folder called Life Tasks and then yo put everything in it: One-Offs, Routines, etc.. You could have put the lists directly under the Space. I don't see the benefit of having an additional layer.

[@LaylaPomper]

Ah! You’re right. The reason I’ve chosen to do so is I also have other things in my Space. I use that Folder so all Tasks are together and no mixed with any other one-off areas. ☺️

[@NicoleMarie-wn2jq]

I'm trying to get better organized this year and am a complete newbie to Clickup. I feel like I've finally found a video that gives me a proper introduction to hierarchy and clickup setup. But after setting it up this way, now I'm wondering, how do you set up categories like Health, Travel , Finance, and Holiday planning with only 3 Lists?

[@LaylaPomper]

Custom Fields are the secret! 😉

[@Sazaperilla]

Another super helpful video! Can you tell me how to get your faves to show at the top at all times? I can't get that to happen on mine :-(

[@LaylaPomper]

In the Favorites area, there's a little "Pin" icon that appears. Click it and your Faves will be pinned to the top! :)

[@mikaylanicol5379]

Hey Layla - this was super helpful for me! I'm setting up my ClickUp for my business (Marketing and Process Automation Agency). Just wondering if you had any suggestions on how to go about giving each staff member their own personal space for use? Maybe this isn't recommended at all? I feel like it would be useful for them to be able to use it for personal use also. Thank you

[@LaylaPomper]

For team users, I'd typically recommend having each user create their own areas. (If you create the Space for them, that personal area isn't truly "private".) However, for employees who want a clearer definition between life and work, an entirely separate Workspace may actually be the safest bet to ensure they're fully separated!

[@winstonshields9475]

Hello :) thank you so much for the tips. Is there any way to turn off / work around ClickUp's assigned user stuff?-- it's always going to be assigned to me for personal users. For instance, in box view, everything I add has the title "You" which is a waste of space. The task name should really be there...

[@LaylaPomper]

Yup! You can change your whole Workspace to "Personal Mode" to remove this element.

[@jordanmortimer4460]

Hi Layla, I'm trying to wrap my head around how to organise my personal life/life tasks in clickup. I followed this video about having 3 lists: 1. one off tasks 2. routines 3. ideas one off tasks is easy, since I can stick all info about that appropriate task in its task card. But routines is what is tripping me up. For things like an investment property, my car, my tax info, etc, I'd ideally like to have a single task for each one with lots of relevant info (contact details, current plans, etc). All put directly into the information field of the task itself. But in each of these areas, there would also be lots of recurring tasks like bills, tax returns, etc. I originally thought about having these as recurring subtasks, but I am wondering if that is starting to get a bit messy, and if there is a better way of organising something like this.

[@LaylaPomper]

I'll share what I do, if it helps! Routines = actions I need to do (ex: Change Oil Filter in Car) Then, if I wanted to track my overall "stuff" I'd create a "Stuff Database" list. That would include a Task per "thing" I want to track (ex: House, Car, Computer). Then, I'd use ClickUp relationships and/or backlinks to connect the Routines to the Stuff Database so I can "roll it all up" in one spot if I should ever want to see, "What all is happening with my car?"

[@jordanmortimer4460]

@@LaylaPomper Thanks Layla! That's great advice. I've made a fourth list for a records database, with new custom statuses of active and inactive, and an Everything list view that groups everything into the "stuff categories" to group it all together. That's a good effective way to group routines and one off tasks, thanks for sharing.

[@alfredwidmann9177]

Hi Layal, great video. I would love to have all my work in one space however I work as a freelancer with multiple other businesses that use clickup so I would need to go into their workspaces. What are the options in getting all my work prompts in the same place? Thanks in advance

[@LaylaPomper]

Great question! Keep your eyes out for a video coming to the channel regarding this!

[@martyshmanka]

Okay, thank you, Layla for this. Is there a way to export all of my PERSONAL space data into a different Clickup account? Let's say for example that I retire/quit a job and want to use clickup on my own account.

[@LaylaPomper]

You can export from your "work" ClickUp account and then import to a new ClickUp account. I'd reach out to ClickUp directly so they can help ensure everything is exported and help you set up that new account/workspace.

[@ericolson9322]

Thanks for this. So if you are a solopreneur who has a work and personal Space, what would you call the Workspace? Because it's mostly me working in there, but I might also want to invite other people in for specific projects and they would be joining Workspace.

[@LaylaPomper]

If it's two Spaces, I'd probably do: Space 1: Company Name Space 2: Life (or Family Name) If it's one big Space, I'd probably do: Space 1: Work Space (I know, not the most original name!) Folder 1: Company Name Folder 2: Life (or Family Name) If you have multiple business or don't have a company name...I'd probably just call it "Work" 😂

[@ericolson9322]

@@LaylaPomper Good ideas, thanks! I just went with a generic company name that incorporates several of my businesses (in their own spaces) and a separate space for my personal stuff.

[@watergateHQ]

Everytime I feel lost I search for Layla the INTJ ❤️ Layla - I am on this setting but I wish you could also help guide me is integration. Let's say my goals and my chores I feel like have to be somewhere else because I can't see like a heat map that track my improvements day to day. Let's say my weight, frequency of reading and how often I am able to meet the recurring tasks cos let's say I missed 1 day and I complete it when I make it the next time around. I can't really evaluate myself month to month and see if I improved. Basically how do I also turn click up that allows me to use it as a habit builer app as well. I hope I'm making sense. Thanks again for all your help

[@LaylaPomper]

Hey! Here's a video that may be helpful: kzbin.info/www/bejne/o4fZaa1je8d_es0

[@JamesSmith-sd1ul]

How do I get these list to show up under the home screen when I open the app? or do I have to actively go into spaces everytime?

[@LaylaPomper]

As long as you add (1) yourself as an Assignee and (2) a Due Date your tasks from alllll places will show up in Home when you open the App! No need to click around or toggle between spaces. :)

[@samiam369]

Before watching this I organized my Clickup by topical categories within personal life, like "House", "Health", "Dog" etc. Curious why you use the "One-off/Recurring/Ideas" structure instead. I'm sure there's a good reason.

[@LaylaPomper]

Hey Fran! Layla answered your video in a recent Short! Take a look at it here: kzbin.infomlsFeWpYIc4 Have a great day! - Karleigh at ProcessDriven

[@samiam369]

@@LaylaPomper Thank you!

[@Gevorian]

Is there any way to create a formula in a custom field that takes some regexmatch value from the task name ?

[@LaylaPomper]

Hey Gevorian! Great question! Unfortunately, this is a popular feature request. I'll link it here in case you want to check it out and add your vote: clickup.canny.io/feature-requests/p/use-formulascustom-fields-to-update-task-names ClickUp devs search for the highly voted-for feature request to create new features.

[@Gevorian]

Thanks.

[@realgouravverma]

How many folder, list and tasks we add in clickup free version? I am looking for a tool which don't have such limits.

[@LaylaPomper]

The limits for Folders, Lists, and Tasks are so high I'm not aware of them! However, Spaces are limited to 5 on the Free Plan.

[@rikkiola]

Is it true that for the home view to be effective, everything needs dates assigned? I find this a bit limiting and reduces flexibility in terms of scheduling in a kind of current, next, later manner

[@LaylaPomper]

At this point, yes. If you're not a Due Date-focused user, you're better off creating an Everything View as your own "Home". Hopefully this changes, soon....!

[@rikkiola]

@@LaylaPomper Great, thanks

[@ratata365]

Hi Layla, I'm a business owner and am trying to get my team on to clickup. A big problem is the unavailability of forms on the app! I want my team to use private view forms to enter their new assignments/clients but it is impossible on mobile. Please help

[@LaylaPomper]

Instead of trying to load the View, send/text the Public Link to the Form. Then, have your team members bookmark it/keep it handy on their devices. Rather than opening ClickUp to use the Form, they can just click the Link! :)

[@lightwork5414]

How do u get around working without internet acess offline as offline mode is hardly that

[@LaylaPomper]

Honestly, there's simply not a great way to use ClickUp offline yet. 😢

[@meganotofthisworld]

How do I set my tasks to be half-hour by default? Tx.

[@LaylaPomper]

Hey NotOfThisWorld! Unfortunately, you can't as far as I know. You could always submit a feature request to ClickUp if you wanted this to become possible!

[@meganotofthisworld]

@@LaylaPomper tx

[@chrystelelacroix4681]

For those who wondered how she could rename the view for her Work Tasks when you click on the three dots on the right of 'List,' you'll see View Options and, just on the right, a pencil. Click on the Pencil, and you will be able to edit the name of the view.

[@LaylaPomper]

Thank you so much for sharing!

[@shoshiemyers5627]

Why not just have three floating lists in the personal space? Why did you build those lists into a folder?

[@LaylaPomper]

Hey Shoshie! Great point! You don't have to have them in a folder at all. The reason I do is to set us up for a possible expansion (adding more areas) down the line! :)

[@banjohead66]

Ugh. I was hoping to find some guidance aligned with this video's title. What I found was something that seems to emphasize the needs of "serial entrepreneurs" more so than the far more ubiquitous scenario of an individual who happens to have a job.

[@LaylaPomper]

Aw, I'm sorry to hear this didn't click for you, Michael. I'm not a serial entrepreneur, so I'm not sure if this would also resonate with them...but it's so simple, it might! I can say that this IS exactly the layout I have/do use for personal use (as a person with a job). I've also implemented it in at least a dozen people-with-job ClickUp accounts...but I know it's not for everyone! If the lack of personal life examples made it hard to resonate, I explain this same exact framework in a different style here, too: kzbin.info/www/bejne/e3mzpoiAnZZjicU In case it helps!

[@waschosen-]

What bothers me the most about ClickUp is that many times when I open a new column, I will also be informed that the column name has already been used by other tasks, requiring me to use another name.

[@LaylaPomper]

That is interesting! I'm half tempted to say you are experiencing a ClickUp bug. Have you tried to report this to ClickUp?

[@dicarolina]

Wish I had come to your channel three hours ago, before I created templates to set up workspaces. URG. Genious thanks

[@LaylaPomper]

Ooof! I hate to hear that. At least you've got it working now, right?